Team & Roles
Manage who works at your clinic, what they can do in Qliva, and how they sign in.
Inviting a team member
Go to Admin Portal → Team → Invite Practitioner, enter the person's email address, and hit Send Invite.
Qliva sends them an invitation email with a magic link to set up their account.
Qliva uses magic link authentication — there are no passwords. The invitation link expires after 24 hours. If a team member misses it, resend from the Team page using the Resend Invite button next to their name.
When a new team member clicks their invite link, they're prompted to complete their practitioner profile before accessing the clinical portal.
Practitioner types
Practitioner type controls which features a team member can access. Set this when you invite them, or edit it later from their profile in the Team section.
| Practitioner type | Prescribing | Pathology ordering & results | AI Scribe | Notes |
|---|---|---|---|---|
| GP | ✅ Full | ✅ | ✅ | Full clinical access |
| Specialist | ✅ Full | ✅ | ✅ | Full clinical access |
| Nurse (endorsed) | ✅ Full | ✅ | ✅ | Requires endorsement recorded on profile |
| Clinical Pharmacist | View only | ✅ | ✅ | Can view but not issue prescriptions |
| Naturopath | ❌ | ✅ | ✅ | |
| Nutritionist | ❌ | ✅ | ✅ | |
| Dietitian | ❌ | ✅ | ✅ | |
| Health Coach | ❌ | ❌ | ✅ | |
| Exercise Physiologist | ❌ | ❌ | ✅ | |
| Psychologist | ❌ | ✅ | ✅ | |
| Physiotherapist | ❌ | ❌ | ✅ | |
| Allied Health (other) | ❌ | ❌ | ✅ | Covers osteopaths, chiropractors, podiatrists, etc. |
Not sure which type fits your team member? Use the most specific match. If they're an endorsed nurse practitioner, select Nurse (endorsed) and record their endorsement number in the prescriber number field.
The admin role
The admin role is separate from practitioner type. It grants access to the Admin Portal — billing, settings, team management, communications, and integrations.
A practitioner can hold both a practitioner type and the admin role. This is the most common setup for sole practitioners or clinic owners who also see patients.
To grant the admin role: Admin Portal → Team → click the practitioner → toggle Admin Role on.
Admin-only staff (no practitioner type) can access the Admin Portal but cannot view any clinical records.
Practitioner profile fields
| Field | Where it's used |
|---|---|
| First / last name | Displayed in appointment bookings, patient communications, and the portal |
| Sign-in and notification address | |
| AHPRA number | Stored for compliance |
| Prescriber number | Required before issuing any prescription |
| Provider number (Medicare) | Required for Medicare billing via Tyro |
| Biography | Displayed on the public booking page if enabled |
| Profile photo | Displayed on the booking page and in the patient portal |
A practitioner cannot issue prescriptions until their prescriber number is entered and saved on their profile. Qliva will block the prescribing flow with an error if this field is missing.
Editing a profile
Practitioners can edit their own profile at any time from Account Settings → Profile.
Admins can also edit any team member's profile from Admin Portal → Team → select the practitioner → Edit Profile.
Deactivating a team member
If someone leaves your clinic, deactivate their account rather than deleting it.
Deactivated practitioners:
- Cannot log in to Qliva
- Do not appear in the booking page practitioner list
- Are preserved in all historical clinical records, notes, prescriptions, and appointment history
Go to Admin Portal → Team → select the practitioner → Deactivate.
Practitioner accounts cannot be permanently deleted. This protects the integrity of clinical records, which are linked to the practitioner who created them.