This guide covers managing your practice's therapists and clients — inviting team members, assigning roles, and handling client relationships across your practice.
In this article:
1. Inviting therapists to your practice
Go to the Therapists section in your practice dashboard.
Click Invite Therapist.
Enter the therapist's full name, email, and role.
They receive an email invitation and can accept or decline.
Once accepted, the therapist appears in your practice roster and can start seeing clients.
2. Managing therapist status
From the Therapists section, you can update each therapist's status:
Active — fully operational, can see clients, take sessions, and appear in scheduling.
Inactive — temporarily disabled.
On Hold — paused status.
You can also remove a therapist from the practice entirely.
3. Assigning roles
Your practice can define custom roles that control what therapists can access:
Each role has a display name, description, and feature overrides.
Roles determine supervision requirements (e.g., interns require supervision, senior therapists can supervise).
Roles can control billing modifiers for insurance claims (HO, HN, HP).
Assign or change a therapist's role from their profile in the Therapists section.
💡 Roles are flexible — you define what they're called and what they control. Common examples: Intern, Associate, Licensed Therapist, Supervisor.
4. Managing clients across your practice
Practice admins can manage clients at the practice level. You can:
View all clients across all therapists.
Reassign clients between therapists.
Track each client's primary therapist.
See client metrics: active count, session history, pending notes, and risk level.
5. Client visibility for supervisors
When supervision is enabled, supervisors can view their supervisee's caseload:
All direct clients assigned to the supervisee.
Practice clients where the supervisee is the primary therapist.
Walk-in clients — practice clients seen by the supervisee but assigned to someone else.
Frequently asked questions
Can a therapist be part of multiple practices?
A therapist can only be associated with one practice at a time.
What happens to a therapist's clients when they're removed from the practice?
Their clients remain in the system. You should reassign them to another therapist before removing the therapist.
Can I see which clients a specific therapist has?
Yes. From the Therapists section, select a therapist to view their caseload, session history, and metrics.
Can therapists see each other's clients?
No, direct clients are only visible to their assigned therapist (and their supervisor, if applicable).