Invite Your Team
Invite your team, pick their roles, and get your organization ready for customer assignments.
Once you've picked your Receptionist's number, it's time to invite your team. careCycle works for all kinds of Medicare and ACA agency setups, and you control exactly what each person can see and do.
Invite your team before importing your book
Invite everybody who'll handle service tasks, inquiries, and post-sale work before you import your book of business. That way you can assign customers to them during the import.
Invite Members
Go to Settings > Users, Invites, & Roles. The page has three tabs: Users, Invites, and Roles.
- Invite User invites one person at a time.
- Bulk Import opens Bulk Invite Users, where you upload a CSV with email and role columns to invite a bunch of people at once.
The first time someone logs in without an NPN on file, careCycle asks them to Enter your NPN and their Licensed States. They can skip it, and you can always fill it in later from their profile or the Users tab. It's worth getting, though: NPNs power customer assignments (like assigning customers to the agent whose NPN is on the policy), and licensed states power state-based call routing and assigning customers by state.
Choose Reporting Access
Reporting access comes from the role you give someone. Set up a custom role on the Roles tab, then pick it when you invite someone, or change an existing member's role on the Users tab.
- Reporting: Self covers the member's own assigned policies and work, or calls they handled.
- Reporting: Organization covers reporting for the whole organization. Policies needs this level for Management, Placement, and Carriers, and Calls needs it for Queues & Callbacks.
You set these separately under CRM > Policies and Calling > Calls in the role editor. Organization reporting includes Self. The built-in Owner and Admin roles have Organization reporting, and Agent, CSR, and Manager have Self. To change that for someone, copy a built-in role into a custom role and adjust it.
Heads up on the Home dashboard: by default, only Owners and Admins see the admin dashboard and Ask careCycle (the assistant that answers questions about your numbers). Everyone else gets the agent dashboard. Custom roles can be given either one.
See Roles and Permissions for the full permission matrix and how reporting differs from record Data Filters. The Documentation button on Users, Invites, & Roles opens that guide.
FAQs
Is there a cost to inviting more people?
No. We charge $0 per seat.
Do I need to invite all my LOAs or downlines?
Only if you want them handling post-sale tasks, inquiries, or service work for their own clients and policies.
Will people be able to see my whole book of business?
Not unless you want them to. New members get the Agent role by default, which limits them to the customers that belong to them: customers assigned to them through Customer Assignments, plus customers whose agent NPN matches their own. Everything attached to those customers (Calls, Policies, Inquiries, and Inbox conversations) follows the same rule, and the platform enforces it on the server. Agents also see a customer when they have a direct connection to them, like an appointment on their calendar or an inquiry assigned to them.
Owners, admins, and CSRs see the full book. Managers see the book for the NPNs they manage. Within Roles, you can create custom roles that adjust both the visibility filters (own NPN or managed NPNs) and View and Edit access for each core element in the platform.