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Documentation Index

Fetch the complete documentation index at: https://docs.decodahealth.com/llms.txt

Use this file to discover all available pages before exploring further.

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

Open the invite window

Click the Invite User button. A window titled Invite people to your workspace opens.
3

Enter Staff Details

Fill in the following:
  • First Name and Last Name: The user’s name as it should appear on clinical notes and signatures.
  • Email: The staff member’s work email.
  • Phone Number: Optional. Used for staff notifications.
  • NPI Number: Optional. The provider’s 10-digit National Provider Identifier, used for insurance billing and e-prescribing. Must be exactly 10 digits.
  • Primary Location: The main facility where this user works. Only shown if your organization has more than one location.
  • Hourly Rate: Optional. Only shown if Clock In is enabled for your tenant.
4

Assign a Role

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

Add Teams (optional)

If your organization uses Teams, pick one or more from the Teams list. When the selected teams have notification defaults configured, you can also check Apply team notification defaults to copy those settings to the new user.
6

Send

Click Invite user. The button shows Sending invite… while it submits, and 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.
2

Select or Create Role

Choose an existing role to edit, or use the Create New Role section to add a new role: enter a name, pick a Role Type, and click Create Role.
3

Configure Permissions

Toggle the permissions you want to grant. Permissions are grouped into categories (such as Calendar, Billing, or Clinical), and the categories shown depend on which modules are enabled for your tenant. Use Enable all or Disable all in a category header to flip every permission in that category at once — handy for setting up a brand-new role.
4

Changes save automatically

Each toggle saves as soon as you click it and applies immediately to all users assigned to that role. There is no separate Save button.

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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, open the row’s actions menu and choose Resend Invitation to trigger a new email. You can also choose Copy Invite Link to copy the user’s invite URL to your clipboard and share it directly — useful when email delivery is blocked or delayed.
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.Open a staff member from Settings > Users to reach the user editor. NPI Number has its own field on both the invite form and the user editor — enter the provider’s 10-digit National Provider Identifier. The form rejects anything other than 10 digits and shows an error message until it’s valid. Don’t paste the NPI into the Description (bio) field further down the editor, since the bio is patient-facing on self-scheduling pages.
If a staff member should only see data for one specific clinic, find them in Settings > Users, open the row’s actions menu, and choose Visible Locations. 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.
Use this when a user shouldn’t be able to log in for a known period — for example, a provider on parental leave — but you don’t want to deactivate them.Open the user from the Users list, scroll to Restrict Access Until, and pick the date they should regain access. Until that date the user is signed out and sees a “your access is currently restricted” message at login. Access resumes automatically on the chosen date, so you don’t need to remember to re-enable it.Click Remove restriction in the same panel to lift the block early. Their historical notes, charges, and other records are untouched throughout.
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.