Step 3: Add your team members in Ruana
Adding team members gives practitioners, admins, and front-desk staff secure access to Ruana. Each user has a role, belongs to a department, and receives an invitation email to create their own password. Practitioners also add a signature so charts and files can be signed properly.
▶️ Watch first: Adding team members, roles, and departments
(3–5 minute walkthrough: add a team member, create a department, save, and explain invitations)
On this page
Where to find Team settings
- Click Settings in the top navigation
- Open Business Profile
- Select Team
- Click Add Team Member
How to add a team member
- Go to Settings → Business Profile → Team
- Click Add Team Member
- Enter the team member’s Name and Email
- Select a Role (Admin, Practitioner, Front-desk)
- Create or select a Department (very important for practitioners)
- Click Save
Most important fields
The most important items to complete are:
- First Name and Last Name
- Email (the invitation is sent here)
- Role (Admin, Practitioner, Front-desk)
- Department (required for practitioners)
Common mistake: using the wrong email
If the email is incorrect, the user will not receive the invitation. Double-check spelling before you click Save.
Roles explained
Admin
Admins have the highest level of access. They can manage clinic settings, users, permissions, and system configuration. Admins can also reset passwords, restrict access, and deactivate accounts.
Practitioner
Practitioners provide care and create clinical documentation. They must be assigned to a department. Practitioners add a signature so they can sign charts and clinical files.
Front-desk
Front-desk users typically manage scheduling, patient check-in, and basic administrative tasks. They do not have access to clinical documentation.
Creating and assigning departments
Departments help organize your clinic by service type (for example Chiropractic or Massage Therapy). If your department does not exist yet, you can create it directly from the dropdown.
How to create a department
- Click the Department dropdown
- Type the department name into the field labeled Enter new item
- Click Add item
- Select the newly created department for the team member
Best practice: keep departments simple
Most clinics start with a few departments (example: Chiropractic, Massage Therapy, Mental Health) and expand later if needed.
What happens after saving
After you click Save, the team member will receive an invitation email. They will:
- Create their own password
- Log in to Ruana
- Practitioners will add a signature for signed charts and files
If the user didn’t receive the email
Ask them to check spam/junk folders and confirm the email address in the Team list. Admins can resend invitations or reset access as needed.
Managing access (admin controls)
Admins can safely manage user accounts at any time. If roles or access levels need to change later, you can update them without risk.
- Reset passwords for any user
- Restrict access or change permissions
- Deactivate and reactivate accounts
Best practices and common mistakes
- Double-check email addresses before saving (invitations depend on email accuracy).
- Create departments early so practitioners can be assigned correctly.
- Assign roles carefully to match responsibilities (Admin vs Practitioner vs Front-desk).
- Ask practitioners to add their signature before their first patient visit.
- Admins can always adjust access later, so start simple and refine as your clinic grows.
What’s next
Next, continue with Step 4: Create services and offerings so patients can be booked and billing items are ready.
FAQ
Can I change a team member’s role later?
Yes. Admins can update roles and permissions at any time.
Do practitioners need a department?
Yes. Assigning a department helps organize services and workflows by care type (e.g., Chiropractic, Massage Therapy).
Why does a practitioner need a signature?
The signature is used to sign off on charts and clinical files for proper documentation workflows.