Choosing the right role for each team member

Team members have one of four roles; invitations from Settings > Team offer Practitioner, Prescriber or Admin, and an existing owner can make someone an Owner afterwards. The role sets their starting point. An owner can change a non-owner's access using the switches under Access on their card. Some actions remain owner-only, and prescribing status and the booking switches are separate.

The four roles

• Owner. The clinic's administrator. Owners hold full access and their switches cannot be changed. Only owners can manage clinic settings, billing, the team, integrations, membership plans and review settings, or open the setup checklist and conversion dashboard. Staff can view the Reviews page, but changing review settings, moderating reviews and replying to them require an owner. Staff can enrol patients onto membership plans and cancel their memberships from the patient's record.
• Practitioner. The everyday clinical role. Starts with patient records and clinical notes. Not the clinic's finances or money reports.
• Prescriber. The same starting point as a practitioner. Prescribing status is set separately under Settings > Prescribing and shown in the Prescriber column of the Prescribers table; with clinical access, the named prescriber or a prescribing owner can record internal approval, while the prescription itself is issued through the prescriber's own pharmacy system.
• Admin. The front desk, and also where clinics put a practice manager or a bookkeeper. Starts with bookings, patient contact details and chairside payment. Not clinical notes, and not the clinic's finances or money reports.

For a new team member joining through an invitation, the role sets the initial booking switches: Practitioner starts with Takes appointments and Patients can book them online on; Prescriber starts with Takes appointments on and Patients can book them online off; Admin starts with both off. Owners can change these separately on the person's profile afterwards. Someone with Takes appointments off cannot be booked online.

The access switches

Go to Settings > Team > Access on the person's card. You will find these three switches. Tick or untick, then press Save access.

• Finance and reports. The Finance ledger and money reports. Basic appointment reports remain available without this permission; clinical reports require clinical access. Taking a card payment, reading a patient's balance and raising their invoice stay on either way.
• Rota. The Shifts page: everyone's working patterns, time off and extra shifts. No role except owner starts with this, so if one of your practitioners builds the schedule, switch it on for them.
• Clinical record. Treatment records and the face map, photos and compare, prescriptions, clinical documents and completed form answers. Bookings, contact details, alerts and chairside payment stay available either way. A prescriber with this off keeps their prescribing status but cannot open or sign prescriptions.

Changing Clinical record needs a two-step verified session. If asked, enter your authenticator code. If you have not set up two-step verification, you are taken to set it up first. Return to the person's Access card and save the change after verification. See Two-step verification.

An owner's switches are always on and cannot be changed. There is no switch that hands out clinic settings management: that remains owner-only. Making somebody an Owner turns every capability on. Changing an owner to another role leaves their full access in place until an owner edits their switches. Changing between non-owner roles does not automatically restore the new role's defaults; review the switches and press Save access.

Two guardrails

• An owner cannot change their own role. Ask another owner to do it.
• Your clinic's last active owner cannot be demoted. Make somebody else an owner first.

Both exist because nothing else in the app can hand the owner role back. The invite form cannot create an owner either.

Seats you already had

Older non-owner seats that still had unrestricted access were moved to their role's defaults. Existing permissions that had already been set explicitly were kept. If somebody has lost something they need, give it back with the switches.

Roles have nothing to do with your bill

Your subscription counts Takes appointments, the tick box on each person's profile. It is role-independent: an Admin who holds appointments is a billable seat and an owner who does not is not one. See How practitioner seats and billing work.

Choosing well

Choose a starting role, then review the person's Access, prescribing status and booking switches for the work they do. Review access again after changing their role, especially when changing an owner to another role.