Staff profiles are the account records for the people who work in your practice: vets, nurses, receptionists, managers, trainers, and other team members. Use them when you need to create a login, keep a team member's contact and professional details accurate, or archive someone who has left.
💡 In short: Go to Settings → Staff → Staff Profiles to add, find, edit, archive, restore, or reset a staff member's profile.
Before You Begin
📍 Permissions required: You need staff management access to add or edit staff profiles. Company administrators can also reset passwords and archive or restore staff from company-level settings.
Staff profiles are for the staff member's identity and account record. Keep the surrounding team setup in its own page so each area stays clean:
Area | Use this when |
Staff profiles | You need to create a staff login, edit contact details, update a visible job role label, add a vet registration number, manage an avatar or signature, reset a password, or archive a profile. |
Roles and permissions | You need to control what someone can see, create, update, approve, or administer in Lupa. |
Staff locations and assignments | You need to add someone to a clinic, remove them from a clinic, or control whether they appear in that clinic's calendar. |
Qualifications and certifications | You need to manage appointment-type eligibility, qualification matrices, or clinical capability rules. |
💡 Role is a label, not access control. Changing a profile from Receptionist to Nurse changes how the role appears in Lupa, but it does not grant new permissions.
Create a Staff Profile
Open Settings.
In Staff, click Staff Profiles.
Click Add.
Complete the required details:
Email: the email the staff member will use to log in.
Password: the initial password for the account.
First Name and Last Name: the name shown across Lupa.
Role: the visible job role label, such as Veterinarian, Nurse, Receptionist, Manager, or Trainer.
Add optional details if they apply:
Phone: the staff member's contact number.
Vet Registration Number: the professional registration number used where clinical documents need it.
Qualifications: any post-nominal letters or credentials, such as MRCVS. These appear after the prescriber's name on written prescriptions.
Appointment Types (optional): a quick per-person appointment-type update, shown in practice-level settings.
Click Save.
🔒 Adding a staff profile creates the login account immediately. It is not an invite-link flow, so share the initial password using your practice's normal secure process.
If you create the profile from a clinic's Settings → Staff Profiles page, Lupa adds the staff member to the current clinic. If you create the profile from company-level Admin Settings → Staff Profiles, add their clinic access separately in Staff locations and assignments.
Field | What to know |
Required. Lupa stores it as the login email and locks it after the profile is created. | |
Password | Required when creating a profile. It must be at least 8 characters and include uppercase, lowercase, and a number. |
First Name / Last Name | Required. These combine into the staff member's display name. |
Phone | Optional. Use the practice's preferred contact number format. |
Role | Required. This is the displayed job title, not the permissions set. |
Vet Registration Number | Optional. It can contain letters, numbers, and forward slashes. |
Qualifications | Optional. Free text, up to 1,000 characters. Whatever you enter here is printed after the prescriber's name on written prescriptions. |
Appointment Types | Optional and practice-level only. Use the qualifications article for wider appointment-type setup. |
Find and View Staff Profiles
The Staff Profiles table shows active staff by default and sorts by name. Use the search box to find someone quickly, or open Filter to narrow the table by phone, email, role, or status.
Column | What it shows |
Name | The staff member's full name. In company-level settings, clicking the name opens the edit form. |
Phone | The stored contact number, if one has been added. |
The login email for the account. | |
Role | The visible job role label. |
Status | Whether the profile is Active or Archived. |
Actions | The row menu for viewing, editing, resetting a password, archiving, or restoring, depending on where you are and your permissions. |
To include archived staff, open the Status filter and select Archived. This is useful when you need to review a former staff member, restore someone returning to the practice, or check whether a person was archived already.
View a Staff Member's Details
In practice-level settings, open the row actions menu and click View to see the staff member's profile page. The details page shows their name, avatar, role, email, phone, and created date, with an Edit button at the top. Company-level settings are designed for administration, so the row name and Edit action open the profile form directly.
Edit Profile Details
Open Settings → Staff → Staff Profiles.
Find the staff member in the table.
Open the row actions menu and click Edit. In company-level settings, you can also click their name.
Update the relevant fields.
Click Save. You can update the staff member's name, phone number, role label, registration number, qualifications, appointment types, avatar, and signature where those fields are available. You cannot edit the login email after the profile has been created; reset the password separately if the staff member cannot sign in.
⚠️ Check signatures carefully. If prescription signatures are enabled for your practice, a saved signature can be used on clinical documents. Only add, replace, or clear it when you are sure it belongs to the correct staff member.
Appointment Types
The profile form may include Appointment Types (optional). Use this only for a quick update on one staff member. For broader setup, bulk changes, or qualification logic, use Qualifications and certifications instead.
Avatars and Signatures
In practice-level edit views, you can add or replace an avatar so colleagues can identify the staff member quickly. If prescription signatures are enabled, you can also manage the active signature on the profile.
Archive or Restore a Staff Profile
Archiving is for staff who should no longer be active in Lupa. It blocks their login, removes them from active staff lists, removes their clinic assignments, and keeps historical appointments, invoices, notes, and audit history attached to the original staff member.
Open company-level Admin Settings → Staff → Staff Profiles.
Find the staff member.
Open the row actions menu.
Click Archive.
If Lupa shows future appointments, select another staff member in Reassign appointments to.
Click Archive to confirm.
⚠️ Check future appointments before archiving. If the staff member has upcoming appointments that are not cancelled, completed, or marked as no-show, Lupa requires you to reassign those appointments before the archive can complete.
To restore an archived staff member, include Archived in the Status filter, open the row actions menu, and click Unarchive. Confirm the action when Lupa asks.
✅ After restoring someone, check Staff locations and assignments. Restoring the profile reactivates the account, but it does not automatically restore the clinic assignments that were removed during archiving.
Reset a Staff Password
Company administrators can reset a staff member's password from company-level Staff Profiles.
Open company-level Admin Settings → Staff → Staff Profiles.
Find the staff member.
Open the row actions menu.
Click Reset Password.
Enter the New Password.
Enter the same password again in Confirm Password.
Click Reset Password.
The new password must be at least 8 characters and include uppercase, lowercase, and a number. Ask the staff member to change it after they next sign in, following your practice's access policy.
Tips
✅ Best practices for clean staff records:
Create the staff profile before assigning the person to appointments, rotas, tasks, or online booking.
Use the staff member's real work email, because it becomes their login email and cannot be edited later.
Treat Role as a job title label, then manage real access in Roles and permissions.
Add the registration number and qualifications for clinicians whose details appear on prescriptions — both fields print on written prescriptions.
Archive staff promptly when they leave, then reassign future appointments during the archive flow.
After restoring someone, add them back to the correct clinics and calendars before their first shift.
Troubleshooting
Problem | What to do |
I cannot see Staff Profiles | You may not have staff management permission. Ask an administrator to update your access in Roles and permissions. |
I can only see active staff | The table starts with Active selected in the Status filter. Add Archived to include archived profiles. |
The email field is greyed out | Login email is locked after creation. If the wrong email was used, contact Lupa support before creating a duplicate profile. |
Lupa will not let me create the profile | Check that the email is valid, the password is strong, and the email is not already attached to another staff profile. |
Changing the role did not change access | Role is only the visible job label. Update access separately in Roles and permissions. |
Archive is asking me to reassign appointments | The staff member has future appointments. Choose another staff member so those appointments remain covered. |
A restored staff member still cannot access the right clinic | Restoring the profile does not restore clinic assignments. Add them back in Staff locations and assignments. |
Appointment types are missing or wrong | Use Qualifications and certifications for the full appointment-type setup and bulk changes. |
Frequently Asked Questions
Is adding a staff profile the same as sending an invite?
No. Adding a staff profile creates the login account immediately with the email and initial password you enter.
Can I change a staff member's login email?
No. The email field is locked after the profile is created. Contact Lupa support if the wrong email was used.
Does archiving delete the staff member's history?
No. Historical appointments, invoices, clinical records, payments, and audit history remain attached to the original staff member.
Does unarchiving restore clinic access automatically?
No. After unarchiving, add the staff member back to the clinics and calendars they need in Staff locations and assignments.
Where do I manage what a staff member can do in Lupa?
Use Roles and permissions. The Role field on a staff profile is a visible job label, not the access-control system.
Where should I manage appointment-type eligibility?
Use Qualifications and certifications for structured appointment-type setup, eligibility rules, and wider changes across the team.