Prepare your team

Who does it

The practice manager or another practice admin.

Steps

Add team members

1. On the setup page, choose Add team members on the Prepare your team card. You can also get there from ☰ Menu›Practice settings›Users & access.
2. Choose Add User.
3. Enter the person’s Email Address and Full Name.
4. Enter a Password if they are new to the toolkit. If they already have an account, leave it blank — their account is added to your practice and their password isn’t changed.
5. Choose a Role: Standard User for reception and care navigation staff, or Practice admin for people who manage the toolkit.
6. Choose Add User.

Repeat for each person. For roles, module access and staff who work at more than one practice, see Team and access.

Check your high-risk buttons

Once at least one staff account exists, the card’s button changes to Check team setup. It opens the high-risk buttons settings.

Check that the buttons and the cards they open suit your practice. The default buttons are switched on for new practices, so this part of the stage may already show as done — a tick doesn’t mean anyone has checked them for your practice. See Highlights and buttons.

Get ready to introduce the toolkit

Before introducing the toolkit to everyone:

• Check that each person can sign in and sees the right practice.
• Work through a few representative cards together, including how to spot age-group badges and find high-risk guidance.
• Check that appointment names and routes match what staff can actually book.
• Agree how staff report an unclear instruction and who will fix it.

The Staff guide is written for your reception team, and the Quick reference card can be printed. For testing and introducing the toolkit, see After go-live.

What done looks like

The Prepare your team card shows Team access configured when both of these are true:

• your practice has at least one member who isn’t a practice admin (a Standard User)
• high-risk buttons are set up — the default buttons are switched on, or your practice has added its own

Admin accounts on their own don’t count. Introducing the toolkit to your team isn’t tracked; it’s up to you.

Common questions

I’m the only user so far. Why isn’t the stage done? The stage needs at least one standard staff account. Add a member of your reception team with the Standard User role.

Someone already uses the toolkit at another practice. Add them with the same email address and leave the password blank. Their existing account is added to your practice.

Can staff see cards that haven’t been approved yet? Yes. Switched-on cards that are still pending are visible, with a warning. Finish clinical review before you rely on the toolkit, or disable cards that must not be used yet.

Next: After go-live.