Inviting your team
Invite colleagues to your organization, choose their roles, manage expired invitations, and update team member profiles from Team Members.
Your team is managed in Settings → Team → Team Members. In the left sidebar, click Settings (at the bottom). In the settings menu, under Team, click Team Members. This page lists active, invited and deactivated team members and opens each member's record in a side panel.
How do I view team members?
In the left sidebar, click Settings (at the bottom). In the settings menu, under Team, click Team Members to see who belongs to your organization and where each person is in the invitation process.
The table shows each member's Name (3), Email, Roles and Status (4). Use the Status filter (1) and Role filter (2) to narrow a long list. You can sort by Name (3).
| Status | What it means |
|---|---|
| Active | The person has accepted the invitation and can sign in. |
| Invited | The person has not accepted yet. A warning envelope means the invitation has expired. |
| Deactivated | The person has been archived and is hidden from the active list. |
Select a row to open that member's record.
How do I invite a team member?
On the same page, select Invite Member to open the invite panel.
- Enter the person's Email (1) at the top of the panel. The invitation is sent here.
- Choose one or more Roles (2). Clinician is selected by default.
- Enter a Display name (3). If you fill in first, middle and last name, the display name fills from those fields until you edit it directly.
- In the Invitation section, set Expires after if you want something other than 14 days. Invitations can expire after 1 to 30 days.
- Select Send Invitation.
After the invite is sent, the panel shows Invitation link with a copy button. The email has already been sent, but you can also paste the link into another message. The person appears in the list as Invited.
The optional Personal info and Provider info tabs appear after the email is valid. The Phone field blocks the practice's own number and shows "This is the practice's number. Enter a personal one." You can fill in profile and provider details now, or update them later.
If you invite an email address that is already Invited, Ona refreshes that invitation instead of creating a duplicate team member. If the invite fails, the toast can show a backend message.
How do I edit a team member's profile?
On the same page, select the member's row to open their record in the side panel.
- Select Personal info to update their roles, name, phone, date of birth, gender, address or profile image.
- Select Provider info to update credentials, specialty, bio, NPI, Taxonomy codes or signature.
- If the member is a clinician and pricing levels exist, select Pricing to choose a Pricing level or Standard fees.
- If they are locked out of two-step verification, select Reset in the Two-step verification section. You cannot reset your own two-step verification here.
- Select Save to keep your changes, or Discard to undo them.
A member's email can only be set while they have no email on file. Date of birth is validated, so an incomplete or invalid date can block saving with an inline error. The Phone field blocks the practice's own number and shows "This is the practice's number. Enter a personal one." Provider signatures can be uploaded or drawn. Signature images must be PNG or JPEG and under 2 MB. When pricing levels exist, clinicians can be assigned to one level or left on Standard fees.
How do I choose roles?
On the same page, choose roles while inviting someone or editing their record. Roles are checkboxes, so one person can hold several roles and their access adds together.
| Role | What it gives |
|---|---|
| Owner | Settings, team management and billing configuration access, plus the ability to grant or remove Owner. |
| Admin | Settings, team management and billing configuration access. |
| Clinician | A clinical workspace scoped to that clinician's own patients and visits. |
| Staff | The operational dashboard for front-desk and back-office work, without Settings access. |
A few rules protect access:
- You cannot invite someone directly as Owner. Invite them first, then an existing Owner can add Owner to their record.
- Only Owners can grant or remove Owner.
- The organization must keep at least one active Owner.
- Every member must keep at least one role.
- If you remove your own Owner role, or remove the Admin role that gives you Settings access, Ona asks you to confirm first.
For a fuller permission breakdown, see Roles, licences, and permissions.
How do I resend or copy an invitation?
On the same page, use the actions menu at the end of the invited member's row when they need the link again or their link has expired.
- Find the invited member in the table.
- Open the actions menu at the end of their row.
- Select Copy invitation link if the invitation is still valid.
- Select Resend invitation to send a new invite email with a fresh link.
Expired invitations cannot be copied. When an invited person opens an expired link, they see a message saying this invitation has expired and to ask the clinic to send a new one.
How do I archive a team member?
On the same page, use the actions menu at the end of the member's row when someone should no longer be active in your organization.
- Find the member in the table.
- Open the actions menu at the end of their row.
- Select Archive.
- Type the member's name to confirm.
- Select Archive again.
The member is deactivated and hidden from the active list. Owners and admins can manage their record later.
What can't I do here?
On the Team Members settings page, access and actions are limited in these ways:
- Staff and Clinicians cannot manage team members from Settings.
- You cannot archive yourself.
- You cannot archive a member who has Owner.
- You cannot use the row actions for a member who is already Deactivated.
- You cannot copy an expired invitation link. Use Resend invitation instead.
- Admins cannot grant or remove Owner.
Common questions
Can I invite someone as an Owner?
No. Owner is not available on the invite form. Invite the person with another role first, then an existing Owner can open their member record and add Owner.
How long does an invitation last?
The default is 14 days. You can set Expires after to any value from 1 to 30 days before sending the invitation.
What should I do when an invitation expires?
Open the invited member's actions menu and select Resend invitation. Ona sends a new invite email with a fresh link.
Can a practice manager also be a clinician?
Yes. Roles add together. For example, someone can be both Admin and Clinician.
Why can't I copy an invitation link?
Copy invitation link is available only for invited members whose link has not expired. If the link is expired or already used, select Resend invitation instead.
Related guides