Settings & team

Everything about your practice as an organization — its profile, the people in it, what they can do, and your subscription — lives under Settings (and the companion Plan & Usage page). Both sit under Admin in the sidebar and are owner/admin territory.

Settings has three tabs: Organization, Roles & Permissions, and Team.

Organization

Your practice's profile — the details clients see and the defaults the product uses.

Editable fields (each card has its own Edit / Save):

• Organization name, phone (primary and secondary), email, website, GST number.
• Timezone and currency — used across appointments, billing, and dates.
• Theme colour — pick a preset or enter a hex; it brands the client portal.

Locations

Below the profile, add one or more Locations — name, address, contact, and operating hours per day (with a "Closed" toggle). Useful if your practice runs from more than one clinic.

Team

Your staff members and pending invitations.

Each member shows their name, email, role badges, status (Active / Inactive), and join date. Inactive members can't sign in — toggle a member inactive instead of deleting them to free up a seat without losing their history.

Inviting a member

Click Invite Member:

• Email address — where the invitation is sent.
• Roles — pick one or more from the multi‑select.

They get an email invitation to join your organization. Until they accept, they appear under Pending Invitations, where you can revoke the invite.

If you hit "Your plan allows N staff members", you've reached your seat quota — deactivate an unused member or check Plan & Usage.

Multiple roles per member

A member can hold more than one role at once — for example Dietician + Admin. Open a member's Edit dialog and use the Roles multi‑select to add or remove roles; their effective permissions are the union of every role they hold. A member must always keep at least one role. (You can also pre‑assign several roles at invite time.)

Roles & permissions

Two kinds of roles: system roles (built‑in, locked, read‑only — owner, admin, dietician, coach, etc.) and custom roles you define.

Pick a role on the left to see its permission matrix on the right — permissions grouped by area (Clients, Meal Plans, Appointments, Assessments, …), each showing how many are enabled. For a custom role you can tick individual permissions or use Select all per group, then Save Permissions. System roles show the same matrix read‑only.

Creating a custom role

Click Create Role, give it a name (e.g. "Junior Dietician") and an optional description, save, then tick the permissions it should have. Assign it to members the same way as any other role.

How permissions show up in the app: the staff sidebar and the buttons within each page adapt to what a member's roles allow. Give someone a read‑only role and they'll see the pages but not the create/edit actions.

Plan & Usage

Open Plan & Billing in the sidebar (under Admin) — the Plan & Usage page — for your subscription. It shows your current plan and status (Active / Trial / Past due / …), the relevant dates (started, current period, renews/ends), and a What's included breakdown:

• Usage limits — quota‑style entitlements like clients and staff seats, shown as used / limit with a progress bar.
• Features — what your plan switches on or off.

This is where to come when an action is blocked by a quota — for example "quota reached" when adding a client or inviting a staff member tells you that limit here is full.

What's next

• Appointments — the team members you add here are who hold availability.
• Getting started — the five‑minute setup, start to finish.