Als Heidi-beheerder hebt u een speciale set tools tot uw beschikking om teamleden aan te nemen, te beheren en Heidi voor iedereen in uw team in te stellen. Deze video leidt u door alles wat u moet weten om uw team soepel te laten draaien.
Roles in Heidi
There are three roles in Heidi: Clinician, Assistant, and Administrator. Only administrators can access and manage team settings.
Accessing your team portal
Navigate to the User Menu > Team in the left-hand menu to open your team portal. Here you'll see a full list of everyone currently in your team.
Adding a team member
Select Add team member in the top right corner of your team portal. Enter the user's email address, select their role (Assistant, Clinician, or Admin), and hit Send invite.
The user will receive an invitation to their inbox. They'll need to accept it to join the team.
A few things to know about invitations:
Invitations are valid for 30 days
You can check acceptance status from the team portal — pending users will appear greyed out, with the remaining days of their invitation shown
If an invitation has expired, you can resend it directly from the portal
If you're unable to add a team member, reach out to your Customer Success team, or the Heidi support team for assistance.
Team settings
Select Team settings in the top right of your team portal to access your global team controls.
Session viewing
When enabled, selected roles can view other clinicians' sessions — useful for assistants or administrative staff helping with downstream documentation, or for auditing and review purposes.
You can control which roles have this access: Administrator only (the default), Assistants, or everyone on the team. When enabled, a Me icon appears at the top of the Sessions panel — clicking it reveals a dropdown of all clinicians, allowing you to select whose notes you'd like to view.
Note that you cannot edit a clinician's primary note or transcript. You can only assist with generating downstream documentation or copying notes into an EHR.
Data management
This setting controls how frequently data is deleted across your entire team. When enabled, you can set a deletion schedule between 1 - 90 days. If disabled, data is stored in Heidi indefinitely.
When a team-level data schedule is set, clinicians' individual data settings will be greyed out and overridden by the team policy.
Important: Once data is deleted, it cannot be restored. Only adjust this setting if you're confident in your organisation's data retention requirements.
Multi-factor authentication (MFA)
When MFA is enabled for your team, clinicians will be prompted to set up an additional layer of authentication when signing in — via email, phone number, or an authenticator app.
Patient consent verbal pop-up
When enabled, clinicians will see a pop-up at the start of each session with guidance on how to advise their patient about the use of AI. Once consent has been received, they dismiss the pop-up and proceed with the session.
💡 Note: You may wish to implement additional consent processes in line with your clinic's policy — such as a registration form. Heidi does not enforce specific consent requirements; any processes should align with your organisation's own policies.
Content footer
Enables a verbatim line of text to be automatically appended to the end of all notes and documents generated by clinicians in your team. Useful for adding standard disclaimers or compliance statements.
Team templates
As an admin, you can share templates across your entire team. To do this, go to Template Library in the left-hand menu, open the template you want to share, and change its visibility to Team. This makes the template available to everyone in your team immediately.