Understanding Roles
Every person in your CaseIndex account has a Role that controls what they can see and do. There are four roles:
| Role | Who It's For | Key Permissions |
|---|---|---|
| Owner | The clinic owner / principal doctor | Full access to everything — settings, billing, staff management, all patient data. |
| Admin | Practice manager / senior admin | Can manage staff, schedules, and all patient data. Cannot change billing or core settings. |
| Doctor | Associate / junior doctors | Can see and manage their own appointments and their patients' records. Cannot see other doctors' private data. |
| Receptionist | Front desk / reception staff | Can create and manage all bookings, register patients, and view records. Cannot change settings. |
Adding a Team Member
Go to Settings → Doctors tab (for doctors) or manage from Settings → General → Staff
Depending on the role, you add doctors via the Doctors tab or staff members via the general staff section.
Tap "+ Add Doctor" or "+ Add Staff"
Enter their name, email, and role
Enter the person's full name and their work email address. Select the appropriate role from the dropdown.
Use the correct email address
The email you enter must be the one they'll use to sign into CaseIndex. It can be any Gmail or Google account. The invite is sent to this address.
Tap "Save" — an invite email is sent automatically
CaseIndex sends the new team member an email inviting them to join your practice. They click the link, sign in with Google, and are immediately connected to your account.
For New Staff: Joining an Existing Practice
Check your email for the CaseIndex invitation
Look for an email from no-reply@caseindex.in with the subject "Invitation to join [Practice Name] on CaseIndex".
Click "Join CaseIndex" in the email
You'll be taken to the CaseIndex sign-in page. Sign in using the same Google account that was used for the invitation.
You're in!
Your account is automatically linked to the practice. Download the CaseIndex mobile app and sign in with the same Google account to access everything on your phone.
Editing or Removing Staff
In Settings → Doctors (or Staff), tap on any team member to edit their name, role, or other details. To remove someone, tap the delete/remove option. Removed staff immediately lose access to the practice.
Removing a doctor doesn't delete patient data
If you remove a doctor, their past appointments and linked patient records remain intact in the system. Only their active access is removed.