Team Management
Roles, permissions, and seat-based billing for your team
Growing a practice means growing a team, and every team member needs different access. Formisoft includes four built-in roles — admin, provider, staff, and patient — each with the right permissions so everyone sees what they need and nothing they shouldn't.
Admins manage the organization: billing, settings, team members, and full access to all data. Providers see their own schedule, patient forms, and clinical workflows. Staff members handle front-desk tasks like scheduling, form management, and patient check-in without accessing billing or org settings. Patient-level access lets patients view their own submitted forms and appointment details through a secure portal.
Adding team members is as simple as sending an email invite. New members pick their role during onboarding, and your subscription automatically adjusts through seat-based billing — no manual plan changes or contacting support. When someone leaves, removing their seat updates billing on the next cycle. For multi-provider practices, each provider can have their own availability schedule, form assignments, and notification preferences configured independently.
How it works
Invite Team Members
Send email invitations to providers, staff, and administrators. Each person creates their account and is automatically added to your organization.
Assign Roles
Choose from four built-in roles: admin, provider, staff, or patient. Each role has purpose-built permissions that control what they can see and do.
Configure Provider Settings
Set up each provider's availability schedule, form assignments, and notification preferences individually. No two providers need the same setup.
Billing Adjusts Automatically
Seat-based billing updates automatically when you add or remove team members. No manual plan changes or support tickets required.
Key features
Everything included with team management, built into the platform.
Four Built-In Roles
Admin, provider, staff, and patient roles with pre-configured permissions. Every team member gets the right level of access automatically.
Email Invitations
Invite team members by email. They create an account, accept the invitation, and join your organization — no manual setup required.
Per-Provider Configuration
Each provider has their own availability schedule, form assignments, notification preferences, and patient assignments.
Seat-Based Billing
Your subscription scales with your team. Adding or removing members automatically adjusts billing — no plan changes needed.
Role-Based Access Control
HIPAA-aligned permissions ensure team members only access the data they need. Audit trails track who accessed what.
Organization Dashboard
Admins see a complete view of the organization: team members, active forms, recent submissions, payment activity, and usage stats.
Quick Role Switching
Admins can change a team member's role at any time. Permissions update immediately without requiring the member to do anything.
Activity Audit Trail
Every action is logged — form edits, patient record access, setting changes — so you have a complete audit trail for compliance.
Expected results
Ideal for
Frequently asked questions
What are the four roles and their permissions?
Admin has full access to everything including billing and settings. Provider sees their schedule, patients, and forms. Staff handles front-desk tasks like scheduling and form management. Patient can view their own submitted forms and appointments.
How does seat-based billing work?
Each team member (admin, provider, or staff) counts as one seat on your subscription. When you invite a new member, the cost adjusts automatically on your next billing cycle. Removing a member reduces your seat count and cost.
Can I change someone's role after they've joined?
Yes. Admins can change any team member's role at any time from the team management page. The member's permissions update immediately — they don't need to take any action.
Is there a limit to how many team members I can add?
No hard limit. Your subscription scales with your team through seat-based billing. Add as many providers, staff, and admins as your practice needs.
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Learn moreReady to streamline your practice?
Start your free trial and see how team management works in Formisoft. Every feature is included from day one.
