Create a Chartnote team and invite members

Create a Chartnote team and invite members

Create a Chartnote team, pay for seats, and invite Members, Admins and Assistants.

Who this is for: Team Admins · Plans: Team Max, Enterprise · Where: Web (app.chartnote.com)

1. Create the team

  1. Click your avatar in the bottom-left corner to open the account menu.
  2. Open the context dropdown (it shows your current context, for example Personal) and, under Settings, choose Create team.
  3. On Team configuration, enter the Team name and choose the Type: Company or Educational.
  4. Under Contact Information, select Same as account owner, or enter a first and last name, phone and email. Click Next.
  5. On Checkout, choose the number of seats and Monthly or Yearly billing, then pay by card.

Team plans are also listed in Settings → Billing & Plans on the Team & Enterprise tab.

Note: You can't invite anyone until the team is paid for.

2. Invite people

The Team icon appears in the left sidebar only when you're in your team context. To switch, click your avatar in the bottom-left corner to open the account menu and choose your team in the context dropdown.

  1. Click Team in the left sidebar to open Team Management.
  2. Click Invitations.
  3. Choose the Members tab (clinicians and Admins) or the Assistants tab.
  4. Click Invite. You can also click Invite on Team's Dashboard or the Seats page.
  5. In Invite a user to this team, enter the Email and choose a Role.
  6. Optional: choose Groups. This field becomes available after you enter an email.
  7. Click Save.

Each invitation shows a status: Waiting for reply, Accepted, Cancelled or Rejected. You can Resend or Cancel, filter and search, and download a CSV. Invitation links open app.chartnote.com.

Assistant seats

Each paid seat (Member or Admin) includes one assistant seat at no extra cost. Assistants record intake and hand it off to a clinician; they can't create notes.

To link an assistant to a primary clinician:

  1. Click Team in the left sidebar to open Team Management.
  2. Click Seats, then Assistants.
  3. In the assistant's row, use the action that opens Change primary clinician.
  4. Select a clinician in Primary clinician and click Save.

This is the clinician the assistant primarily works with. The assistant can still be assigned to others when needed.

Require MFA

Admins can require MFA in Team Management: click Team in the left sidebar, then Settings. People who join through the invitation can't choose "Not now."

What invitees see

  • New to Chartnote: create an account from the invitation email.
  • Signed out: sign in first, then accept.
  • Signed in: Accept or Reject.
  • Signed in as someone else: "Please log out and accept the invitation again."

Troubleshooting

Someone didn't get the invitation.

Ask them to check Spam or Junk, confirm the email address, and use Resend.

I invited an assistant as a Member by mistake.

There's no direct switch. Once they've accepted, remove them from the Member seat, then invite them from the Assistants tab.

Tip: Give the Admin role only to people who need billing and user-management access. Admins can't see clinicians' notes unless the notes are shared with them.

Last reviewed: October 2026 · Applies to Chartnote 3.0