Team Management

Admin only: Team management is available to organization admins and owners.

Access from Settings → Team to manage your practice's team members, invitations, and roles.

Tip: If you are the creator/admin of a new organization, you can also invite your team members during the onboarding setup. Any invitations sent during onboarding will automatically appear here under your pending team invitations list.

Team Overview & Automated Billing

Meelio uses auto-count seat billing, which means your subscription is calculated automatically based on your active headcount. You no longer need to manually buy, upgrade, or allocate specific seat limits before expanding your team.

The team page shows:

• Active members — The total number of active team members in your organization.
• Pending invitations — Invitations that have been sent but not yet accepted.
• Archived members — Former team members whose access is revoked (these members are not billed).

Billing note: Your subscription bill is determined by the total number of active members and pending invitations. Your invoice will adjust automatically on your next billing cycle as your team size changes.

Inviting a Team Member

To add a new practitioner or staff member:

1. Click Invite Member
2. Enter their first name, last name, and email address
3. Select their role (Admin or Member)
4. Click Send Invitation

The invited person will receive an email containing a secure link and an invite code to complete their onboarding.

Note: Sending an invitation automatically counts as an active seat. If you cancel a pending invitation before it is accepted, your billing headcount is reduced accordingly.

Roles

Changing a Role

1. Find the team member in the list
2. Click their role dropdown
3. Select the new role
4. Confirm the change

Archiving a Team Member

Instead of permanently deleting a team member, you can archive them. This is useful for seasonal staff, practitioners on leave, or offboarding:

1. Find the team member in the list
2. Click Archive
3. Confirm the action in the dialog

Effect of Archiving: The archived member loses access to Meelio immediately. Their seat is freed and your bill automatically decreases on the next billing invoice. Their history and clinical data remain safely saved.

Reactivating a Team Member

If an archived member returns to your practice, you can restore their access at any time:

1. Locate the member in the Archived members list
2. Click Reactivate
3. Confirm the reactivation

Effect of Reactivation: The member regains full access immediately, and your bill automatically increases starting on your next invoice to reflect the added headcount.

Removing a Team Member Permanently

If you want to permanently remove a member from your organization:

1. Find the team member or archived member in the list
2. Click Remove (or click the action menu to select Remove)
3. Confirm the permanent removal

Warning: Removing a member permanently deletes their association with the organization. This action is irreversible.

Managing Invitations

For pending invitations, you can:

• Resend — Send the invitation email again
• Cancel — Revoke the invitation before it's accepted (this immediately lowers your active seat count)

Transferring Ownership

The organization owner can transfer ownership to another admin:

1. Find the admin you want to transfer ownership to
2. Click Transfer Ownership
3. Confirm the transfer

Warning: Transferring ownership makes the other person the owner and changes your role to Admin. This action is irreversible without the new owner's cooperation.