Inviting and Managing Team Members from the Dermi Portal

Overview

The members of a Dermi Atlas Professional team are 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. An invited person receives a claim code by email and claims it on the practice network, and every membership change takes effect on the installation 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 installation. The Members section shows:

• The active member count and, once the installation has checked in, a sync status chip beside the Members title.
• 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.
• Invite Member, available once the license has been activated and the installation has checked in.
• One row per member, with the name, the email address, the username once the installation reports it, the account type chip, the status chip, and a Member Options button.

Inviting a Member

1. Select Invite Member.
2. Enter the Email Address the invitation is sent to.
3. Choose the Account Type, Clinician or Assistant. Each option shows the seats free for that type. A type with no seat free can still be chosen when a seat can be purchased; the purchase is offered at the next step, as 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 installation.
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 claim code, the account type, and the inviter's name. The email does not include the Atlas 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. What each account type can do is listed in Account Types and Permissions.

The Claim Code

• The code is valid for 24 hours from the moment it is sent, and it works once.
• It is tied to the invited address and the account type, so the member claims it with the same email address the invitation was sent to.
• Resend Invite issues a fresh code and stops the previous one from working. It is the remedy for an expired code and for an email that did not arrive.
• If the invitation email cannot be sent, the portal reports it and the code is not shown; Resend Invite then issues a fresh code. If that email also cannot be sent, the New Claim Code drawer shows the code once, with a copy control, so it can be passed to the member directly.

Member Status

The status chip on each row reads one of:

• Invited: the code has been sent and not yet claimed. The row states when the invitation expires, or "Invite expired".
• Claimed: the member has created their account on the installation. The row states when the invitation was claimed.
• Restricted: the member has 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 can also read "Elevation to clinician pending" or "Email change to [address] pending" with the expiry of the change code, "Change code expired", or "Invited by support".

Sync Status

The chip beside the Members title reports whether the installation has applied the latest membership changes:

• Synced: the installation is using the member list shown in the portal.
• Sync Pending: a change has been made in the portal and the installation has not applied it yet.
• Out of Step: the installation is not applying changes from the portal. The section states the remedy under the seat tiles: "Run Resync Member List under Maintenance in Atlas Manager."

Changes are applied at the installation's next check-in while it is online. Sync Now on the User Accounts card in the Administration area of Dermi Atlas Manager checks in at once; see Atlas Manager Administration.

Member Options

Member Options on a row opens a drawer with the member's details and the actions available for the row's status.

Resend Invite

Available on an Invited row. Emails a fresh claim code to the member; the previous code stops working.

Withdraw Invite

Available on an Invited row. Cancels the invitation: the code stops working and the row reads Withdrawn. The person can be invited again later.

Change Member

Available on a Claimed or Restricted row. Opens the form for the member's account type and email address. One change is made at a time, since each is completed with its own code.

• Promotion from Assistant to Clinician is staged with a change code emailed to the member, who completes it on their Atlas Account page. The account stays Assistant until then. A promotion needs a clinician seat that is free or can be purchased.
• A change from Clinician to Assistant takes effect at the installation's next check-in, with no code.
• An email address change is staged with a change code emailed to the new address, which the member completes on their Account page. The current address stays in use until then. Email addresses cannot be edited on the installation itself.
• Verify Address takes the place of the save action when the member's current address is unverified and nothing else has changed. It emails a code to that address, which the member enters on their Account page.

After saving, the drawer reports where the code went, when it expires, 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 fresh code, and a change whose email could not be sent is sent again by saving it again.

Illustrative demo with synthetic data. Learn more

Remove Member

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

Reinstate Member

Available on a row the owner removed after it was claimed. Restores the member's access at the next check-in with the same username and password. Reinstating takes a seat of the member's account type.

Delete Member Record

Available on any Revoked or Withdrawn row. Deletes the record permanently and frees the email address for a fresh invitation. Until the record is deleted, inviting a removed member's address is refused with "This address belongs to a member removed from this license. Use Reinstate Member to restore their access."

Invite Again

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

Detached Members

When a license is revoked or cleared, its members are listed on the portal overview under Detached Members, with the same chips. They attach again when another license from the same Dermi Cloud Services account is activated on the same Atlas installation. Every detached record offers Delete Member Record, and a deleted record does not attach to a later license. For example, after Atlas has moved to a different computer and its team has been set up again, the detached records of the old installation are deleted this way.

Disabling an Account in Atlas Manager

Dermi Atlas Manager has no invitation, seat, or billing controls. Its User Accounts card, in the Administration area behind the admin passphrase, lists the team's accounts and pending invitations and offers 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. See Atlas Manager Administration.

Related Articles

• Claiming a Team Invitation for the member's side, including completing a staged change
• Seats and Team Billing for seat purchases and the More Members than Seats notice
• Sharing Patient Records Across a Team for what happens to records when a member leaves
• Troubleshooting Licensing and Subscription Issues for activation and check-in problems