Help Center Membership Management: Getting in and your account Admin → Users
Admin → Users
What it is
The list of everyone who can open this clinic, and the place to invite, change and remove people.
Who can see it
People whose role has "Invite, enable and disable users". By default: owner and admin. Click Admin, then the Users tab. If you don't have the permission, the tab is hidden.
Every change here needs a recent sign-in
Inviting, changing a role, turning on/off, the daily summary box, Resend invite, Reset password, Start over and Remove all need a sign-in inside your sign-in window. If it is too old, you are sent to sign in again and nothing changes.
The "Invite a staff member" form
At the top of the page.
| Field | What to put |
|---|---|
| E-mail box (example text: name@evolvehealthfl.com) | The person's work e-mail. This becomes their login. Required. |
| Full name | Their name as you want it shown. Optional. |
| Role drop-down | The role to give them. It only lists roles you are allowed to give (see below). |
| Invite button | Sends the invitation. It shows Inviting… while working and is greyed out until an e-mail is typed. |
Under the form is a short guide to the roles and to how invites work. It says:
- owner: everything, and the only role that edits what roles may do
- admin: settings, users and roles, sync, sends prescriptions
- provider: authorizes reorders, sets medications, stages prescriptions
- nurse: follow-ups, notes, order status, stages prescriptions
- staff: read-only + notes
(This is a short summary. The full list is on Admin → Roles.)
Which roles you can give
| Your role / permission | Roles you can invite or assign |
|---|---|
| owner | owner, admin, provider, nurse, staff |
| a role with "Change users' roles and invite admins (never owner accounts)" | admin, provider, nurse, staff |
| a role with only "Invite, enable and disable users" | provider, nurse, staff |
The "already has a login" hint
As you type an e-mail, the portal checks it. If that e-mail already has a login for this product (at any clinic), a note appears under the box:
"[e-mail] already signs in to this product. They will be added with the password and authenticator they already have, no temporary password is sent."
This tells you, before you click, that the person will get a short "you've been added" e-mail instead of a first-time code.
What happens when you click Invite
| Situation | Green or red message | What the person gets |
|---|---|---|
| New e-mail | "Invited [e-mail]. They'll get a temporary password by email and must set up an authenticator app on first sign-in." | The "your account is ready" e-mail with a first-time code (valid 7 days). Their row shows Invite pending. |
| E-mail already has a login elsewhere | "[e-mail] already has a Prescripta Membership Management login, they were added to this clinic and e-mailed; their password and authenticator stay the same." | The "You've been added to [clinic]" e-mail. They sign in with their existing login. |
| Already on this clinic | Red: "[e-mail] is already on [clinic] as [role], see their row below (Resend invite / Reset password)." | Nothing. |
| Bad e-mail address | Red: "That e-mail address was not accepted. Check it and try again." | Nothing. |
| E-mail could not be delivered | Red: "The invitation e-mail could not be sent. Check the address and try again." | Nothing. |
| You picked a role you can't give | Red: "Your role cannot invite a [role]" | Nothing. |
The invite is written to the audit log.
The users table: every column
| Column | What it shows |
|---|---|
| The person's login e-mail. Under it, "also at 1 other clinic" (or "also at 2 other clinics") if their login belongs to other clinics too. You don't see which ones. | |
| Name | Their name, if one was given. |
| Role | A drop-down if you may change their role; otherwise a plain label. |
| Status | Where their login stands. See the table below. |
| MFA | on (green) = their authenticator is set up. pending (yellow) = not set up yet (they haven't finished their first sign-in). |
| Daily summary | For owner, admin and provider: a tick box with receives or opted out. For nurse and staff: ", (add under Settings → Notifications if wanted)". |
| (buttons) | The actions you may take on that person. See below. |
Status labels
| Label | Colour | Meaning |
|---|---|---|
| Active | Green | They have finished their first sign-in and can sign in. |
| Invite pending | Yellow | Invited, but they have not signed in for the first time yet. A small line under it says "sent 10/25/2026 · expires 11/01/2026". |
| Invite expired | Red | The 7 days have passed and they never signed in. The line says "sent … · expired …". Use Resend invite. |
| Password reset required | Yellow | An admin clicked Reset password. They must use the e-mailed code to choose a new password. |
| Off | Red | Their access to this clinic is turned off (or their login is switched off). They cannot open this clinic. |
Note: the "sent" date is the last time the invitation was sent, so it moves to today when you click Resend invite.
Changing someone's role
How: pick a new role in the Role drop-down on their row. A box asks "Change [e-mail] to [role]? Their open sessions end immediately." Click OK.
What happens: the new role applies at once. They are signed out everywhere (all clinics) and must sign in again. The change is written to the audit log.
Rules:
- You need "Change users' roles and invite admins (never owner accounts)" (or be the owner). If you don't have it, each row shows role: needs "Change users' roles".
- Only the owner can change an owner, or make someone an owner.
- You cannot change your own role.
- The last active owner cannot be changed to another role: "This is the only owner, make someone else an owner first".
The daily summary tick box
What it is: whether this person gets the clinic's once-a-day summary e-mail (counts only, no patient details).
Who gets it by default: every activated owner, admin and provider. Pending invites and turned-off people are skipped.
How to use it: untick to opt someone out (it then says opted out). Tick again to put them back (receives). It saves right away and applies from the next daily summary. This does not end their session.
Rules: an admin cannot change an owner's box (it is greyed out), except on their own row. You can change the box on your own row.
Nurse or staff who want it: add their e-mail under Admin → Settings → Notifications in the extra recipients box.
The buttons on each row
Which buttons appear depends on the person's status and your role.
Resend invite
- Shows for: people with Invite pending or Invite expired.
- What it does: e-mails a new first-time code, good for another 7 days. The old code stops working.
- Message: "Invitation re-sent to [e-mail]."
- If they already signed in: "This user has already activated their account, use Reset password instead".
Reset password
- Shows for: people who have signed in at least once and are on.
- What it does: asks "E-mail a password reset code to [e-mail]?". On OK, their old password stops working and they get a reset-code e-mail (the code lasts one hour). Their status becomes Password reset required. Their authenticator does not change.
- Message: "A reset code was e-mailed to [e-mail]. Their old password no longer works: at the sign-in page they click "Forgot password?" → "I already have a code" (or just try to sign in, the portal takes them there), enter the code and choose a new password."
- If they are turned off: "This user is turned off, turn them on first".
- If they never signed in: "This user has not activated their account yet, use Resend invite instead".
- If the code expired before they used it: they can use Forgot password? themselves, or you click Reset password again.
Start over
- Shows for: people who have signed in at least once, except yourself.
- When to use it: lost phone, new phone without the authenticator moved over, or lost password and lost phone.
- What it does: asks "Start [e-mail] over? Their current password and authenticator stop working now. They receive the "Your account is ready" e-mail, choose a new password and set up a new authenticator at first sign-in. Access to their clinic(s) is kept.". On OK:
- Their login is rebuilt under the same e-mail.
- They are signed out everywhere, and any trusted browsers are forgotten.
- They get the "your account is ready" e-mail with a first-time code (7 days).
- They keep their role in this clinic and every other clinic they belong to.
- Their status shows Invite pending until they finish.
- Their past actions stay in the audit log under their e-mail.
- Message: "[e-mail] has a brand-new login: the "Your account is ready" e-mail with a first-time code is on its way. They choose a new password and scan a new QR code at their first sign-in. Their access to 1 clinic is unchanged."
- For your own login: not offered. Ask another owner or admin.
Turn off / Turn on
- Shows for: people who have signed in at least once (not pending invites).
- Turn off (red), they can no longer open this clinic. Their login and any other clinic stay as they are. They are signed out right away. Their status shows Off. No confirm box.
- Turn on: lets them open this clinic again.
- Rules: only the owner can turn an owner off. The last active owner can't be turned off: "This is the only owner, it cannot be turned off". You can't turn yourself off.
- Why use it instead of Remove: for someone on leave, or while you decide. Turning back on is one click and keeps everything.
Remove / Withdraw invite
- Shows for: everyone except yourself. The button says Withdraw invite for pending invites, and Remove for everyone else.
- Withdraw invite: asks "Withdraw the invitation for [e-mail]?". On OK, they are taken off the clinic. If they have no other clinic, their unused login is deleted too, so a new invite starts fresh.
- Remove, for someone who also works at another clinic: asks "Remove [e-mail] from this clinic? They keep their login for their other clinic(s).".
- Remove, for someone with no other clinic: two questions.
- "Remove [e-mail] from this clinic AND delete their login (password + authenticator)? OK = delete the login too, adding them again sends a brand-new invitation. Cancel = keep the login, remove from this clinic only."
- If you clicked Cancel, a second box asks "Remove [e-mail] from this clinic, keeping their login?". OK removes them but keeps the login. Cancel stops; nothing changes.
- Messages: "[e-mail] no longer has access to this clinic." or "[e-mail]'s login has been deleted. Adding them again sends a new invitation."
- What happens: they are signed out at once. Their history stays in the audit log either way.
- Rules: only the owner can remove an owner. The last active owner can't be removed: "This is the only owner, make someone else an owner first". You can't remove yourself. If you try to delete a login that is still used at another clinic: "[e-mail] still belongs to another clinic, only Remove from this clinic is possible".
Why there are no buttons on your own row
Your own row shows your role as a plain label and has no action buttons. This is on purpose, so nobody can lock themselves out by mistake or quietly raise their own access. The server also refuses it: "You cannot change your own account here", "You cannot remove your own account", "You cannot start your own login over from here, ask another administrator".
- To change your own password: use Forgot password? on the sign-in page.
- To change your role, turn yourself off, or start over: ask another owner or admin.
- You can change your own Daily summary box.
Owner and admin rules (summary)
- The owner can do everything on this page.
- Only the owner can change, reset, start over, turn off or remove an owner row. Other people see owner only on owner rows and no buttons.
- A clinic must always have at least one active owner.
- An admin with "Change users' roles and invite admins (never owner accounts)" can invite and manage admins, providers, nurses and staff.
- An admin with only "Invite, enable and disable users" can invite and manage providers, nurses and staff, but cannot change anyone's role.
- On/off and Remove only affect this clinic.
Questions people ask
Q: How do I add a new employee?
A: Admin → Users, type their e-mail, name, pick a role, click Invite. They get an e-mail and finish setup on their own.
Q: The person says the invite never arrived.
A: Ask them to check spam for "your account is ready". Check the e-mail on their row is spelled right. Click Resend invite. If the address is wrong, Withdraw invite and invite the right address.
Q: The Status says "Invite expired".
A: Click Resend invite. They get a new code good for 7 more days.
Q: I can't pick "admin" in the role list.
A: Your role does not have "Change users' roles and invite admins (never owner accounts)". Ask the owner.
Q: I can't pick "owner".
A: Only the owner can make someone an owner.
Q: There are no buttons next to a user.
A: Either it is your own row, or it is an owner row and you are not the owner (it says owner only).
Q: The role drop-down is just a grey label.
A: You don't have "Change users' roles and invite admins (never owner accounts)" (each row then says role: needs "Change users' roles"), or it is your own row, or it is an owner row.
Q: Someone left the clinic. Turn off or Remove?
A: Turn off if they might come back. Remove if they are gone for good. Both stop access right away. Neither erases what they did from the audit log.
Q: If I remove someone, do I lose their notes and history?
A: No. Their notes, orders and audit entries stay. Only their access changes.
Q: Someone forgot their password.
A: Click Reset password on their row, or tell them to use Forgot password? themselves. You never see or choose their password.
Q: Someone got a new phone and the code doesn't work.
A: Click Start over on their row. They choose a new password and scan a new QR code. Their clinic access stays.
Q: What's the difference between Reset password and Start over?
A: Reset password changes only the password; the authenticator stays. Start over replaces both the password and the authenticator.
Q: Does changing someone's role sign them out?
A: Yes, right away, in every clinic. Changing their Daily summary box does not.
Q: MFA says "pending" for someone who is Active.
A: This should not normally happen, because a person can't finish their first sign-in without setting up the authenticator. If you see it, ask them to sign out and in again, then reload the page. If it still says "pending", contact support.
Q: The person works at two clinics. If I remove them, does the other clinic lose them?
A: No. Remove and Turn off only affect your clinic.
Q: I invited someone and it said they "already have a login". I wanted them to go through the full setup.
A: That's because the e-mail is already used somewhere in the product. They keep their existing password and authenticator. To do a first-time setup (for example for a demo), use an address they have never used here.
Q: Why does it say "also at 1 other clinic"?
A: Their login is also used at another clinic. For privacy you don't see which one.
Q: A nurse wants the daily summary e-mail.
A: Add their e-mail under Admin → Settings → Notifications in the extra recipients box.
Q: I unticked Daily summary for myself by mistake.
A: Tick it again. It says receives.
Q: I clicked a button and was sent to the sign-in page.
A: Your sign-in was too old for a change on this page. Nothing changed. Sign in again and click the button again.