How to Invite a Team Member

Before You Start

Have this information ready for the person you're inviting:

Their first and last name
Their job title (for example, "Wellness Coach" or "Nutritionist")
Their email address — the invitation will be sent here, so double-check it
Their phone number

You also need permission to add team members. If the Add Team Member button is grayed out and a message says you don't have access, ask your practice administrator for help.

Step 1: Sign In and Open the Team Page

Sign in to DrWell Connect the way you normally do.
In the menu on the left side of the screen, click Settings.
On the Settings page, click Team.

You will see the Team Members page. It shows a card for each person in your practice, with their photo (or initials), their name, and when they last signed in.

[Screenshot: The Team Members page showing the grid of team member cards and the "Add Team Member" button in the top right]

Step 2: Click "Add Team Member"

In the top-right corner of the Team Members page, click the Add Team Member button (it has a plus sign on it).

A panel slides in from the right side of the screen titled Add Team Member.

Tip: Near the top of the page you may see a note like "3 of 5 team members in use." This tells you how many people your plan allows. If you've reached the limit, you'll see a message when you try to save — see the Troubleshooting section below.

[Screenshot: The "Add Team Member" panel open on the right side of the screen]

Step 3: Fill Out the Form

The panel has three sections. Fields marked with a star (*) are required.

Details

Photo (optional): You can add a profile photo now, or skip it — the person can add their own later.
First Name* and Last Name* — type their name.
Title — their job title, such as "Wellness Coach" or "Nutritionist."
Email — the address where their invitation will be sent. Type it carefully.
Phone Number — as you type, the number is formatted automatically, like (555) 123-4567.

Account

Username* — this is the name they will type when they sign in. DrWell Connect suggests one automatically from their first and last name, but you can change it.
- A green check mark next to the box means the username is available — you're good to go.
- A red X means someone already has that username — change it slightly (for example, add a number) until you see the green check.
Role* — click the dropdown and pick the role that fits what this person will do. The role controls what they can see and do in DrWell Connect. If you're not sure which role to pick, ask your practice administrator.

[Screenshot: The form filled out, showing the green check mark next to the username]

Step 4: The "Service Provider" Switch

At the bottom of the form is a section called Provider Settings with a switch labeled Service Provider.

Leave the switch OFF if this person is office staff who won't see patients (for example, a receptionist or billing person).
Turn the switch ON if this person will see patients and provide care.

If you turn the switch ON

The save button at the bottom changes to Next: Provider Configuration. When you click it, a second screen opens where you can enter the provider's professional details:

NPI Number — their 10-digit national provider number. When you type all 10 digits, DrWell Connect looks it up in the national registry and can fill in their name, provider type, and state licenses for you.
Provider Type — pick from the dropdown.
State Licenses — add the states where they're licensed, with license numbers and expiration dates.
DEA Number (optional) — if they prescribe controlled medications.

Don't worry if you don't have all of this on hand — much of it can be added or updated later.

If the switch is grayed out: Your plan has a set number of provider seats, and they're all in use. Hovering over the switch shows a message like "No provider licenses available. All 3 are in use." You can still add the person as regular staff, or contact your administrator about upgrading your plan.

[Screenshot: The Provider Settings section with the Service Provider switch]

Step 5: Save and Send the Activation Email

Click Add Team Member at the bottom of the panel (or finish the Provider Configuration screen and click its save button).
A small window appears titled Send Activation Email.
Check the email address shown in the box. It's filled in from the form, but you can correct it here if needed.
Read the yellow warning box. It reminds you that sending the invitation to the wrong address could expose private health information. Check the box that says "I confirm this email address is correct."
Click Send Activation Email.

That's it — the invitation is on its way.

[Screenshot: The "Send Activation Email" window with the email address, the yellow warning, and the confirmation checkbox]

Why the extra checkbox? The invitation link gives access to your practice's system, which contains private patient health information. The checkbox is a quick double-check that the email is going to the right person.

Step 6: What Happens Next

What the new team member does

They receive an email with an activation link. When they click it, they will:

Create a password for their account.
Verify their mobile phone — they enter their cell number and type in a code that's texted to them. This adds an extra layer of security: from then on, signing in from a new device asks for a code sent to their phone, so no one else can get in with just their password.
Complete a short setup — a few quick questions about their role and profile.

After that, they can sign in and start working.

What you see

Back on the Team Members page, the new person appears in the list right away with a small yellow Pending badge on their card. The badge means they haven't finished setting up their account yet. Once they complete the steps above, the badge disappears and their "Last login" date starts showing.

[Screenshot: A team member card showing the yellow "Pending" badge]

Troubleshooting & Common Questions

The activation email never arrived

Ask the person to check their spam or junk folder.
Make sure the email address was typed correctly.
Send a new invitation:
- On the Team Members page, click the person's card.
- A panel opens with their details. Because their account is still pending, you'll see a yellow banner at the top saying the account is waiting for activation, with a Resend Activation Email button.
- Click Resend Activation Email. A fresh link is sent, and you'll see a confirmation message.

[Screenshot: The member details panel showing the yellow pending banner and the "Resend Activation Email" button]

The username shows a red X ("Username is already taken")

Someone in your practice already uses that username. Change it a little — add a middle initial or a number (for example, jsmith2) — until the green check mark appears. You can't save while the red X is showing.

I got a "limit reached" message when saving

Your plan allows a certain number of team members (and a certain number of service providers). The message tells you the maximum and how many you're using. To add more people, you'll need to upgrade your plan or contact your administrator. You can also check whether an inactive or former team member can be removed to free up a spot.

The "Service Provider" switch won't turn on

All of your plan's provider seats are in use (hover over the switch to see the message). You can still add the person as regular staff now and make them a provider later once a seat opens up.

I sent the invitation to the wrong email address

Click the person's card on the Team Members page, open Edit, correct their email address, and then use Resend Activation Email from their details panel so a fresh link goes to the right address. If you're concerned the wrong person may have received the first email, tell your practice administrator right away.

Can the new person skip the phone verification?

No. Verifying a mobile phone is required for everyone — it's the security step that protects patient information. They'll need a cell phone that can receive text messages.