Staff Management & Roles in EazyClinic

Staff

Invite team members, assign Consultant or Staff roles, manage staff profiles, and set consultant availability for appointment booking.

The Staff module is where you build your team in EazyClinic — inviting people, giving them the right level of access, and setting when your consultants are available to see patients.

Roles

EazyClinic has three roles (see also Getting Started):

Owner — the person who created the account, with full access. There's no need to invite the owner.
Consultant — a doctor or practitioner who runs consultations and can be booked for appointments.
Staff — front-desk and reception team who manage patients, the queue, appointments, and billing.

Inviting a team member

Go to the Staff module.
Choose Invite (or add a new staff member).
Enter the person's email address.
Choose their role — Consultant or Staff.
Send the invite.

The person receives an email invitation. When they accept, they set their own password and join your clinic with the role you chose.

You can remove a staff member from the clinic later if they leave.

Staff profiles

Each team member has a profile where you can record their details and, for consultants, a bio and title that can appear on generated documents and your public clinic page.

You can view your team as a grid or open an individual profile for the full details.

Consultant availability

A consultant's availability is the working hours that generate their bookable appointment slots — this is the most important thing to set up for appointments. When reception books using Available slot, the open times they can pick come straight from these windows. If a consultant has no availability, there are no slots to book against (reception can still fall back to a custom time — see the Appointments guide).

Each availability window is divided into bookable slots of a length you choose, the slot duration. For example, a 9:00 am–12:00 pm window with a 30-minute slot duration creates six slots: 9:00, 9:30, 10:00, and so on.

To set it up, open the consultant's profile and add an availability window. Give it a title (for example, "Morning Shift"), then choose one of two types.

Recurring availability

Use this for a regular weekly schedule that repeats. You set:

Days of week — one or more days the schedule applies to.
Start time and end time — the working hours on those days.
Effective from — the date the schedule starts.
Effective until — the date it stops. This is optional, and a recurring window can run up to 3 months from the start date; when it ends, add a new window to continue.
Slot duration — how long each bookable slot is.

Example: a GP works every Monday, Wednesday, and Friday, 9:00 am–1:00 pm, effective from 1 August, with 20-minute slots. Reception can then book those slots on any of those days for the next three months.

One-off availability

Use this for a single date that isn't part of the regular pattern — an extra clinic day, a weekend session, or covering for a colleague. You set:

Date — the specific day.
Time range — the start and end time on that day.
Slot duration.

Example: a specialist doesn't normally work Saturdays but opens a one-off session on Saturday 16 August, 10:00 am–2:00 pm with 30-minute slots. Those slots appear only for that date.

Keeping availability current

Edit or remove any window from the consultant's profile at any time.
Removing or shortening a window takes away the slots it created (already-booked appointments aren't deleted, but the remaining free slots disappear).
Cancelled and No Show appointments automatically free their slot so it can be re-booked.

Once availability is in place, it flows straight into booking — see the Appointments guide.

Getting Started — what each role can do.
Appointments — how availability drives bookable slots.
Settings — clinic-wide configuration.

Feature: Staff Management · Online Appointment Booking
Blog: Reduce Clinic Administrative Work Without Hiring More Staff