Choosing the right role for each team member

Every team member has one of four roles, chosen when you invite them from Settings > Team. The role sets their starting point. What they can actually open after that is decided by the switches under Access on their own card, and an owner can change those at any time.

The four roles

• Owner. The clinic's administrator. Owners hold everything and cannot be limited. Only owners can reach Settings, billing, the team, integrations, memberships, review settings, the setup checklist and the conversion dashboard.
• Practitioner. The everyday clinical role. Starts with patient records and clinical notes. Not the clinic's finances or reports.
• Prescriber. The same starting point as a practitioner. The difference is not the role: prescribing is set separately under Settings > Prescribing, shown in the Prescriber column of the Staff table, and only a prescriber can approve and send a prescription. A practitioner owner can prescribe too.
• 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 reports.

Practitioners are offered to patients booking online. Prescribers take appointments but are not offered online, so their consultations go in the diary without appearing on your public page. Admin does neither.

The three switches

Go to Settings > Team, open somebody's card, and under Access you will find these. Tick or untick, then press Save access.

• Finance and reports. The Finance ledger and every report. 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, the scribe, and the clinical exports. Bookings, contact details, alerts and chairside payment stay on either way. Practitioners and prescribers start with it on; Admin seats start with it off.

An owner's switches are always on and cannot be changed. There is no switch that hands out Settings: Settings is owner-only and always has been. Changing somebody's role does not reset their switches, because a role change is not a reset. Set the role, then set what they can see.

Changing the Clinical record switch

Because it controls who can read patients' medical records, turning Clinical record on or off for somebody asks you to confirm it is you with two-step verification:

• If you already use two-step verification, you may be asked for the code from your app, then you come back to the Team page. Open their card and press Save access again if the change has not been saved.
• If you have not set it up yet, you are taken to set it up first. It takes about two minutes. See Two-step verification.

Changing only Finance and reports or Rota never asks for a code. Every change to somebody's access is recorded in your audit trail.

A prescriber with Clinical record turned off keeps their prescribing status, but cannot open or sign prescriptions until you turn it back on.

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

Every team member now starts from their role's defaults above, including people who joined before the switches existed. If somebody has lost something they need, give it back with the switches. It takes about ten seconds each.

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

Give people the least role that does their job, then add a switch if they need one. Most clinics need exactly one owner; a second is only worth it if somebody else genuinely runs the business side with you.