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User roles — who can do what

Every person in your clinic has a role, and the role decides what they can see and do. This keeps patient data safe and stops accidents.

The roles​

Admin​

The clinic manager account. Can do everything:

  • Add and remove staff, change anyone's role
  • Change clinic settings, logo, and integrations
  • See and edit all patients, appointments, and money matters
  • Delete enquiries and appointments (nobody else can delete)

Most clinics need only one or two admins.

Staff (front desk / reception)​

The day-to-day workers. Can:

  • Answer enquiries, message and call patients
  • Create and edit patients
  • Book, move, and cancel appointments for any doctor
  • Create invoices and take payments

Cannot: change clinic settings, manage users, or delete records.

Doctor​

Doctors get their own simplified menu — the Doctor Portal — showing only their own work:

  • My Calendar / My Appointments — their bookings, nobody else's
  • My Patients / My Enquiries — people they treat
  • My Schedule — set their own working hours and extra hours
  • Integrations — connect their own Google Calendar or Zoom
  • My Profile — their photo and details

A doctor can never see another doctor's calendar or change clinic-wide settings.

Custom roles​

Admins can fine-tune what a role is allowed to do under Administration → Roles. For example, you could make a "Senior receptionist" role that can also manage treatments.

Changing someone's role​

Only an admin can do this — see Managing users.

Common questions​

A staff member left the clinic — what do we do? Don't delete their account — deactivate it (Users page). Their history stays, their access stops immediately.

Can one person be both doctor and admin? Ask your administrator to set up their account with the access they need; roles can be adjusted on the Roles page.

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