Inviting and Onboarding Staff

Learn how to add team members to your clinic on Cicero.

Overview

The Information System makes it easy to onboard staff through two methods:

• QR Code Scanning - Fast, in-person onboarding
• Email Invitation - Remote onboarding

Both methods allow you to set job positions and granular permissions.

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Two Ways to Add Staff

Method	Best For	Speed
QR Code	Staff member is physically present	Instant
Email	Remote staff or advance invitations	Depends on response

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Method 1: QR Code Scanning

The fastest method when the staff member is with you.

Requirements

• Staff member must have a Cicero account
• You need a device with a camera
• Staff member is physically present

Step-by-Step Process

Step 1: Start Onboarding

1. Navigate to Staff in the sidebar
2. Click + Add Staff Member button
3. Select QR Code option in the modal

Step 2: Staff Member Prepares QR Code The staff member on their own device:

1. Logs into their Cicero account
2. Goes to Profile
3. Clicks the QR Code button (top right)
4. Their unique personal QR code is displayed

Step 3: Scan the QR Code

1. You'll see scanning instructions on screen
2. Click Scan QR Code
3. Allow camera permission if prompted
4. Point your camera at the staff member's QR code
5. Wait for the successful scan confirmation

Step 4: Select Job Position

1. Choose their job position from the dropdown
2. Available positions are defined by your clinic setup
3. Common positions: Dentist, Hygienist, Assistant, Receptionist, etc.

Step 5: Set Permissions Assign what they can access in the system:

Permission	View	Edit	Description
Dashboard	See clinic metrics	-	Access to dashboard overview
Wishlist	See saved products	Add/remove items	Marketplace wishlist access
Cart	See shopping cart	Place orders	Order placement capability
Clinic Details	See clinic info	Edit settings	Clinic profile management
Stock/Inventory	See inventory	Manage items	Drawer and stock access
Stock Correction	-	Make adjustments	Inventory corrections
Orders	See order history	Manage orders	Order management
Staff	See staff list	Add/modify staff	Staff management
LMS (Compliance)	See trainings	Manage compliance	Training management

Step 6: Complete Click Complete to finish onboarding.

The staff member is added immediately and can start using the system with their assigned permissions.

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Method 2: Email Invitation

For staff not present or for advance setup.

Step-by-Step Process

Step 1: Start Onboarding

1. Navigate to Staff in the sidebar
2. Click + Add Staff Member button
3. Select Email option in the modal

Step 2: Enter Email Address

1. Enter the staff member's email address
2. Ensure the email is correct (invitation will be sent here)

Step 3: Select Job Position Choose their job position from the dropdown list.

Step 4: Set Permissions Assign permissions using checkboxes (same options as QR method).

Step 5: Send Invitation Click Complete to send the invitation email.

What Happens Next

The invited staff member:

1. Receives an email invitation with a unique link
2. Clicks the invitation link
3. Creates a Cicero account (if new) or logs into existing account
4. Is automatically added to your clinic
5. Can immediately access features based on assigned permissions

The staff member appears as Pending until they accept the invitation.

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Staff Permissions Explained

Permission Categories

Dashboard

• View: See the clinic dashboard with metrics and analytics

Wishlist

• View: See products saved to the clinic wishlist
• Edit: Add products to wishlist, remove items

Cart

• View: See the shopping cart contents
• Edit: Add items to cart, modify quantities, place orders

Clinic Details

• View: See clinic information and settings
• Edit: Modify clinic name, logo, addresses, business details

Stock/Inventory (Drawers)

• View: See all inventory items and stock levels
• Edit: Add products, update quantities, manage locations

Stock Correction

• Edit: Make manual stock adjustments and corrections

Orders

• View: See order history and details
• Edit: Manage order status, handle issues

Staff

• View: See the staff list
• Edit: Add new staff, modify permissions, deactivate members

LMS (Compliance)

• View: See required trainings and own completion status
• Edit: Manage training requirements, view all staff compliance

Recommended Permission Sets

Clinic Owner/Admin All permissions enabled for full access.

Practice Manager

• All View permissions
• Edit: Staff, LMS, Stock, Orders

Clinical Staff (Dentist, Hygienist)

• View: Dashboard, Stock, Orders
• Edit: Stock (for usage tracking)
• View LMS (for training compliance)

Reception/Front Desk

• View: Dashboard, Orders, Staff
• Edit: Cart, Wishlist (for ordering)

New Employee

• View LMS only (to complete onboarding training)

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Managing Existing Staff

Viewing Staff List

The staff page displays:

Statistics Cards

• Total Staff - All members
• Active - Currently using the system
• Pending - Awaiting invitation acceptance
• Inactive - Deactivated members

Search Bar Find staff by name or email.

Staff Table Sortable columns:

• Name and photo
• Email
• Status
• Job position
• Date added
• Actions

Staff Statuses

Status	Meaning	Actions Available
Active	Using the system normally	Edit, Deactivate
Pending	Invitation sent, not accepted	Resend, Cancel
Inactive	Deactivated, no access	Reactivate

Editing a Staff Member

1. Find the staff member in the list
2. Click their row or the Edit button
3. Modify:
   • Job position
   • Permissions
   • Status
4. Save changes

Changes take effect immediately.

Changing Status

Deactivating Staff

1. Open staff member's profile
2. Change status to Inactive
3. Staff member loses access immediately
4. Account is preserved for reactivation

Reactivating Staff

1. Find inactive staff member
2. Change status to Active
3. Access is restored with previous permissions

Resending Invitations

For pending invitations that weren't received:

1. Find the staff member with "Pending" status
2. Click the resend option
3. A new invitation email is sent
4. Previous invitation link is invalidated

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Best Practices

Onboarding Workflow

1. Prepare before arrival: Have job position decided
2. Use QR for in-person: Fastest onboarding method
3. Set minimal permissions initially: Add more as needed
4. Verify email for remote: Ensure correct email address
5. Follow up on pending: Check if invitations were received

Permission Management

• Principle of least privilege: Give only necessary permissions
• Review periodically: Audit permissions quarterly
• Update on role change: Adjust when responsibilities change
• Document decisions: Keep record of why permissions were set

Security

• Deactivate promptly: Remove access when staff leaves
• Don't share accounts: Each person needs their own
• Train on security: Educate staff on data protection

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Troubleshooting

Common Issues

"Email already associated with active staff"

• This email is already a member of your clinic
• Check your staff list for existing entry
• The person may already have access

QR Code Won't Scan

• Ensure good lighting conditions
• Hold camera steady
• Try moving closer or further from the code
• Check camera permissions in browser/app
• Clean camera lens

Invitation Not Received

• Check spam/junk folder
• Verify email address is correct
• Wait a few minutes and check again
• Resend the invitation
• Ask staff to add Cicero to safe senders

Cannot Edit Staff

• Verify you have Edit Staff permission
• You cannot remove your own admin access
• Contact clinic owner for permission issues

Staff Cannot Access System

• Verify their status is Active
• Check permissions include needed features
• Ensure they're logged into correct account
• Clear browser cache and cookies

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Next Steps

• Set up compliance training
• Manage inventory
• View orders