Add a front desk or biller in Gale

Invite a front desk or biller by chat

Type "Invite Sam Ortiz at sam@example.com as our front desk" in chat, with their name and work email. Chat answers with a card that names the role and says what it can do, with one button: Send invite. Nothing goes out until you tap it. The tap sends the same invite as Settings > Team: an email with a link to join your practice.

For a biller or a practice manager, change "front desk" to "biller" or "practice manager". A practice manager can't invite a biller: the practice owner does that. The invite goes only to your colleague. No client is contacted.

The link works once and expires in 14 days. Until they join, they show as invited on your Team list, with Resend and Cancel invite on their row. If the email didn't go out, the row says so. Press Copy link and send it to them yourself.

Not sure where to start? Ask "How do I add a front desk?" or "How do I add a biller?" and chat gives you both ways. For the whole path from solo to group, type "Help me grow into a group practice" or read the solo-to-group guide.

On the screen: open Settings > Team and press Add team member. Answer No, a staff member to "Does this person see clients?" Enter their Full name and Email, pick a Role, and press Send invite. In the Gale layout, the same form is on Account & opening day, under Team members & roles.

Pick the right role

In Gale, a front desk is a Scheduler. Pick Biller for someone who works claims and payments, and Practice manager for someone who runs the team and settings. None of the three ever sees notes or charts. Someone who sees clients is a clinician, with their own calendar and clients: Add a clinician in Gale covers that.

• Scheduler: books and checks in for every clinician. Takes payments only if the practice owner allows it.
• Biller: works claims, invoices and payments for every clinician.
• Practice manager: runs the team, practice settings and reports, and reads billing.

If a clinician also covers the desk, type "Let Maya also run the front desk" and tap Change role. Maya becomes Clinician + scheduling: she books for every clinician but still reads notes only for her own clients. A practice manager can't make this change; the practice owner can.

See what each role can and can't see

Type "What can Sam see?" once Sam is on your Team list. Chat lists what Sam can and can't do, in the same words as the Access box on their page. To see the screens themselves, type "Show me what my front desk sees" or "Show me what my biller sees". Chat links Preview as Scheduler or Preview as Biller, a made-up sample practice shown the way that role sees it.

• Scheduler can book, move and cancel appointments for every clinician, see clients' names and contact details, message clients and create tasks. Can't see notes, charts or billing, and can't take payments unless the owner allows it.
• Biller can see clients' names and contact details, billing, invoices, balances and payouts, file claims, record payments and read reports. Can't see notes, charts or the calendar.
• Practice manager can add and change team members, change practice settings, read billing, reports and the activity log, and see every clinician's calendar. Can't see notes or charts, and can't book or cancel appointments.

On the screen: on the Team list, press Edit beside the person. Role and access shows the same Can and Can't lists.

Let your front desk take payments

A Scheduler can't take payments until the practice owner allows it. Once Sam has joined, type "Let Sam take payments at the desk". Chat never turns a money switch on by itself, so it answers with Open team member, which opens Sam's Edit team member page. Tick Can take payments at check-in and press Save access. Sam can then take cash, a check, an outside card terminal or a saved card through Add payment.

Only the owner can turn this on. A practice manager who asks is told it belongs to whoever manages the practice's payments.

To let a Scheduler see invoices, payments and balances, type "Give Sam billing access" and tap Save access on the card. Clinician pay is never part of billing.

On the screen: the owner can tick Can take payments at check-in under Scheduler while inviting, or later in Role and access on Sam's page. Take payments and close the day in Gale covers the desk side.

Change someone's role or office by chat

Type "Make Sam our biller". Chat answers with a card that shows Sam's old role, the new one and what Sam can do after. Tap Change role to save it. If the new role takes any access away, Sam is signed out and signs back in with the new access. "Make Sam our front desk" works the other way. A practice manager can't hand out access they don't have, so making someone a Biller is the owner's job.

If your front desk works at one office only, such as the Eastside office from Add another office in Gale, type "Limit Sam to Eastside" and tap Save access. Sam then sees and books only that office's appointments.

On the screen: open Sam's page from the Team list, pick a new Role under Role and access, and press Save access. To limit an office, tick it under Locations on the same page and press Save locations. Locations shows once your practice has two or more offices.

Remove someone or cancel an invite

Removing someone is done on their page. On the Team list, press Edit beside them, then Remove access at the bottom, then Confirm. They're signed out at once and keep no access. If they haven't joined yet, the button reads Cancel invite, and their link stops working right away.

If someone is leaving on a set date, use Make inactive on the same page instead. Pick their last day and press Complete handover. Their access ends at the end of that day, and their records stay readable.