Managing Staff Members
Add, edit, and manage clinic staff including receptionists, accountants, and nurses
Overview
Staff management in SehaFile allows you to create accounts for all non-doctor team members including receptionists, accountants, nurses, and lab technicians. Each staff member gets their own login credentials and role-based access to the system. This ensures security and accountability as every action is logged against the staff member who performed it.
Adding a New Staff Member
- Navigate to Settings > Staff — In the sidebar, click Settings (gear icon), then select the Staff tab from the settings page.
- Click "Add Staff Member" — The button is located at the top-right of the staff list. A modal form will appear.
- Fill in required fields:
- Name (Arabic) — Full name as it will appear on documents (name_ar, required)
- Name (English) — Optional English name for bilingual documents
- Email — Must be unique across the clinic; used for login
- Phone — Egyptian mobile number format (01XXXXXXXXX)
- Role — Select from: receptionist, accountant, nurse, lab_technician, pharmacist
- Set a temporary password — Create an initial password (minimum 8 characters). The staff member should change it on first login.
- Assign to branch (optional) — If you have multiple branches, select which branch this staff member belongs to.
- Upload avatar (optional) — Click the avatar placeholder to upload a profile photo.
- Click "Save" — The new staff account is created immediately. An email notification is sent to the new staff member with their login credentials.
Editing or Deactivating Staff
- Find the staff member — Use the search bar or scroll through the staff list in Settings > Staff.
- Click the edit icon — Opens the staff detail form where you can update name, phone, role, or branch assignment.
- To deactivate — Toggle the Status switch from "active" to "inactive". Deactivated staff cannot log in but their historical actions remain in the audit log.
Staff management list showing team members with their roles, status, and action buttons
Frequently Asked Questions
How many staff members can I add?
This depends on your subscription plan. Each plan has a max_staff limit. Check your current quota in Settings > Subscription.
Can a staff member belong to multiple branches?
Currently, each staff member is assigned to one primary branch. However, admin-level staff can access all branches regardless of assignment.
What happens when a staff member is locked out?
After 5 failed login attempts, the account is locked for 30 minutes (locked_until field). As an admin, you can reset the lock from the staff edit screen by clicking "Unlock Account".
Can I re-activate a deactivated staff member?
Yes. Open their profile and toggle status back to "active". They will be able to log in again with their existing credentials.
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