Team & Roles

Whether you run a solo practice with an assistant or a larger operation with multiple therapists: TheraTap makes teamwork easy. You invite members by email, assign roles with clear permissions, and define who is responsible for which patients and appointments. Everyone works with the same data – contacts, animals, documentation, and appointments are automatically visible to the entire team.

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At a Glance

Invitation by Email

Name, email, role — done. The new team member automatically receives an access link and can get started right away.

Clear Roles & Permissions

Two roles cover every use case: Administrator for full access, Team member for day-to-day operations.

Assign Responsibilities

Assign animals, appointments, contacts, and tasks to team members — for clear responsibilities in daily practice.

Shared Data

Contacts, animals, documentation, calendar, and tasks are automatically available to the entire team. No one works in a silo.

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Roles and Permissions

TheraTap uses two roles that you can assign when inviting or change at any time afterward:

	Administrator	Team member
View contacts, animals & assessments	✓	✓
Create contacts, animals & assessments	✓	✓
Edit contacts, animals & assessments	✓	✓
Delete entries	✓	—
Manage practice & team settings	✓	—
Invite & remove team members	✓	—
Manage billing & subscription	✓	—

Tip

Rule of thumb: Practice owners and managers get the Administrator role. Everyone else – therapists, trainees, administrative staff – works as a Team member and can do everything important in daily operations without accidentally modifying settings or deleting data.

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Inviting a Team Member

1. Open team management

   Navigate to Settings → Users. You’ll see an overview of all team members with name, email, and role.

2. Add a member

   Click Add Member. A form opens with four fields:

   • First name and Last name
   • Email address
   • Role (Administrator or Team member)

3. Send invitation

   After submitting, everything happens automatically: TheraTap creates the account and sends a link to set a password. The new member can log in and start collaborating with the team right away.

Note

If the invited person already has a TheraTap account, they are added directly to the team – without re-registration.

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Managing Roles and Members

As the practice owner (Team Owner), you can do the following at any time:

• Change role – Click on a member’s role to switch between Administrator and Team member.
• Deactivate member – For staff who leave the practice. The person can no longer sign in, no longer appears in pickers or the staff schedule and no longer takes up a seat in your plan. Their findings, records and past appointments stay assigned to them – so you can still see who documented what. Upcoming appointments and open tasks are transferred to you so nothing gets lost. Use Activate to bring them back at any time.
• Remove member – The person immediately loses access. Their appointments, findings, records and tasks are transferred to you as the owner; afterwards you can no longer tell who originally created them.

Deactivate instead of removing

When someone leaves the practice, deactivating is almost always the better choice: the documentation stays traceable, and questions about older findings can be attributed to the right person.

Caution

Only the team owner can manage members. Even Administrators cannot invite or remove other people – that remains reserved for the Team Owner.

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Responsibilities Within the Team

You can assign specific responsibilities to team members. At four points in TheraTap, there is a Responsible person field:

Area	What Is Assigned	Example
Animals	Primary therapist for an animal	“Luna” is assigned to therapist Maria
Appointments	Who performs the appointment	Thursday appointments go to Max
Contacts	Who manages the client relationship	New clients are assigned to the practice manager
Tasks	Who should complete the task	“Request X-ray images” goes to the assistant

Typical Use Cases

• Mobile therapists – Divide animals by region or district
• Training practices – Assign assessments to specific trainees
• Specialized practices – Distribute animals by specialty or species
• Multiple locations – Separate responsibilities by location

Note

Assignments directly affect the calendar: you can filter appointments by team member and instantly see who is working where and when.

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What the Team Automatically Shares

As soon as someone joins the team, they have access to all shared data. Nothing needs to be manually shared:

• Contacts & animals – All client and patient data
• Treatments – Assessments, anamneses, and animal model markings
• Calendar – Shared appointment overview with team filter
• Tasks – Create, assign, and track tasks
• Text snippets – Shared templates for assessments and contracts
• Online booking – Appointment requests and booking calendar

Tip

Thanks to shared data, anyone on the team can continue an assessment even if the originally responsible person is unavailable. The complete history is always accessible.

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Related Topics

• Calendar & appointment overview
• Tasks
• Practice settings & general configuration
• Contacts & patient records
• Online booking calendar