A Shared Room is a clinic-owned doxy.me room that more than one provider or staff member can use. Unlike a Personal Room, which belongs to one individual, a Shared Room belongs to the clinic.
Any user who is given access to a Shared Room can see when patients check into that room. The users can chat or start calls with patients in the Shared Room. And, they can view the room's session history.
⭐ Available on Premium plans
What is a Shared Room?
A Shared Room:
Has one consistent check-in link
Can be accessed by multiple assigned users
Maintains its own session history
Provides the same patient check-in experience as a Personal Room
Shared Rooms are useful when more than one person needs access to the same virtual space - for example, when care is delivered by a team rather than a single provider.
💡 As with Personal Rooms, patients are not able to see other patients who are checked in to the same room.
How Shared Rooms support coordinated care
Shared Rooms help mirror how physical clinics operate - allowing patients to move between intake, provider, and follow-up spaces as needed.
Instead of sending patients to different provider links, your clinic can use a shared check-in link that multiple team members can access.
This is helpful when:
A patient meets with intake staff before seeing a provider
More than one provider may be involved in care
Coverage changes during the day
Visits are handled by a team instead of one individual
Because the room belongs to the clinic, any assigned user can enter the room and start a visit.
Users can also transfer patients from a Shared Room to:
Another Shared Room
A provider’s Personal Room
This allows patients to move between rooms without needing a new link or restarting their visit, helping your clinic maintain a smooth and connected experience.
Each Shared Room keeps its own session history. Activity in one room does not mix with other Shared Rooms or with individual Personal Rooms.
Common uses for Shared Rooms:
Patients check-in with front desk staff
Patients check-out and schedule follow-up visits with scheduling team
Virtual urgent care clinics
Nursing staff meets with patients before the provider joins the visit
How to create a Shared Room
Only Owners and Admins can create Shared Rooms.
To create a Shared Room:
Go to Settings
Select the Rooms tab
Click New Shared Room
Enter the Room name (e.g., Emergency Room, Reception, Walk-in Center, etc.)
This will be shown to patients and clinic users
Enter the Room check-in link
This is the link patients use to join sessions
Add users to the Shared Room now, or complete this step later by returning to the Rooms tab of Settings
Click Create
The Shared Room will appear in the Rooms tab, where access can be managed. Shared Rooms can be created as needed to support your clinic’s workflows.
How to add or remove users to a Shared Room
Add users:
Users must already belong to your clinic before they can be added to a Shared Room. Any role (Owner, Admin, or Member) can be granted access.
Granting access allows a user to start, conduct, and transfer sessions from that Shared Room.
To grant access:
Go to Settings
Select the Rooms tab
Click the three dots next to the Shared Room
Select Manage access
Check the boxes next to the users you want to add
Click Grant user access
Multiple providers can access and start sessions from the same Shared Room.
Remove users:
To remove a user:
Go to Settings
Select the Rooms tab
Click the three dots next to the room
Select Manage access
Click the minus button next to the user’s name
Users are displayed in the Manage access modal with the most recently added users at the top.
How to edit a Shared Room
To edit a Shared Room’s name or link:
Go to Settings
Select the Rooms tab
Click the three dots next to the room
Select Edit room
Make your changes
Save
Changes apply immediately.
How to delete a Shared Room
Deleting a Shared Room is permanent and cannot be undone.
To delete:
Go to Settings
Select the Rooms tab
Click the three dots next to the Shared Room
Select Delete this room
When a Shared Room is deleted:
The room is permanently removed
Associated session history is anonymized and kept for future reference
All users lose access
Patients can no longer use the room link
If a patient attempts to access a deleted room (Personal or Shared), they will see a message that the room is unavailable and will be directed to their clinic for help joining their visit.
Shared Room waiting rooms
For Shared Rooms:
The clinic logo will appear (if custom branding is in use)
Waiting room content uses the default doxy.me experience
Shared Room waiting room content cannot be customized
Personal Rooms can be customized on paid plans.
How Shared Rooms and Personal Rooms work together
Personal Rooms and Shared Rooms are separate spaces, but they can be connected using Transfer. Patients can move between Shared and Personal Rooms without leaving their visit. Both room types use a persistent URL and provide the same patient check-in experience.
💡 Questions? Please contact our Support team