The roles and what they can do
PracFlow has three roles for people working in your practice. Choosing correctly matters, because the differences are about money and practice-wide configuration rather than clinical work.
| Capability | Owner | Admin | Member |
|---|---|---|---|
| Run sessions, write notes, manage own clients | Yes | Yes | Yes |
| Business Settings and practice policies | Yes | No | No |
| Subscription and plan changes | Yes | No | No |
| Profile Customisation and branding | Yes | No | No |
| Manage team members | Yes | Limited | No |
| Create and edit services | Yes | Yes | Only if permitted |
| Create coupons | Yes | Yes | Only if permitted |
| Commission wallet | Yes | Yes | No |
| View client contact details | Yes | Yes | Only if permitted |
| Filter audit logs by other users | Yes | Yes | No, own actions only |
| Affiliate programme | Yes | No | No |
In short: owner runs the business, admin helps run the practice day to day without controlling money or policy, and member is a clinician who sees their own caseload. Most associate therapists should be members.
Inviting a team member
Teams requires the Teams plan. Members cannot open this page at all.
- 1
Add the member
Enter their name, email and phone, and choose their role.
- 2
Send the invitation
PracFlow emails them an invitation link. Until they accept, their status shows as Pending, and you can resend it.
- 3
They accept and sign in
They accept the invitation and sign in with a one-time passcode on their own number or email. Their status becomes Active.
- 4
Set up revenue sharing
Configure how their work is paid before you assign them clients, so settlements are calculated correctly from their first session.
Deactivate a member when someone leaves rather than deleting them, which preserves their clinical records and past settlements. A deactivated member cannot sign in and sees an access denied message.
Revenue sharing and settlements
Each team member has a revenue sharing configuration, set either as a percentage of the fee or a fixed amount per session. When a client pays for a session assigned to that member, PracFlow calculates their share and records it against the booking.
Review what is owed on the member's revenue page, reachable from Teams, and use the settlement action on the Transactions page to record settling with them. Settlements can be filtered so you can see what is outstanding versus already paid.
PracFlow records, it does not transfer
Settlement recording tracks what you owe each clinician and what you have paid. The actual bank transfer to your team member happens outside PracFlow, and you mark it settled afterwards.
Partial refunds adjust the member's share accordingly, so you are not settling on money that was returned to the client.
Assigning clients and appointments
Clients have a primary therapist and can have additional therapists assigned, which is how you handle shared care or cover during leave. Appointments can be assigned to a team member, and you can book on a member's behalf.
On your dashboard, filter by team member to see one clinician's diary. Group practices also get a team page at https://pages.pracflow.ai where clients choose a clinician before booking, rather than landing on one person's profile.
Could not find what you needed? Email support@pracflow.ai or use the Need Help button in your dashboard.