Skip to main content

Managing staff

This article covers adding people to your agency in FCR, setting what they can do, and managing their accounts over time.

Who can manage staff

Practice managers and admins manage staff accounts. Supervisors can invite staff and set who reports to them. One rule stands out: only a practice manager can invite or change another practice manager — the top role is a closed group.

Inviting a new staff member​

  1. Go to Staff and choose Invite.
  2. Enter the person's email and set up their staff details — their role(s) and who they report to.
  3. Send the invitation. FCR emails them a link; when they click it, set a password, and sign in, their account connects to the profile you created.

The new user sets up their own password and two-step verification on first sign-in — you don't set those for them. See Logging in & your account.

If an invitation isn't accepted

Invitations expire if they sit unaccepted for a couple of weeks, and FCR will flag that for you. Just send a fresh invitation — it issues a new link.

Roles and reporting​

  • Roles decide what a person can do, and someone can hold more than one (a small-agency owner might be practice manager, supervisor, and carry a caseload). For what each role can do, see Your role in FCR.
  • Reporting (who reports to whom) drives whose work a supervisor reviews and whose cases they can assign. Supervisors and practice managers can update a staff member's supervisor, so team moves don't have to wait on anyone.

Resetting two-step verification​

If a staff member loses access to their authenticator (a new phone, a deleted app), they can't reset two-step verification themselves. A practice manager resets it for them; the person then sets it up again at their next sign-in.

(If a practice manager is the one locked out, that reset comes from FCR support — practice managers don't reset each other.)

A staff member's emergency contact​

Each person can keep an emergency contact on file — who to reach if something happens to them. Staff manage their own from their profile, and you can view or update it from their staff record.

Because it's a coworker's personal detail, FCR keeps it tight: only the staff member themselves, their direct supervisor, and practice managers and admins can see it. A supervisor who isn't that person's direct supervisor won't see it at all.

Recording shadowing​

In a staff member's credentials section you can record that they completed shadowing — a date, start and end time, the service, and an optional comment. Any supervisor, practice manager, or admin can add entries (it doesn't have to be the person's own supervisor); the staff member can view their own log but can't add to it. Entries can't be edited or deleted — a mistake is corrected by adding a new entry that notes the correction. Full details in Staff credentials → Shadowing log.

When someone leaves or steps away​

Two account actions handle this, and both immediately end the person's active caseload and sign them out everywhere:

  • Deactivate — a temporary, reversible suspension. Use it when someone is out for a while or their access should pause. You can reactivate them later.
  • Terminate — a permanent close-out for someone who has left the agency.
Keep access current — it's your biggest security lever

Deactivating or terminating people promptly when they leave is the single most important thing you do to keep your agency's data secure. A stale, still-active account is a real risk. (You can't deactivate or terminate yourself, and an agency must always keep at least one active practice manager.)

Either way, the person's past work stays attributed to them — documents they authored keep their name on the record.

Frequently asked questions​

Can a supervisor invite staff? Yes — supervisors and admins can invite, and practice managers can too. Only a practice manager, though, can invite or change another practice manager.

What's the difference between deactivate and terminate? Deactivate is a reversible pause; terminate is a permanent close-out. Both end the person's caseload and sign them out right away.

A staff member is locked out of two-step verification. A practice manager can reset it from the staff member's record; they'll re-enroll at their next sign-in.

Will terminating someone delete their notes? No. Their authored documents stay on the record with their name — closing the account doesn't erase the work.

Need help with something this guide didn't cover? Contact support and we'll walk you through it.