Limiting a team member to their own diary

A clinic owner can limit a team member to their own diary, so they only see and manage their own appointments.

Switching it on

1. Go to Settings > Team and open the team member.
2. In the Access section, tick Own diary only.
3. Press Save access.

The option appears only for team members who take appointments (Takes appointments is ticked on their profile) and who are not an owner. Owners always see the whole diary. To give someone the whole diary back, untick Own diary only and press Save access.

Own diary only cannot be combined with Finance and reports. Ticking one unticks the other.

What they see

• The calendar shows only their own appointments and diary blocks. Colleagues' columns are hidden.
• They can book appointments and blocks for themselves only.
• A patient's appointment history, the appointments report, the day sheet and diary exports show only their own appointments, with the note You can only see your own appointments.
• If they can manage shifts, they can change only their own shifts and time off.

Visits shared with a colleague

If a visit includes a colleague's treatment, they can see their own part of it, but they cannot cancel, complete, price, take payment for or invoice the visit as a whole. They see Ask a team member with access to the whole diary to manage this visit.

What stays the same

This limits the diary. It does not hide patients or takings.

• Patient records, alerts, allergies and clinical notes follow the team member's existing permissions.
• A patient's message history is shared, so saved messages can mention a colleague's appointments.
• Shifts still shows colleagues' working hours.
• A completed form keeps the visit summary it was saved with, which can include a colleague's treatment, name and price.
• Anything already viewed, downloaded or sent before the change cannot be taken back.