What an Admin seat can and cannot see

The Admin role is built for the front desk: everything needed to run the day, and none of the business back office or the clinical record. Look for Admin in the Role dropdown. It is the role clinics also give to a practice manager or a bookkeeper, which is why it is not called Reception.

What an Admin seat can do

The working clinic: the Dashboard, Calendar, Patients, Waitlist, Messages, Forms, Stock and Refer & earn. That covers booking patients in, running the diary, answering messages, sending and chasing forms, and keeping contact details tidy.

It also covers money at the chair: recording a payment on an appointment, reading a patient's balance and raising their invoice. Somebody at the desk has to be able to take a card for the patient standing in front of them.

Patient alerts, including allergies, are always shown to Admin seats, because they matter when booking.

What an Admin seat cannot do

A new Admin seat starts without these permissions:

• The clinical record. Treatment records and the face map, photos and compare, prescriptions, clinical documents, completed form answers, the scribe and clinical exports. Prescriptions is not in their menu.
• Finance and reports. Finance is not in their menu, and the page refuses them if they reach it by typing the address. Reports stays in the menu for the basic appointment reports, but the money reports inside it refuse them.
• Shifts. The rota is everyone's working patterns, time off and extra shifts, and it sits behind its own switch.

Separately, and whatever the switches say, Settings, Conversion and the Get started checklist are owner-only. Apart from Reports, everything they cannot open is hidden from their menu rather than shown and blocked, so nobody walks into a dead end.

An owner can give any of it back

1. Go to Settings > Team > Access on the person's card.
2. Tick Finance and reports, Rota or Clinical record as needed. Clinical record controls the protected surfaces listed above.
3. Press Save access.

A bookkeeper is an Admin seat with Finance and reports turned on. That is why there are switches instead of more roles.

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.

If somebody should be treating patients rather than running the desk, give them the Practitioner role. Their own column in the diary is controlled separately by Takes appointments on their profile.

The seat is not free, and never was free because of the role

What you pay for is Takes appointments, the tick box on each person's profile, not their role. An Admin who holds appointments is a billable seat; an owner who does not hold appointments is not. Front desk staff who never appear in the diary cost nothing, whatever they are called. See How practitioner seats and billing work.