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Team Members Overview

The Team Member record is where each clinician, practitioner, or staff member in your Organisation is configured. It now brings Profile details, Patient Group access, bookable Services, and availability together in one place, so you can set someone up end-to-end without jumping between different areas of the Staff Portal.

This article provides a high-level overview of each tab on the Team Member record and how they fit together. The older screens under Booking Management and the Bookable Providers tab inside each Patient Group still work exactly as before — this is an additional, faster way to do the same configuration from the Team Member's own record.

📍 Where to Find the Team Member Record

Go to:

Administration → Team Members

Click on a Team Member's name to open their record. You'll see five tabs across the top:

  • Profile
  • Patient Groups (Access)
  • Patient Groups (Booking)
  • Bookable Services
  • Availability / Unavailability

Each tab is covered below.

👩‍⚕️ 1. Profile

The Profile tab holds the Team Member's core details — name, discipline, contact info, bio, specialities, timezone, and Organisation information.

From here you can:

  • Update personal and professional details (Title, Name, Email, Date of Birth, Bio, Profession, Location, Specialities, Gender, Timezone)
  • Set whether the Team Member's profile is displayed in the Patient App Available Providers List
  • Toggle Receive Unread Message Email Notifications
  • Record registration body, education level, and insurance number
  • View the Team Member's Organisation info (ID, Code, User ID, Role, Client Portal URL)
  • Attach Documents to the Team Member's record

🔒 2. Patient Groups (Access)

The Patient Groups (Access) tab controls which Patient Groups the Team Member can view and work with inside the Staff Portal.

Click + Group to open the picker. You can:

  • Search for a Patient Group by name
  • Tick one or more Patient Groups to add in a single action
  • See your current selections in the Selected column before saving
  • Remove access from a group using the row's action menu

This replaces the need to open each Patient Group individually and add the Team Member from the Bookable Providers tab when all you're doing is granting access.

📅 3. Patient Groups (Booking)

The Patient Groups (Booking) tab controls which Patient Groups can book the Team Member as a provider.

The picker works the same way as Patient Groups (Access) — search, tick, save. You can add a Team Member to multiple booking-scoped Patient Groups in one action instead of visiting each group separately.

This is especially useful when onboarding someone new who needs to be bookable across several groups on day one.

🧾 4. Bookable Services

The Bookable Services tab lists every Service the Team Member can be booked for.

For each Service you'll see:

  • Service Name
  • Date Added
  • Auto Add Video Call (ON / OFF)

Click + Bookable Services to open the picker and add one or more Services. You can also remove a Service from the row's action menu.

This is the same list you would previously configure from Booking Management, now accessible directly from the Team Member.

⏰ 5. Availability / Unavailability

The Availability / Unavailability tab is where you set the Team Member's weekly working hours and record any time off or blocked periods.

Availability shows the standard weekly pattern — Monday to Sunday, each with a start and end time in the Team Member's Timezone. Click Edit to update the weekly hours or change the Timezone.

Unavailability lists any blocks of time the Team Member isn't available outside their normal hours. Click + Add to open the Unavailability Block modal, where you can set:

  • Name
  • Timezone
  • Reason (up to 50 characters)
  • Start Date and End Date
  • Unavailable Time (start and end time within the day)
  • Repeat Booking toggle for recurring blocks

Each row shows the Reason, Start Date, Repeat pattern, and the day(s) it applies to, with an action menu for editing or removing the block.

🧩 How It All Fits Together

In simple terms:

  • 👩‍⚕️ Profile defines who the Team Member is
  • 🔒 Patient Groups (Access) defines which Patient Groups they can see and work with
  • 📅 Patient Groups (Booking) defines which Patient Groups can book them
  • 🧾 Bookable Services defines what they can be booked for
  • ⏰ Availability / Unavailability defines when they're available

Configured together from the Team Member record, these tabs give you a single place to onboard or update any Team Member. The older paths under Booking Management and inside each Patient Group remain available for Organisations that prefer to work from those views.

💡 Best Practices

  • Use the Team Member record when onboarding someone new — you can set access, bookings, Services, and availability in one pass
  • Use the Patient Group's Bookable Providers tab when you're working in the other direction (adding several Team Members to a single group at once)
  • Set the Team Member's Timezone on the Profile tab before configuring availability, so weekly hours are interpreted correctly

Next step:

➡️ Once a Team Member is set up, review your Services configuration and Patient Group setup to make sure their bookings surface correctly in the Patient App.