How to Add and Manage Staff in TheraSaaS?

Modified on Thu, 25 Jun at 10:27 AM

Add team members, set their permissions, and configure their call and calendar settings.

What this covers

This guide walks you through adding staff to your TheraSaaS account and managing their permissions and settings. Setting permissions based on each staff member's role helps maintain security and streamline operations.

Step-by-step setup

1Access the staff settings
Log in to TheraSaaS. From the left-hand menu, click Settings, then under My Business, select My Staff.
2View existing staff
The My Staff section lists your current team members and their details:
- Name
- Email
- Phone number (if available)
- Account type (e.g., Admin, User)
You can also edit or remove staff from this page.
3Add a new staff member
In the top-right corner, click the blue Add Employee button, then fill out the employee information:
Required fields
- Name and Email — both mandatory.
Optional fields
- Upload a logo or photo for the employee.
- Add a phone number if necessary.
Set a password
- Enter a password for the new user. You can reset or change it later if needed.
4Configure staff details
- Calendar — add a calendar for the staff member.
- Signature — set up a signature for the emails and messages they will send.
5Define permissions and roles
User permissions
Customize which features the staff member can access. For example, an Intake Coordinator may only need messaging and client contact features, while features like Facebook Ads Reporting or Marketing can be turned off for security.
User roles
User
Recommended for new staff with limited access.
Admin
Provides full access to all features.
6Configure call and voicemail settings
- Call Forwarding — connect a phone number and configure forwarding to the TheraSaaS web or mobile app.
- Voicemail — set up a voicemail for missed calls.
7Set availability and calendar configuration
- User Availability — add meeting locations, set the time zone, and configure available hours for scheduling.
- Calendar Configuration — if you use Google Calendar, link it to the staff member's account.
8Save the information
Once the necessary fields are configured, click Save to add the new staff member. You can always return to My Staff, click Edit for any member, and update their permissions or details as needed.
9Password management
For existing staff, use the Forgot Password option to reset their password if required.

Best practice

Assign the User role by default and only grant Admin when full access is genuinely needed. Match permissions to each person's actual responsibilities.

Watch out for

Leaving sensitive features (like Marketing or Ads Reporting) enabled for limited-access roles can create security risks. Turn off anything a staff member doesn't need.