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 link to set up their account.

Note:

Practitioner invitations use a dedicated invitation-token flow — not Supabase's magic-link mechanism (that's used elsewhere, e.g. patient portal invites, but not here). The invitation link expires after 7 days. 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 typePrescribingPathology ordering & resultsAI ScribeNotes
GP✅ Full✅✅Full clinical access
Specialist✅ Full✅✅Full clinical access
Nurse Practitioner✅ Full✅✅Endorsed to prescribe independently — record their endorsement number in the prescriber number field. Distinct from Registered Nurse / Enrolled Nurse below, which cannot prescribe.
Clinical PharmacistView only✅✅Can view but not issue prescriptions
Naturopath❌✅✅
Nutritionist❌✅✅
Dietitian❌✅✅
Herbalist❌✅✅
Acupuncturist❌✅✅
Health Coach❌❌✅
Exercise Physiologist❌❌✅
Psychologist❌✅✅
Physiotherapist❌❌✅
Occupational Therapist❌✅✅
Chiropractor❌✅✅
Osteopath❌✅✅
Registered Nurse❌✅✅Aesthetic-clinic type. Can administer S4 injectables under a Medical Director's standing order, but cannot prescribe — a different capability profile from Nurse Practitioner above.
Enrolled Nurse❌✅✅Aesthetic-clinic type. More limited scope than a Registered Nurse — cannot independently administer S4 injectables and cannot prescribe.
Dermal Therapist❌❌✅Aesthetic-clinic type.
Beauty Therapist❌❌✅Aesthetic-clinic type.
Cosmetic Physician✅ Full✅✅Aesthetic-clinic type. Medical practitioner — can prescribe S4 independently and issue standing orders authorising Registered Nurses.
Other❌❌✅Covers any practitioner type not listed above.
Tip:

Not sure which type fits your team member? Use the most specific match. Registered Nurse and Enrolled Nurse are distinct aesthetic-clinic types with different capabilities — neither should be confused with Nurse Practitioner, which is a separate, prescribing-capable type.

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

FieldWhere it's used
First / last nameDisplayed in appointment bookings, patient communications, and the portal
EmailSign-in and notification address
AHPRA numberStored for compliance
Prescriber numberRequired before issuing any prescription
Provider number (Medicare)Required for Medicare billing via Tyro
BiographyDisplayed on the public booking page if enabled
Profile photoDisplayed on the booking page and in the patient portal
Warning:

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.

Note:

Practitioner accounts cannot be permanently deleted. This protects the integrity of clinical records, which are linked to the practitioner who created them.

Related

Clinic setupPatients