Roles & permissions
The difference between Staff and Admin, and how doctors are handled separately.
Every account has one of two roles: Staff or Admin. Staff can do the clinical and commercial day-to-day work; Admin additionally manages accounts and roles. Doctors are not a login role — they are configured as providers so they can be scheduled and billed against.
What you can do here
- Assign Staff or Admin to each account
- Restrict user administration to administrators
- Configure doctors as bookable, billable providers
- See who did what through activity entries and attribution
The two roles
| Role | What it allows |
|---|---|
| Staff | Full day-to-day use: patients, agenda, deals, invoices, communication, tasks, workflows and reports. |
| Admin | Everything Staff can do, plus User management: inviting accounts, changing roles and deactivating people who leave. |
Note
New accounts default to Staff. Only an existing administrator can promote someone to Admin.
Doctors are configured, not just assigned a role
Being a doctor in the clinic affects scheduling and billing rather than login rights, so it is set up outside User management.
- Providers and their billing identifiers are maintained under Settings › Providers & Billing
- Working hours are set under Settings › Doctor Scheduling
- Absences are entered under Settings › Doctor Days Off
- Public booking pages exist per doctor once a doctor is bookable
Accountability
Because several people work on the same patient file, the platform records who did what.
- Patients carry a contact owner, so it is clear who is responsible for the relationship
- Notes, comments and activity entries are stamped with the author
- The Activity by User report in Statistics summarises what each account did over a period
- When two people open the same patient file, an editing indicator warns them so changes are not overwritten
Important
Shared logins destroy all of the above. Give every person their own account.
Related pages
Last updated September 2025. Screens may differ slightly depending on your plan and role.