Invite team members directly from Settings. Each invited person has their own secure login and Personal Room within your clinic.
Available on Free and Premium plans ⭐ Seat charges apply on Premium plans and users on a Premium DayPass cannot invite others
Inviting users | All plans
Owners and Admins can invite users
Go to Settings, then click Users
Click Invite users in the upper right corner
Enter one or more email addresses (up to 10 at a time)
Click Send invites
Once invites are sent, you’ll see the users listed in your Users table with the status Invite pending.
The invited user(s) will receive an email prompting them to join your clinic.
After accepting, they’ll:
Create a login
Create a Personal Room inside your clinic
Be added to your clinic as a Member by default, but you can change this at any time
Inviting a user the first time
When you invite a user for the first time, you’ll be prompted to create a clinic. If you haven’t set one up yet, you can find step-by-step instructions at the bottom of this article.
Inviting users with pre-created accounts | Premium
On Premium plans, Owners and Admins can create a user’s account and Personal Room before the user accepts the invitation.
This allows you to set up your team member in advance and reduces the amount of work they need to complete when joining your clinic.
To create an account for a user:
Go to Settings
Select the Users tab
Click Invite users in the upper right corner
Select Create account for them
Enter the user’s:
Email address
First name
Last name
Choose a Room check-in link
Click Create account and send invite
The user will receive an email prompting them to set their password and access their account. The assigned room name and check-in link can be updated later, if needed.
Managing invites
You can manage pending invites and active users directly from the Users table.
Resend an invite
Find the user in your Users table
Click the three dots next to their name
Select Resend invite email
Remove a user
Removing a user permanently deletes the user from your clinic. Use this when the user should no longer have access, and you do not plan to restore them.
Click the three dots next to their name
Select Remove user
You can remove both pending invites and active users from this menu.
Removing a user disconnects them from your clinic and deletes their account. On paid plans, their seat become available to add another user. If the seat remains unfilled at the end of your billing period, it will be automatically removed.
Archive a user
Archiving removes a user’s access to your clinic without deleting their account. Use this when a user is temporarily inactive but may need access again later.
To archive a user:
Click the three dots next to their name
Select Archive user
When you archive a user:
Their access to the clinic is removed
Their seat becomes available
You can restore them at any time
Restore an archived user
If you need to give access back to an archived user:
Click the three dots next to the archived user
Select Restore user
When you restore a user:
The user regains their previous role
A seat from your plan is used
If no seats are available for the restored user, a new seat will be added and billed according to your plan.
Billing for added users (Premium plans)
On Premium plans, each user occupies one seat.
A seat is added to your subscription when you send the invite, not when the user accepts.
Before confirming, you’ll see:
This seat will be added to your next bill and prorated for this cycle.
What this means
The seat is added immediately when the invite is sent
You’re charged a prorated amount for the remainder of your current billing cycle
The seat renews with your subscription unless removed
If the user hasn’t accepted yet
Billing begins when the invite is sent, even if the user has not accepted. If you no longer need the seat, remove the user from your Users table.
If you remove a user
The seat becomes unassigned
The seat remains available for the rest of your current billing cycle
Unassigned seats are automatically removed at your next renewal
If you have available seats, you may see:
2 seats available. Invite users to get the most from your plan.
Free plan users can invite team members at no additional cost.
How seats and roles work
Seats
On Premium plans, each person in your clinic uses one seat.
Roles
Every user is assigned a role. Roles determine what the user can manage inside the clinic.
Owners and Admins can update roles at any time from the Users table by clicking on the three dots next to a user and selecting Change role.
Owner – Can manage all aspects of the clinic, including billing and subscription
Admin – Can manage users and clinic settings (no billing access)
Member – Can manage their own room and sessions
New users join as Members by default.
Learn more about roles here.
First time inviting a user? Here’s how to set up a clinic.
In order to invite others, you’ll need to create a clinic. If you haven’t set up a clinic yet, you’ll be guided through a short setup before sending invites.
A clinic is the shared space where your team operates on doxy.me. It allows multiple providers or staff members to work under one clinic name while maintaining individual logins and personal rooms.
You’ll choose:
Clinic name – Shown to patients and clinic users
Clinic link – Part of every provider’s room URL
Your Personal Room name – Your individual room within the clinic
For example:
doxy.me/clinicname/providername
This helps patients recognize your clinic and reach the correct provider.
If you previously had a doxy.me room before clinics were introduced, patients visiting your old link will automatically be redirected to your new clinic-based link.
Troubleshooting invite issues
Problem: I can’t send the invite
Check the following:
The email address is formatted correctly
The email address is not already associated with another doxy.me clinic
You are logged in as an Owner or Admin
You are not using a Premium DayPass
If the issue continues, refresh your browser and try again.
Problem: The user didn’t receive the invite email
Ask the invited user to:
Check their spam or junk folder
Confirm the email address was entered correctly
You can resend the invite at any time from the Users table.
Problem: I removed a user, but still see a seat on my plan
When you remove a user:
The seat becomes unassigned
The seat remains available until your next billing cycle
Unassigned seats are automatically removed at renewal
If your renewal hasn’t occurred yet, the seat will still appear as available.
Problem: I don’t see the Invite users button
Make sure:
You are logged in as an Owner or Admin
You are not on a Premium DayPass
Only Owners and Admins can invite users.
💡 Questions? Please contact our Support team