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Invite Users & Manage Roles in CoTreat

Add team members, assign the right access, and keep your practice running smoothly.

Only users with Admin permissions can add, edit, or remove users in CoTreat.

This guide shows you how to:


A short video is also available if you prefer to watch the setup.

 

How to Invite a New User

  1. Click the Settings ⚙️ icon in the top navigation

  2. Open Practice Members

  3. Make sure you are on the Users tab

  4. Click Add User

  5. Enter the user’s details:

    • Name

    • Email address

    • Role in Practice

    • Permission level

    • Clinical role (Practitioners only)

  6. Click Invite User

The user will receive an email invitation with a link to:

  • Set their password

  • Complete their profile

  • Log in to CoTreat

You can also click Edit next to an existing user to update their details, role, or permissions.

 

How to Edit an Existing User

Admins can update a user’s:

  • Name or email address

  • Role in practice

  • Permission level

  • Associated practitioner profile

To edit a user:

  1. Go to Settings → Practice Members

  2. Find the user in the list

  3. Click Edit

  4. Make your changes and click Update Profile Settings

To lock a user, open the Security tab → Click Lock User

Once locked, the user will no longer be able to access CoTreat.

If you need a user permanently removed, please contact our support team at: help@cotreat.com.au

 

Understand Roles and Permissions

Roles determine what a user sees when they log in and how they typically use CoTreat.

Practice Owner / Manager

  • Full visibility across the practice

  • Access to Insights and Patient Engagement data

  • Can view and edit all pages

  • Receives Practice Digests (weekly by default, daily optional)

Use this role sparingly, only for team members who should see full practice-wide data.

Practitioner

  • Focused on their own patients and clinical insights

  • Access to:

    • Synced Patients

    • Case Presentations

    • Conversations

    • Clinical Insights (their own data)

  • Receives Practitioner Digests (daily)

⚠️ Practitioners must also be set up as Users to log in and receive digests.

DA / Front Desk

  • Designed for patient communication and follow-up

  • Opens directly to Conversations

  • Can send and follow up treatment plans

  • Does not have access to Insights or Clinical Analytics

 

Permissions Explained

Permissions control what a user can view or edit.

Admin permissions

Admins can:

  • Add, edit, and remove users

  • Edit Practice Info

  • Edit patient details (name, DOB, mobile – only when necessary)

  • Manage integrations

  • Configure Digital Treatment Plan settings

  • Manage WebChat and notifications

User permissions

Users can:

  • Access core workflows (Conversations, Case Presentations, sending plans)

  • View assigned pages only

  • Cannot edit practice-level settings

 

Best Practice Tips

  • Always check for an existing Practitioner profile before creating a new one to avoid duplicates

  • Only assign Practice Owner / Manager roles to users who need practice-wide data

  • Keep Admin permissions limited to reduce risk and maintain data integrity

  • Update patient details carefully to preserve privacy and accuracy

Summary

Managing users in CoTreat ensures:

  • The right people see the right information

  • Your workflows stay efficient

  • Patient data remains secure

If you need help inviting users or choosing the right role, please reach out to our CoTreat team and we will be happy to assist.