Step 2: Add Your Team and Choose Roles

Step 2 - Add Your Team and Choose Roles - MyTherapyWizard help article card

Now that your organization is set up, it's time to bring your people in. Each person gets a seat and a role. The role decides what they can see and do, and you can fine-tune any role for any person.

Before you start

Who does this: the account Admin.
How long it takes: about 20 minutes for a small team, plus a few minutes per person.
Plan needed: Teams.
Have ready: a list of everyone who will use MyTherapyWizard with their email, credential (OT, OTA, PT, PTA, SLP, SLPA and so on) and whether they are a clinician or office staff. For clinicians, have their NPI, license number, license expiration and licensing body.
Seats: make sure you have enough clinician and office-staff seats (Organization Settings › Billing) before you invite.

👣 Step 1: Invite your team

Team Members page showing active members with role, joined date and status, and the Invite Member button

In the left menu under Management, open Members.
Click Invite Member and enter the person's email.
Invitations wait on the Pending tab until the person accepts. Once they join, they move to the Active tab.

📱 Tip: invite your clinical leads and office manager first. They can help check that roles and permissions look right before the rest of the team joins.

👣 Step 2: Choose a role

Click the pencil next to a member to open Edit Member, then pick a role.

Role	Best for	What it can do by default	Clinician or office staff?
Therapist (default)	Treating clinicians, assistants and students	Their own caseload: evaluations, notes, plans of care and reports	Clinicians only
Therapy Admin	Clinical directors and leads	Org-wide caseloads, clinical reviews and forms	Clinicians only
Admin Lite	Office managers and billers	Day-to-day operations and all billing. No user management or deletes	Clinicians or office staff
Admin	The owner or practice administrator	Full access to everything, including deletes	Clinicians or office staff

Office staff can be Admin Lite or Admin, but never Therapist or Therapy Admin. Keep the Admin role to as few people as possible, since it's the only role that can delete.

Once a record, such as a client is deleted, the action is not recoverable.

👣 Step 3: Set clinical details

For clinicians, choose their Clinical Role (for example, Occupational Therapy Assistant) and Discipline in the same panel. These matter later: Flow Settings can assign tasks by credential, supervision links assistants and students to their supervisors, and insurance rules can require co-signs or modifiers by credential.

👣 Step 4: Adjust permissions (optional)

Edit Member permissions list with one area customized and a Reset link

Permission level menu with No access, View only, Can edit and Full access

Every role comes with default permissions for each area of the app, such as Schedule, Appointment View, Add New Client and Client Demographics. Defaults show as Default · [level].
To change one area for one person, pick a new level: No access, View only, Can edit or Full access.
Changed areas are highlighted. Click Reset to go back to the role's default.

Team-wide rules, such as letting therapists see only clients on their caseload, live in Flow Settings › Group Permissions. You'll set those in Step 8.

👣 Step 5: Add credentials on the Profile tab

Team Members Profile tab with NPI, license number, license expiration, licensing body and experience for each member

Open the Profile tab on the Members page.
Click the edit icon on each clinician and fill in NPI, License #, License Exp., Licensing Body, Primary Model and the year they started practicing.
MyTherapyWizard flags expired licenses (for example, Lic. Expired) and shows each clinician's experience level, so you can spot gaps at a glance.

▶️ Watch: Role Permissions overview

More role videos: Clinical Records · Scheduling & Clients · Forms & Questionnaires · Caseload & Supervision · Billing & Claims · Analytics

💡 Why it matters

MyTherapyWizard's clinical intelligence knows who each person is, not just that they logged in. Roles and credentials let Flow Settings put the right task in front of the right person, route co-signs to supervisors and keep billing and clinical data in the right hands. Getting roles right now is what makes every reminder and to-do land with the right person later.

✅ How you'll know it worked

Everyone you invited shows on the Active tab with the right role and status.
Each clinician's credential and NPI show on the Profile tab with no "Lic. Expired" flags you didn't expect.
When a team member logs in, they see only the areas their role allows.

Next step → Step 3: Set Up Supervision Relationships

Previous: Step 1: Organization Settings · Back to the 14-Day Setup Checklist.

📚 See other articles in Setup Path here.

Step 2: Add Your Team and Choose Roles | MyTherapyWizard