Inviting and Managing Team Members from the Dermi Portal

Overview

Team membership for a Dermi Atlas Professional deployment is managed by the license owner in the Dermi Portal. Each license card carries a Members section from which members are invited, changed, removed, and reinstated. Nothing is created in the portal itself: an invitation issues a single-use claim code, the member claims it on the practice network, and every membership change travels to the deployment at its next check-in. The member's side of the process is described in Claiming a Team Invitation.

The Members Section of a License Card

Sign in at portal.dermi.ai and open the license card for the deployment. The Members section shows:

• The active member count and, once the deployment has checked in, a sync status chip beside the Members title (Synced, Sync Pending, Held, or Out of Step).
• Two seat tiles, Clinician Seats and Assistant Seats, each reading the seats in use against the seats the plan provides, for example "1 of 2 used". A count over its cap is shown in amber.
• The Invite Member action, available once the license has been activated on the deployment and the deployment has checked in.
• One row per member record, with the name, email address, the username once the deployment reports it, the account type chip, the status chip, and a Member Options button that opens the actions for that record.

Inviting a Member

1. Select Invite Member.
2. Enter the Email Address the invitation is sent to.
3. Choose the Account Type: Clinician ("Full access, including export, sharing, and deletion") or Assistant ("Documentation and capture"). Each row shows the seats free for that type. A type with no seat free can still be selected when a seat can be purchased; the purchase is offered at the next step and is described in Seats and Team Billing.
4. Optionally enter a Display Name, shown in the Dermi Portal until the member sets their name on the deployment.
5. Select Send Invite.

Illustrative demo with synthetic data. Learn more

The member receives an email with the subject "Invitation to join a team on Dermi Atlas" carrying the invited address, the claim code, the account type, and the inviter's name. The email does not carry the deployment's address on the practice network, which the owner provides separately. The row appears with the Invited chip and a line stating when the invitation expires.

The Claim Code

• The code is eight characters, shown in the email grouped as XXXX-XXXX.
• It is valid for 24 hours from the moment it is sent and works once.
• It is bound to the invited address and the account type, so the member must claim it with the same email address the invitation was sent to.
• The code is never shown in the Dermi Portal. The one exception is an invitation email that could not be sent: the portal then shows the code once under New Claim Code with a copy control, to be shared with the member directly, and the previous code no longer works.
• Resend Invite issues a new code and invalidates the previous one.

Member Status

The status chip on each row reads one of:

• Invited: the claim code has been issued and not yet claimed. The row also states when the invitation expires, or "Invite expired".
• Claimed: the member has created their account on the deployment. The row states when the invitation was claimed.
• Restricted: the member holds an account but cannot sign in because the team has more members than seats. The row reads "Over the seat cap". See Seats and Team Billing.
• Revoked: the membership has ended. The row states why: "Removed from Portal", "Deleted on the Atlas instance", "Atlas instance re-provisioned", or "Atlas instance moved to another Dermi account".
• Withdrawn: an invitation the owner cancelled before it was claimed.

A row may carry further lines: "Elevation to clinician pending" or "Email change to [the new address] pending" with the change code's expiry, "Change code expired", "Adopted from the Atlas instance" for an account that existed before the deployment joined the team, and "Invited by support".

How Changes Reach the Deployment

Membership changes are applied by the deployment at its next check-in, which takes a few minutes while the deployment is online. The sync status chip beside the Members title reports where the deployment stands:

• Synced: the member list the portal holds is the one the deployment is using.
• Sync Pending: a change has been made in the portal and the deployment has not applied it yet.
• Held: the deployment holds accounts that are not yet members, and no member change is applied until they have been adopted. The section explains it under the seat tiles: "Member changes wait while the Atlas instance holds accounts that are not yet members."
• Out of Step: the deployment has applied a member list version the portal never issued, for example after a license reset, and no member list it receives is applied until its own is reset. The section names the remedy under the seat tiles: "Run Resync Member List under Maintenance in Atlas Manager."

Sync Now on the User Accounts card in the Administration area of Dermi Atlas Manager checks in immediately (see Atlas Manager Administration).

Member Options

Selecting the Member Options button on a row opens a drawer with the record's identity and the actions available for its status.

Resend Invite

Available on an Invited row. Resend Invite emails a new claim code to the member; the previous code stops working once the new one is issued. Use it when a code has expired or the email did not arrive.

Withdraw Invite

Available on an Invited row. Withdraw Invite cancels the invitation: the claim code stops working, and the row reads Withdrawn. The member can be invited again later.

Change Member

Available on a Claimed or Restricted row. Change Member opens the form for the member's account type and email address. One change is made at a time; the form refuses an account type and an address changed together, because each change is completed with its own code.

• Promotion from Assistant to Clinician is staged with a change code emailed to the member. The member completes it from the Changes from the Dermi Portal card on their Atlas account page, and the account type stays Assistant until then. A clinician seat must be free or purchasable, since a promotion takes a clinician seat.
• A downgrade from Clinician to Assistant applies at the deployment's next check-in without a code.
• An email address change is staged with a change code emailed to the new address, which the member completes from the same card. The current address stays in use until then. Email addresses cannot be edited on the deployment itself; this is the only route.
• Verify Address replaces the save action when the member's current address is not verified and nothing else has changed. It emails a code to that address, and entering it on the deployment verifies the address.

After saving, the Change Member drawer reports the address the code went to, its expiry, and what stays in place until the change completes. A staged change is held for 24 hours; saving another change replaces it and sends a new code, and a change whose email could not be sent is re-sent by saving it again.

Illustrative demo with synthetic data. Learn more

Remove Member

Available on a Claimed or Restricted row. Remove Member ends the member's access at the deployment's next check-in. The account and its clinical records stay on the deployment, the row reads Revoked with "Removed from Portal", and the member can be reinstated from this list later. To end access immediately, disable the account in Dermi Atlas Manager as described below.

Reinstate Member

Available on a row the owner removed after it was claimed. Reinstate Member restores the member's access at the deployment's next check-in; the account and its records were kept when the member was removed, so no new invitation is needed. Reinstatement takes a seat of the member's account type.

Delete Member Record

Available on any Revoked or Withdrawn row. Delete Member Record reduces the record to an anonymous marker so the identity is never reissued; the action cannot be undone. It is the step that frees the email address: an address held by a removed member is refused to a new invitation with "This address belongs to a member removed from this license. Use Reinstate Member to restore their access." until the record is deleted.

Invite Again

Available on a Withdrawn row. Invite Again opens a new invitation with the address and account type filled in, and the new row replaces the withdrawn one.

Detached Members

If a license is revoked or cleared, its members are not lost. They are listed on the portal overview under Detached Members with the same chips, and they re-attach when a license from your account is activated on the same Atlas instance again. Every detached record carries the Delete Member Record action: deleting a removed member reduces its record to an anonymous marker, and deleting a member who is still listed also gives up that re-attachment, which is how the records of an instance replaced on a new computer are cleared once the new installation has its own members.

What Dermi Atlas Manager Does Locally

Dermi Atlas Manager has no invite, seat, or billing controls. Its Administration area, behind the admin passphrase, mirrors the member list on the User Accounts card and offers two local actions per row: Disable, which ends the account's open sessions and refuses its sign-in immediately, and Enable, which restores it. Both keep patient records and the activity log. Disabling is the immediate complement to Remove Member: the membership itself is still ended in the Dermi Portal by the owner. See Atlas Manager Administration.

Related Resources

• Claiming a Team Invitation for the member's side, including completing a staged change
• Seats and Team Billing for seat purchases, Manage Seats, and the More Members than Seats notice
• How a Team Shares Patient Records for what each account type can do
• Atlas Manager Administration for the admin passphrase, User Accounts, Sync Now, and the deployment purge
• Troubleshooting Licensing and Subscription Issues for license activation and check-in problems