ℹ️ Learn how to add and manage staff user profiles in your Digitail account so your team can effectively centralize internal workflows, maintain accurate records, and facilitate all-in-one practice management.
Access required to add, edit, or delete users
Only Administrator roles in Digitail can add, edit, or delete other users/staff members. If you are unable to see the necessary buttons to follow this workflow, please speak with your Clinic Administrator to update your User Role and Permissions.
Overview: add, edit, or delete users
Find and filter staff on the Team page (NEW)
Go to Administration → Team → Staff.
Available filters
Use filters to quickly find the right user — especially in multi-staff clinics:
Search by name or email
Find a staff member by typing their name or email address.Status (optional)
Filter by:Active
Disabled
Deleted
Role (optional)
Filter users by their assigned role (e.g., Administrator, Doctor, Front Desk).Type (optional)
Filter users by staff type (e.g., Veterinarian, Technician, Practice Manager, Receptionist, Groomer).Booking Status (optional)
Filter based on booking readiness:Not set
Staffing only
Clinic booking · Needs setup
Clinic booking
Online booking · Needs setup
Online booking
Tips
Click Search to apply filters.
Click Reset to clear filters and start over.
Use Booking Status to quickly find staff who are not ready for clinic/online booking (e.g., Needs setup) and fix them from Edit user → Booking Status.
How to Add Users
Click on your Profile Image on the top right corner of your screen and select Administration from the dropdown menu, then choose Team from the menu on the left. From the top right corner, click on the blue (+) Add New User button.
Begin by filling out the required profile information; the minimum required fields include:
First Name
Last Name
Email (email a User will use to Log into Digitail)
Phone
User Type (User Title/Function at the Clinic- (e.g., Veterinarian / Technician / Groomer)
Password (Password the User will use to log into Digitail for the first time); you will also need set an initial password. Users can later Change their Passwords by following these instructions.
Optional
Licence number
Title
Avatar
Signature/Stamp
Video link (for telemedicine/video calls)
Part-time? (if your subscription supports part-time rules). Part time users are restricted to maximum of ten shifts/month.
Disable IP whitelist (only if you want this user to bypass your IP restriction rules)
Click Create Account to create the staff
👉 We recommend completing the Title field as it will appear in front of the Users name on the Platform, on Record Summaries, and on the Online Booking System.
If you encounter an error while adding a new user due to an email conflict, it could be because the email address is already registered with another clinic or user account. To resolve this, consider using an alternative email or merging duplicate accounts where applicable.
User Type
Selecting the correct User Type ensures that Users have access to the correct features in Digitail.
Users marked as Veterinarian have access to the following features:
Ability to prescribe medication
License and Stamp/Signature fields
Users marked as Veterinarian, Technician, or Groomer will also be displayed in the Team section of the Online Booking page (as displayed below)
Part-time / Relief Staff
If a team member works part-time or as relief staff, make sure to use the 'Part-time?' toggle in their profile settings. You can find the toggle just below the User Type field when adding or editing a user’s profile.
When marked as Part-time, that user is limited to a maximum of 10 working shifts per calendar month. If they are scheduled for more than 10 shifts in any month, they must not be marked as part-time.
Keep in mind that full-time and part-time users have different monthly costs — changing this setting will affect your subscription and invoices.
How to add users to multiple locations
Role refers to the permissions and access rights that the User has in their Digitail account. All Permissions (except the default Administrator role) are customizable, so clinics can decide what level of access specific User Roles should have.
Find out more about Roles and Permissions here.
If you are on a multi-location setup, your Users may be added to each of your multiple locations, while maintaining unique Roles and Permissions in each location.
Users assigned to multiple locations, will have a single account login. From within their account when clicking on their Profile Image, Users will be able to toggle between their locations.
The User's name, email, phone number will be the same across locations, however their User Type and Role will be location-specific. The option for turning on Available for online appointments is also unique to a location.
Find out more about Multi-locations workflow here.
Adding Users to multiple locations
Adding en existing user to multiple locations can be done from the Team page.
In the 'Add/Edit new User' form, you will see a section to define access and roles across all the locations in the group. By default, the current location you are logged in will be selected (and you can't remove it), but you can either add an other location using the plus button on the right side, or click on the 'Add All Locations' for a bulk action.
Choose the clinic/location and assign a role for that location
Use + to add access to another location (if you’re multi-location)
Use Add All Locations if applicable
📌 You can only add users to the locations/clinics that you have access to. For example, if the group has 25 locations, but your user only has access to 5 of them, you'll be able to add new users only to those 5 locations.
You'll still need to select the Role for each Location the new user has access to, as each location might have different roles available, or a specific user might require different permissions in different locations (they could be an 'Administrator' in one location, and a 'Doctor' in another one).
An existing user can be given access to other locations from the same place. Simply go to the Team page, click on edit next to the specific user. From here you can view all the locations they already have access to and update their Roles if needed, or you can add new locations for them to have access to and select their roles in those locations.
📌 You can not remove their access from a location from here. If you need to remove their access, you need to disable the user from each location, one by one, as explained below.
Configure Booking Status (booking availability)
After saving the Account tab, go to the Booking Status tab to configure whether this staff member can be booked for appointments and under which rules.
By default the booking status of a newly created user is "Not set".
Step 1 — Booking Access
Choose how this user can be booked:
Clinic Booking
Allows clinic staff to schedule appointments with this user (internal scheduling).Online Booking
Allows clients to book appointments with this user (online booking / client-facing flow).
Tips:
If both toggles are OFF, the user is not bookable.
Toggling the online booking on automatically toggles the internal booking on.
Step 2 — Visit Types
Select which Visit Types this staff member can be booked for.
Use Search Visit Types to find items quickly
Use Filter by Category to narrow down
You can enable visit types individually or by category
Use Select All if you want to select an entire category
If no visit types are selected, booking may be marked as Needs setup.
Turned on booking access? Don’t forget visit types—without them, the system can’t match appointments to the right staff member or calculate availability correctly.
Step 3 — Working Hours
Working Hours are based on the user’s published shifts.
If shifts are already published, you’ll see a confirmation and a preview of upcoming shifts.
Click Manage Shifts to add or update this user’s shifts.
If there are no future shifts, the user won’t appear as available—booking setup may remain incomplete, or the user may stay staffing-only, depending on whether booking access is enabled.
Tip: the create shifts from clinic schedule automatically creates staff schedule based on the clinic schedule (perfectly matches the clinic schedule).
Step 4 — Summary
Review what’s configured:
Booking Access (Clinic Booking / Online Booking)
Visit Types (what the user can be booked for)
Working Hours (whether shifts are set)
Click Close when you’re done.
Understand Booking Status labels (Team page)
Not set
What it means:
This staff member has no booking setup at all:
No working hours (no published future shifts), and
No booking access enabled (Clinic Booking OFF, Online Booking OFF)
What you’ll see / impact:
They won’t be bookable (clinic or online).
They also won’t appear “on duty” because there are no published shifts.
How to fix (depending on what you want):
If you only need them for staffing visibility → publish shifts (this moves them to Staffing only).
If you need them to be bookable → enable Clinic Booking and/or Online Booking, select Visit Types, and publish Working Hours.
Staffing only
What it means:
This staff member has working hours set (published shifts), but is not bookable:
Working hours ON (shifts published)
Clinic Booking OFF
Online Booking OFF
What you’ll see / impact:
They can appear as “on duty” (because shifts exist).
They cannot be scheduled via clinic booking or booked by clients online.
How to make them bookable (optional):
Enable Clinic Booking and/or Online Booking, then confirm Visit Types are selected.
Clinic booking · Needs setup
What it means:
Clinic Booking is ON, but something required for booking is missing — most commonly:
No visit types selected, and/or
No working hours published (no future shifts)
Impact:
Clinic staff may not be able to book this user correctly until setup is completed.
How to fix:
Go to Edit user → Booking Status and complete Visit Types and Working Hours.
Clinic booking
What it means:
This staff member is ready for clinic booking:
Clinic Booking ON
Visit Types selected
Working Hours published
Impact:
Clinic staff can schedule appointments with this user.
Online booking · Needs setup
What it means:
Online Booking is ON, but setup is incomplete — most commonly:
No visit types selected, and/or
No working hours published (no future shifts)
Impact:
Clients may not be able to book this user online until setup is completed.
How to fix:
Go to Edit user → Booking Status and complete Visit Types and Working Hours.
Online booking
What it means:
This staff member is ready for online booking:
Online Booking ON
Visit Types selected
Working Hours published
Impact:
Clients can book appointments with this user via online booking.
Update or Delete Users
How to Merge Client Accounts
If duplicate accounts are identified, follow these steps to resolve:
Navigate to Administrative > Combine Client/Patient(Administrative > Combine Clients/Patients) within the Clinic tab.
Select the duplicate accounts to merge.
Repeat the process if duplicate patient records persist after the initial merge.
Scroll to the Actions section to the right and click on the Edit button. Update any fields in the User Profile and click Save.
To delete a user, press the red button at the very end and select to either Disable or Delete your user.
📌 The user will be deleted, while all their past appointments, records, and actions in Digitail will remain unchanged.
📌 If you only want to disable the user for some time, click Disable. They won't be able to log in anymore, but you can restore their account later - this is useful for relief staff, for example.
Restore or Enable Users
You can restore a Deleted user by clicking on the Edit button and selecting the Restore option.
You can also enable a user that was Disabled by clicking on Enable from the Schedule Options button.
