Team & Access
Manage who works at your clinic, what they can do, and how they sign in from Settings → Team & Access.
Team & Access is where you add people to your clinic, decide what each person can do, and control how they sign in. Find it at Settings → Team & Access (https://dentare.io/clinic/settings/team).
The team list
The list shows everyone connected to your clinic: staff, invited people who haven't joined yet, and anyone deactivated. Three tools narrow it down:
- Search matches name, email, or phone.
- Status tabs switch between Active, Invited, and Inactive.
- Role chips filter by what a person does (Doctor, Reception, Lab, X-Ray, Admin). Each chip shows a count for the current status tab. Counts reflect roles, not people, so someone who is both a Doctor and an Admin counts in both chips.
Click a row to expand it in place. Active and inactive members open into an editing card. Invited people open into a smaller card built around their invite.
Inviting someone
Click Invite team member above the list to open the invite dialog.
Enter their name and email
Type the person's name and email address. If they don't have a real inbox yet, you can use a placeholder address ending in @dentare.local. They can still accept the invite and sign in, but no email ever reaches that address, so they won't be able to reset a forgotten password or get messages from colleagues that way.
Choose their language
Language starts on your clinic's default, so most invites need no change here. Set it when you're bringing in someone who works in another language: the invite email arrives in that language, and Dentare opens in it the first time they sign in. Every language Dentare supports is offered here, not only the ones enabled under Regional & Currency, because this sets one person's own screen language rather than a language your clinic issues documents in. They can change it themselves later from their profile menu.
Pick what they'll do
Toggle one or more roles for the invite: Doctor, Reception, Lab, X-Ray, or Admin. You can change these later from their row once they've joined.
Send the invite
Click Send invite. The person appears immediately under the Invited tab.
An invited row shows the email the invite was sent to, the roles they'll join with, and a copyable invite link. Use Copy link to hand it to them directly (a shared computer, a messaging app) instead of relying on email delivery. Resend re-sends the invite email; Cancel invite removes it, no charge and no record left behind.
Roles: what they do
Toggle roles for any active or inactive team member from their expanded row, under What they do. A role change takes effect immediately.
- Doctor treats patients and unlocks the doctor's dental workflow.
- Reception manages the front desk: booking, check-in, and patient records.
- Lab works lab cases through the clinic's production steps.
- X-Ray handles X-ray requests and image capture.
- Admin manages clinic settings.
One person can hold several roles at once, and each toggle is confirmed before it applies.
On a paid plan, the Doctor role is billed per seat. Assigning it to someone opens a confirmation showing the cost impact before it applies, so nothing is added to your bill without your say-so. See Billing & Plan for how seats and pricing work. Removing the Doctor role from someone also emails them that their access was revoked.
Contact details
Inside a member's row, under Contact, update their phone and email. Phone changes save immediately. An email change is different: Dentare sends a confirmation to the new address, and the old address keeps working until the person confirms it. While a confirmation is pending, the row shows the new address waiting for confirmation, with Resend to send the confirmation link again and Undo to cancel the change and keep the original email.
Access & devices
Each member's expanded row has an Access & devices section covering how they sign in and what they can reach:
- Two-factor status shows whether the person has 2FA set up. If not, Remind sends them a nudge to turn it on.
- Passkeys shows how many passkeys they've registered. Clear passkeys removes all of them, useful if a device was lost or the person needs to re-register.
- Reset kiosk PIN resets their personal kiosk unlock PIN back to the clinic default.
- Kiosk access controls whether they appear on the kiosk lock screen at all. Turning it off hides them from the kiosk without touching any other access.
- Staff app controls whether they can sign in to the Dentare staff mobile app.
- Can invoice (shown only when your clinic has invoicing turned on) controls whether this person can take bank transfer payments and issue invoices.
The clinic owner always keeps kiosk access enabled, so an admin can never accidentally lock the owner out of the kiosk.
Deactivate, reactivate, or remove someone
Scroll to the bottom of a member's expanded row and open Danger zone. This area stays collapsed by default so it's never one accidental click away.
- Deactivate keeps the person's history intact and frees up their seat. Use this for someone who's on leave or has left but whose past appointments and records you want to keep.
- Reactivate brings a deactivated person back with the same access they had before.
- Remove from clinic takes them off the team entirely. Their appointments and records stay in your clinic's data, and you can re-invite them later if needed.
Deactivating or removing someone is reversible for the person's access, but not silent: deactivating frees a billed seat right away, and removing takes them off every team list immediately. Confirm you have the right person before continuing past the warning dialog.
The clinic owner and your own row are protected: you can't deactivate or remove the owner, and you can't deactivate or remove yourself from this screen.
Clinic security policy
Below the team list, the Security section has one clinic-wide switch: Enforce two-factor authentication. Turn it on to require 2FA for every team member, not just the ones who've opted in individually. See Two-Factor Authentication for how members set 2FA up on their own account.
API access
Clinics on the Pro plan get an API access section for creating tokens that let other software connect to your clinic's data. If your plan doesn't include API access, this section shows a locked card explaining that an upgrade is needed instead.
To create a token, click New token and give it a name that identifies what it's for (for example, "Practice management sync"). The token's secret is shown once, in a copy dialog, right after creation. Copy it immediately: Dentare doesn't store the secret in a form you can view again. From the token list you can rename a token at any time, or revoke it, which immediately cuts off any software using it.
If a token's secret is ever exposed (committed to code, pasted somewhere public), revoke it right away and create a new one. There's no way to invalidate just the exposure without revoking the token itself.
See Patients API for authentication details and endpoint examples once your token is created.