Overview
The platform uses a role-based access control system with four distinct roles and 12 permission areas. Each role comes with sensible defaults, and Admins can customize individual staff permissions when needed.Roles
The platform defines four roles, each designed for a specific function within the clinic:Admin
Full clinic management including billing, staff, settings, and all clinical and
operational features. Typically the clinic owner or practice manager.
Doctor
Clinical records, patient care, appointments, and most financial operations.
Focused on the clinical workflow.
Receptionist
Scheduling, patient check-in, billing, and front-desk operations. Designed for
non-clinical staff who manage day-to-day logistics.
Patient
Portal access to view their own records, appointments, invoices, and messages.
Patients cannot access other patients’ data or clinic operations.
Permission areas
The platform defines 12 discrete permission areas that control what each user can see and do:| # | Permission area | Description |
|---|---|---|
| 1 | View appointments | See appointment schedules and details |
| 2 | Edit appointments | Create, modify, and cancel appointments |
| 3 | View patients | Access patient profiles and demographics |
| 4 | Edit patients | Create and modify patient records |
| 5 | View billing | See invoices, payment history, and financial reports |
| 6 | Process payments | Record payments, issue receipts, manage balances |
| 7 | View reports | Access clinic analytics and operational reports |
| 8 | View clinical records | See treatment plans, dental charts, and clinical notes |
| 9 | Edit clinical records | Create and modify clinical documentation |
| 10 | Manage inventory | Track supplies, stock levels, and procurement |
| 11 | Send messages | Communicate with patients and staff via messaging |
| 12 | Manage lab cases | Create, track, and manage dental lab orders |
Default permissions by role
The following table shows which permissions are granted by default for each clinic-level role:| Permission area | Admin | Doctor | Receptionist |
|---|---|---|---|
| View appointments | Yes | Yes | Yes |
| Edit appointments | Yes | Yes | Yes |
| View patients | Yes | Yes | Yes |
| Edit patients | Yes | Yes | Yes |
| View billing | Yes | Yes | Yes |
| Process payments | Yes | Yes | Yes |
| View reports | Yes | Yes | Yes |
| View clinical records | Yes | Yes | No |
| Edit clinical records | Yes | Yes | No |
| Manage inventory | Yes | No | Yes |
| Send messages | Yes | Yes | Yes |
| Manage lab cases | Yes | Yes | No |
- Admin — All 12 permissions
- Doctor — 11 permissions (excludes Manage inventory)
- Receptionist — 9 permissions (excludes View clinical records, Edit clinical records, and Manage lab cases)
The Patient role has a separate, limited set of portal permissions. Patients can only
view their own appointments, invoices, treatment history, and messages. They cannot access
other patients’ data or any clinic management features.
Customizing permissions
Admin only — Admins can override default permissions for individual staff members.Per-user overrides
Default role permissions serve as a starting point. Admins can grant or revoke specific permissions for any staff member, creating a custom permission set that differs from their role’s defaults.In the Permissions section, toggle individual permissions on or off. Changes override
the role defaults for this specific user only.
Common customization examples
Give a Doctor access to inventory
Give a Doctor access to inventory
By default, Doctors cannot manage inventory. If a Doctor is also responsible for
ordering supplies, grant them the Manage inventory permission from their profile.
Restrict a Receptionist from processing payments
Restrict a Receptionist from processing payments
If a Receptionist should only view billing but not record payments, revoke the
Process payments permission from their profile.
Grant a Receptionist read-only access to clinical records
Grant a Receptionist read-only access to clinical records
If front-desk staff need to reference clinical notes (for example, to assist with
insurance paperwork), grant View clinical records without Edit clinical records.
Role assignment
Roles are assigned when a user is invited or their account is created. To change a staff member’s role after the fact:- Navigate to Settings > Staff
- Click on the staff member
- Update their Role from the dropdown
- Save changes
Frequently asked questions
Can I create custom roles?
Can I create custom roles?
The platform does not support custom role creation. However, the per-user permission
override system lets you tailor access for any individual staff member beyond their
role defaults.
Who can change permissions?
Who can change permissions?
Only Admins can view and modify staff permissions. Doctors and Receptionists cannot
change their own or others’ permissions.
Can a user have multiple roles?
Can a user have multiple roles?
No. Each user has exactly one role per clinic. Use per-user permission overrides to
expand or restrict access as needed.
Do permission changes take effect immediately?
Do permission changes take effect immediately?
Yes. Permission changes apply on the staff member’s next page load. They do not need
to log out and back in.
Related articles
- Inviting Staff — Add team members and assign roles during the invitation process
- Clinic Setup — Configure clinic settings that Admins manage
- Trial & Subscription Plans — Understand user limits per plan tier