Inviting colleagues
In short. You earn invites by logging and confirming real cases, and each one is a personal, single-use link tied to your colleague’s email. An invite shares no patient information.
Case Logbook grows by word of mouth between surgeons. You can invite a colleague to join straight from the app — and you earn invites as you use it.
Sending an invite
Open Settings and find the Invite a colleague card. It shows how many invites you have left. Tap it, enter your colleague’s email, and send.
Your colleague gets a personal email with a link to join. The link is tied to their email address and works once — if it’s forwarded to someone else, it still only sets up an account for the email you entered. That keeps invites personal and stops a link from being passed around.
When they open the link they see that you invited them, pick their specialty, and they’re straight into setting up — no second email. Because the link was sent to their own inbox, clicking it already proves the address is theirs, so it signs them in on the spot. The link is single-use: once they’re in, opening it again offers them a sign-in email instead.
A colleague you invite joins as a provisional member: Case Logbook is free for them during the alpha, and they can earn founding status by logging cases. See Plans and payment.
How many invites you have
You don’t start with a pile of invites to hand out. You earn them as you build up your logbook:
- Log 10 cases and you earn your first invite.
- Get 5 cases confirmed against a settlement sheet and you earn three more.
- Log 20 more cases and you earn another, and another for every further 20 after that.
You can earn up to 5 invites in all. An invite that expires unused comes back to you, so it is never lost.
Your remaining count is shown right on the Invite a colleague card. When you’re out, the card tells you how many more cases earn the next one — log them and it unlocks on its own. Nothing to claim; it just appears.
Invites may be paused for a while. While they are, the card says so and you can’t send, but nothing you have earned is lost. When invites resume, your count is waiting.
You’ll also see a quiet one-line nudge at the top of your Insights page pointing at the next thing your data unlocks — for example, “Log 3 more cases to unlock case-mix insights.” Where a milestone also earns an invite, it says so. It’s a gentle pointer, not a scoreboard: it shows only the next step, you can dismiss it, and it goes away once you’ve passed every milestone.
This is deliberate. Invites are earned by real use, so the people joining are surgeons keeping a genuine case record — not a chain of empty accounts. It keeps the community small, trusted, and growing steadily.
If something doesn’t work
- “Invites are paused for now. Any you’ve earned are kept.” Sending is switched off for a while. Try again later; your earned invites are still yours.
- “No invites left. Log 10 more cases to earn another.” You’ve used your current invites. Log the number of cases it names and the card updates the moment you cross the next rung. With 1 to go it reads “Log 1 more case to earn another.”
- “You’ve used all your invites.” You have reached the limit of 5 earned invites.
- “That colleague already has a pending invite.” They’ve already been invited (by you or through an earlier wave). No need to send another — the existing link still works.
If you don’t have an invite yet
While Case Logbook is invite-only, you don’t need to know someone already inside. Add your email and specialty on caselogbook.com and we email you straight away: usually your invite, or a sign-in link if you already have an account.
If you sign up with an institutional email — your hospital or university address rather than a personal gmail or outlook — you’re flagged for a faster look. It’s a trust signal, not a requirement: a personal email never holds you back, it just isn’t a head start.
What this isn’t
Inviting a colleague never shares any patient information. An invite carries only the colleague’s email and your name, so they know who invited them. Your cases, names, and numbers stay private to you, exactly as always.