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Prerequisite: Ensure you have created at least one Location before inviting users, as staff must be assigned to a facility to view schedules.
Control who can access what in your clinic. Every staff member gets a login, a role, and location access — so front desk sees the calendar, providers see patient charts, and billing staff sees payments. Decoda uses a role-based access control system. Every user is assigned a specific Role that determines which modules (e.g., Billing, Scheduling) they can access and what actions they can perform.

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Invite a New User

To add a staff member to your organization:
1

Navigate to Users

Go to Settings and select Users.
2

Send Invitation

Click the Invite User button.
3

Enter Staff Details

Fill in the following:
  • Email Address: The staff member’s work email.
  • Name: The user’s full name as it should appear on clinical notes and signatures.
  • Primary Location: The main facility where this user works.
4

Assign a Role

Select a predefined Role (e.g., Front Desk, Provider, Billing Manager). This can be changed later.
5

Send

Click Send Invitation. The user will receive an email with instructions to set up their account.

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Manage Roles & Permissions

Roles allow you to manage permissions for groups of users simultaneously.
1

Open Roles Settings

Go to Settings and select Roles & Permissions.
2

Select or Create Role

Choose an existing role to edit or click Create Custom Role.
3

Configure Permissions

Toggle access for specific modules. Common categories include:
  • Calendar: View, create, or delete appointments.
  • Billing: Process payments, issue refunds, or view revenue reports.
  • Clinical: Access patient charts, write notes, or manage medications.
4

Save Changes

Click Save. Changes apply immediately to all users assigned to that role.

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Manage Team Membership

Teams are created and managed from Settings > Teams. Once at least one team exists, a Teams column appears in the Users table so you can quickly add or remove users from teams without switching pages. You can also assign teams to services from the Services table in the same way.
1

Open the Teams list

Click the Teams cell for any user. A popup shows their current teams.
2

Add a team

Click Add team at the bottom of the popup and select a team from the list.
3

Remove a team

Click the X next to a team name to remove the user from that team. Existing appointments are not affected — only future bookings for that team’s services will change.

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Advanced Configuration

If a staff member hasn’t received their invitation email, find their name in the Users list. If their status is Pending, click the Resend Invite button next to their name to trigger a new email.
For clinical staff, you can add professional credentials within their user profile. This information is often required for insurance billing, e-prescribing, and patient-facing bios on self-scheduling pages.
If a staff member should only see data for one specific clinic, navigate to their user profile in Settings > Users and update their Access Rules. You can toggle access for each individual facility in your organization.
To revoke access for a former staff member, find them in the Users list and select Deactivate. This prevents further login attempts while preserving their historical clinical notes and transaction records for auditing purposes.
For clinical staff, you can configure their individual Capacity (how many appointments they can handle at once) and their unique Scheduling Step (e.g., 15-minute vs. 30-minute intervals) within their user profile settings.
By default, all dates and times in Decoda are shown in your browser’s timezone. If you need times displayed in a different timezone — for example, if you travel between clinics in different time zones or work remotely — you can set a personal timezone override.When a timezone override is set, all dates and times across the platform will display in that timezone. This includes the calendar, billing, analytics, notes, commissions, and alerts.To set a timezone override:
  1. Go to Settings > Preferences.
  2. Under Display Timezone, select a timezone from the list.
  3. Your choice saves automatically.
To go back to using your browser’s timezone, click the Reset to browser timezone button below the timezone list.When your override differs from your browser’s timezone, a banner appears at the top of the screen as a reminder. You can dismiss this banner for the rest of your session.