How do I add a team member to my CareFunnels account?

If you have a new staff member who needs access to CareFunnels, you can add them directly from your Settings. Before you do, it's important to set their permissions carefully — giving someone more access than they need can lead to accidental changes that affect your entire setup.

Settings → My Staff

When adding a new team member, only give them access to what they actually need to do their job. For example, a front desk staff member who handles scheduling doesn't need access to billing, automation, or account settings.

Giving too many permissions to the wrong person can result in:

• Accidental changes to your automations or pipelines

• Deleted contacts or conversations

• Changes to your billing or account settings

When in doubt, start with fewer permissions and add more only if needed.

1. From the left-hand menu, click Settings.

2. In the left sidebar, click My Staff.

3. Click the Add Employee or Invite User button.

4. Enter the team member's name and email address.

5. Assign them a role — this controls what they can see and do in CareFunnels. Choose the role that matches their responsibilities (see below for guidance).

6. Review the permissions carefully before saving.

7. Click Save or Send Invite. The team member will receive an email invitation to set up their login.

Front Desk / Intake Coordinator Give access to: Conversations, Contacts, Calendars Limit access to: Settings, Automation, Billing, Reporting

Recruiter Give access to: Contacts, Opportunities (Caregiver Recruiting pipeline), Calendars, Conversations Limit access to: Settings, Automation, Billing

Office Manager / Supervisor Give access to: Contacts, Conversations, Opportunities, Calendars, Reporting Limit access to: Billing, Account Settings, Automation

Agency Owner / Admin Full access — only assign this role to people who are responsible for managing the CareFunnels account.

After adding a new team member, log in as them (or ask them to log in) and confirm they can see what they need — and can't see what they shouldn't. It's much easier to adjust permissions before someone starts using the system than to fix mistakes after the fact.

The team member didn't receive their invitation email. What should I do? Ask them to check their spam or junk folder first. If it's not there, go back to Settings → My Staff, find their name, and resend the invitation.

Can I change a team member's permissions after they've been added? Yes. Go to Settings → My Staff, find the team member, and click edit to update their role or permissions at any time.

How do I remove a team member who has left the agency? Go to Settings → My Staff, find the team member, and delete or deactivate their account. Do this as soon as possible when someone leaves to protect your account and client data.