Managing Organization Members
Overview
Learn how to add, manage, and remove members from your Ambient Scribe organization.
Accessing Member Management
Sign in to Ambient Scribe as an admin
Navigate to Organization
Click the Members tab
View all current members and pending invitations
Members Tab Layout
The Members section has two tabs:
Tab | Description |
Current | Active organization members |
Invited | Pending invitations awaiting acceptance |
Current Members
Table Columns
Column | Description |
User | Member's name and email address |
Specialty | Medical specialty (if set) |
NPI | National Provider Identifier |
EHR | Linked EHR system (if connected) |
Role | Organization role (Admin, Provider, Billing, or Template Editor) |
Actions | Menu with available actions |
Search Members
Use the search box to find members by name or email. Search requires at least 3 characters.
Member Actions
Click the three-dot menu on any member row to access:
Action | Description |
View Sessions | See the member's recorded sessions |
View Dashboard | View detailed analytics for this member |
Care Teams | Manage the member's care team assignments |
EHR Search | Search for and link the member's EHR account |
Unlink EHR | Remove the member's EHR connection |
Permissions | Manage the member's role and permissions |
Deactivate | Deactivate the member from the organization |
Pagination
Members are displayed 10 per page. Use Previous and Next buttons to navigate.
Invited Members
Table Columns
Column | Description |
User | Email address of the invitee |
Date Requested | When the invitation was sent |
Revoke | Button to cancel the invitation |
Revoking Invitations
Click Revoke next to any pending invitation to cancel it. The invitee will no longer be able to accept.
Inviting New Members
Single Invitation
Go to Organization > Members
Click Invite members
Enter the person's Name
Enter their Email address
Select their Specialty
Enter their NPI (National Provider Identifier)
Select their role (Admin, Provider, Billing, or Template Editor)
Click Invite user
What Happens Next
Invitee receives an email invitation
They click the link to create or link their account
Once accepted, they appear in the Current tab
They gain access to organization templates
Bulk Invitations
For adding many members at once:
Go to Members tab
Click the Try a bulk upload link at the bottom
Follow the bulk invite modal instructions
Upload multiple email addresses
All invitations are sent simultaneously
Editing Members
Modify Member Details
Find the member in the Current tab
Click the three-dot menu > Permissions
Update any of the following:
Name
Specialty
NPI (National Provider Identifier)
Role (Admin, Provider, Billing, or Template Editor)
Click Save to apply changes
Change Member Role
Find the member
Click the three-dot menu > Permissions
Change the Role dropdown
Click Save
Role options:
- Admin: Full access to organization settings, members, templates, and analytics
- Provider: Can use organization templates and record encounters
- Billing: Access to billing-related features and reports
- Template Editor: Can create and edit organization templates
Deactivating Members
Deactivate a Member
Find the member in the Current tab
Click the three-dot menu > Deactivate
Confirm the deactivation
What Happens When Deactivated
Member loses access to organization features
Member loses access to organization templates
Member's personal notes remain with their account
Member can be re-invited later if needed
Viewing Member Activity
View Sessions
See a member's recorded sessions:
Find the member
Click three-dot menu > View Sessions
Browse their session history
View Dashboard
See detailed analytics for a member:
Find the member
Click three-dot menu > View Dashboard
View encounter statistics and trends
Member Permissions
Admin Permissions
Admins can:
- Add and remove members
- Change member roles
- Create and edit organization templates
- View all organization analytics
- Manage EHR connections
- Configure Phin agent access
Provider Permissions
Providers can:
- Use organization templates
- Record encounters
- View their own notes and analytics
- Access shared files
- Cannot manage other users
- Cannot modify organization settings
Common Questions
How many members can I add?
Member limits depend on your organization plan. Contact support to discuss limits or upgrades.
What happens to a deactivated member's notes?
Notes belong to the user's account, not the organization. When deactivated, members keep their personal notes but lose access to organization templates.
Can someone be in multiple organizations?
Yes, users can belong to multiple organizations. They can switch between organizations in their settings.
How do I transfer admin rights?
Change another member's role to Admin via Permissions
Then change yourself to Provider (if desired)
At least one admin must remain in the organization
Why isn't my invitation being received?
See our Email and OTP Delivery Troubleshooting guide for email delivery issues.
Best Practices
Onboarding New Members
Send invitation with clear instructions
Schedule brief orientation
Share template guidelines
Have them set their specialty and NPI
Monitor first few encounters
Maintaining Security
Regularly audit member list
Deactivate departed staff promptly
Review admin access quarterly
Use role-appropriate permissions
Managing Large Teams
Use search to find specific members
Set up consistent specialty naming
Ensure all providers have NPI recorded
Document organization policies
Troubleshooting
Invitation Not Received
Check spam/junk folder
Verify email address spelling
Revoke and resend the invitation
Try alternative email address
Member Can't Access Organization
Verify invitation was accepted (check Invited tab)
Confirm they're signed into correct account
Have them sign out and back in
Contact support if issues persist
Can't Change Member Role
Verify you have admin permissions
You cannot demote yourself if you're the only admin
Contact support if issues persist
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Need Help?
For member management assistance, contact [email protected].