When you're working as part of a team, it's important that your Rehab Guru account is set up in the best way to allow for smooth collaboration. Below, we'll cover how appointment types work in teams, along with common questions around adding new team members, sharing clients and setting up diaries with multiple locations.
Adding a New Team Member
When you add a colleague to your team, you will need to ensure that they have their own user profile. Each user licence is billed separately, so you won't be double-charged if you create a profile for them under your company's account. Learn how to do this here.
Key Point: The main account belongs to your organisation, not to the individual, so you remain in control of the login details and permissions. Team administrators or owners have exclusive privileges to modify critical settings such as Business Details and Clinic Locations. Regular team members are limited to operational tasks and require elevated permissions to make such changes.
Collaboration Settings: Enabling vs Enforcing
It's essential to understand the difference between Enabling Collaboration and Enforcing Collaboration:
Enabling Collaboration allows you to share client data with team members selectively. For example, you can choose to share:
Specific clients and their data.
Exercises or template programmes you've created.
Enforcing Team Collaboration automatically shares all future client data and exercises with all team members. This option ensures that every piece of information and every client created from that point on is immediately available to the entire team. It is also what puts your colleagues in your Diary.
Updating collaboration settings
Can't see your colleagues in the Diary? Team members only appear in each other's Diary, with their opening hours and bookings, once Enforce team collaboration is switched on. With collaboration only enabled, everyone sees just their own diary. A team administrator can change this under Account > Account & Organisation > Team.
Important: If you plan to enforce collaboration, enabling this before you start creating content is strongly recommended.
Enforcing only shares content created from that point on. Clients created before then stay private to the person who created them until they share them, which they can do in one go; see Sharing all your existing clients at once below.
Sharing Individual Clients with Team Members
By default, clients are private to the user who created them, but you can change the settings to allow team-wide access. Ensure you have Enabled Collaboration for this. Additionally, to access shared clients, you need to have accepted the team invitation first. If the clients were added before collaboration settings were enabled, the person who created them needs to share them with you, either one at a time or all at once.
How to Share a Client:
Go to the Clients area.
Select the client you want to share.
Select Edit to change the team permissions.
This way, both you and your colleague can work with the same client without duplicating records.
Managing team permissions on a client profile.
Sharing all your existing clients at once
If you already had clients before collaboration was switched on, you can share all of them with the team in one step rather than editing each one.
Go to the Clients page.
Click Options, then Bulk Actions.
Opening Bulk Actions from the Clients Options menu
Switch on Team Permissions. Click the arrow beside it to review the permissions that will be applied. If collaboration is enforced, the team's sharing settings are used; if it is only enabled, you choose whether the team can view, or view and edit.
Click Apply to Existing Clients.
Applying team permissions to existing clients
Bulk Actions applies to the clients you created, so each practitioner needs to run it for their own clients. It replaces any sharing you have already set on individual clients. Leave Notification Preferences switched off unless you also want to reset your clients' reminder and marketing settings.
Adding Team Members Availability to Multiple Locations
Before you can collaborate effectively as a team, the following must be in place:
Business Account with Practitioners
Your organisation must have a Rehab Guru Business subscription.
Additional Practitioners need to be added as a team member within the main account.
Ensure you have set up your Business Details by following these steps.
Enforced Collaboration Enabled
Collaboration must be turned on and enforced for your business account. This ensures all users operate under the same team workspace.
Appointment Types for Each Practitioner
Each practitioner in your team must set up their own appointment types and availability for the relevant locations.
Even if you want all clinicians to offer the same type of appointments, they each need to create those types in their account. This can also be done through Global Appointment Types, read more here.
As a team administrator or owner, you can also do this centrally, rather than asking each practitioner to set it up themselves. Use the Editing for dropdown at the top of Account > Appointments to switch to a colleague's name and set up their Appointment Types, Rules or Exceptions on their behalf. See Setting up Appointment Hours (Booking and Exceptions) for details.