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Inviting staff and passkey sign-in
How to invite someone to your practice, what changes between an owner and a staff member, how to register a passkey to sign in, and why the last owner of a practice can never be removed.
Inviting someone
An owner invites a new member from Settings → Team with Invite staff, entering their email address and a role, Owner or Staff, and ticking They have their own calendar for anyone patients book with. Practitioners are what your plan is priced on; reception and admin accounts are free and unlimited. The owner's own email must be confirmed before an invitation can be sent. The invitation is single-use and expires after 3 days, so an old, unused invite cannot be accepted months later. The invited person accepts it while signed in with a matching, confirmed email address, and a mismatched or unconfirmed email is rejected before anything is granted.
If email isn't set up
If HyperCRM cannot send the invitation email, the invitation is still created and the dialog shows the invite link with Copy link, so you can pass it on yourself. If the email was sent but never arrived, send a new invitation to the same address; it replaces the pending one. Either way the link expires after 3 days and can only be used once.
Owner vs staff
Everyone in the practice is an owner or a staff member. Owners manage staff and roles, the subscription, practice settings, the service and chair catalogue, form building, the website, patient imports, reports and their export, data exports, and the Activity log (Settings → Activity), which does not show practice settings, your plan or anyone's own sign-in details, and which goes back 12 months on Essential. Staff members work with patients (including deleting a patient record), the calendar, billing entries and invoices, and they send forms and read the answers, without those administrative tools. An owner can change anyone's role at any time, with one exception below.
The last-owner rule
A practice can never be left without an owner. Trying to remove or demote the only remaining owner is rejected outright. There's no confirmation step to click through by mistake, it simply isn't allowed. If you need to hand ownership to someone else, promote them to owner first, and only then adjust your own role.
Setting up passkey sign-in
Each person signs in as themselves, with a passkey (the WebAuthn standard), their own email and password, or a link emailed to them. There is no shared practice login. Add a passkey on your Account page. Your email must be confirmed, and adding the first passkey asks for your password. The prompt comes from your device (fingerprint, face unlock, Windows Hello or a security key), and the passkey works only on the HyperCRM address it was registered on, which is why a synced passkey follows you between your own devices but one registered elsewhere will not work here. Passkeys are on every plan. On Complete, an owner can require one from everyone in Settings → Account, under Two-step sign-in for the practice; enrol your own passkey first so you do not lock yourself out. If you lose your passkeys, Can't use any of your passkeys? emails a code that removes them all. If your practice requires two-step sign-in, the email code is not offered: ask HyperCRM support to remove your passkeys. See the team feature page for the marketing-facing summary, or the guides hub for the rest of the documentation. Anything unclear about roles or invitations is worth asking us directly.
Related reading
Team feature
The marketing overview of roles, invitations and passkey sign-in.
Security
How passkeys, roles and the audit log protect a practice's whole account.
Reporting
The activity log records every staff and role change, with who made it and when.
Common questions
Patient records are encrypted, both where they are stored and on their way to your screen. Files are private, and a link to one stops working after a short time. Changes to patient records are recorded, with who made them and when. There is no shared practice password: everyone has their own account. On the Complete plan, the practice owner can also require two-step sign-in for the whole team.
HyperCRM is paid software. Every practice starts with a 30-day free trial of the Complete plan, with no card needed. After that, Essential starts at €19 a month and Complete at €34, VAT included. The price depends on how many practitioners you have. Every price is on the pricing page, so you never need a sales call.
It simply stops working: the invited person sees an expired-invitation message instead of being added to the practice. An owner can send a fresh invitation to the same email address, and it replaces any pending one, with no manual cleanup needed first. There is a cap: up to 3 invitations a day to the same address, and 30 new invitations a day for the practice.
No. Removing or demoting the last remaining owner is rejected outright, so a practice can never end up without anyone able to manage staff and settings. To hand off ownership, first promote another member to owner, and only then change or remove your own owner role.