# Invite your office staff

> Give your dispatcher, biller and other office staff their own sign-in, with a role that shows them only what their job needs.

Source: https://healthride.app/knowledge-base/getting-started/invite-your-office-staff/

Give each person in your office their own sign-in. Their role decides what they can see and change. If you run the office yourself, you can skip this step.

## Before you start

**You'll need**

- Each person's email address
- The role that fits their job. The table below shows what each role can do.

**You can add later**

- Anyone else. You can invite people and change roles at any time.

## Steps

1. At the bottom of the menu on the left, select **Settings**. Then, under **Business**, select **Team**. The Team page lists your **Members**.

2. At the top right, select **Invite member**. The **Invite a team member** form opens. Only owners and admins see this button.

   *Screenshot: The Team page in Settings with three members, Dana Whitfield, Marcus Bell and Priya Raman, and the Invite member button at the top right*

3. In **Email**, type the person's email address.

4. Under **Role**, pick the one that fits their job, like **Dispatcher** for Marcus Bell. The form starts on **Viewer**, which can look but not change anything.

5. Select **Send invitation**. You'll see "Invitation sent to" and their email. They show under **Pending invitations** with "Expires in 7 days".

## What your team member does

They get an email that says "You're invited to HealthRide for" and your company name. Then they:

1. Select **Accept invitation** in the email. A page opens with your company name and their role.

2. Type their name, pick a password, and select **Create account**.

3. Type the 6-digit code we email them and select **Verify and join**.

They can also select **Continue with Google** instead of making a password. Once they join, they move from **Pending invitations** to **Members**.

## What each role can do

| Role | What they can do |
|---|---|
| **Owner** | Everything. Only owners can change your HealthRide plan, set up online payments, give refunds, add brokers and insurance plans, and give a payer its own rates. |
| **Admin** | Everything else, including the team and settings. |
| **Dispatcher** | Books rides and gives them to drivers, plans the crew schedule, adds passengers and invites drivers. No billing. |
| **Office staff** | Books and changes rides, adds passengers and facilities, and keeps driver and vehicle papers up to date. Can't give rides to drivers. No billing or company settings. |
| **Billing** | Makes invoices and records payments. Can see rides and passengers, but not change them. |
| **Viewer** | Can see rides, passengers, drivers and billing, but can't change anything. Good for an accountant. |
| **Dispatch from app** | For a driver who also books rides and gives them out from the driver app. They use the driver app only. You turn it on from the driver's page, not by invitation. |

To see the full list in the app, select **About roles** on the Team page.

## Good to know

- **Change a role at any time.** On the Team page, pick a new role next to the person's name. It saves right away.
- **Take access away with Deactivate.** Select **Deactivate** next to their name, and confirm. They lose access right away, and their past work stays. **Reactivate** gives it back.
- **Only an owner can add another owner or admin.** Admins give out the roles below their own.
- **Drivers join from the Drivers page.** See [Add your drivers](/knowledge-base/getting-started/add-your-drivers/). To let a driver book and give out rides from their phone, open their page and turn on **Can dispatch from the driver app**.

## If something looks wrong

| What you see | What to do |
|---|---|
| There is no **Invite member** button | Only owners and admins can invite. Ask your owner. |
| They can't find the email, or their row says "Email failed" | Under **Pending invitations**, select **Resend** next to their email. Ask them to check their spam folder too. |
| "This invitation has expired." | Links last 7 days. Select **Resend** next to their email. They get a new link, and the old one stops working. |