Absolute basics

Understanding Roles and Permissions

What's the difference between a role and a permission?

A role is the job title or function like Therapist or Front Office, and permissions are the specific things that role can do like View or Edit or Delete for each feature.

Can I give someone access to just one feature?

Yes, you can customize permissions for each feature separately so someone might have Edit access to Calendar but only View access to Reports.

Do I need to set permissions for every single person? No, you set permissions once for the role and then assign that role to team members, so everyone with the Therapist role automatically gets the same access.

Setting Up Roles

How many roles should I create? Most clinics start with 3-5 basic roles and add more as needed, so don't overthink it at first.

Can I copy an existing role to save time? Not yet, but you can use an existing role as a reference while setting up a new one.

What happens if I change a role's permissions after assigning it to people? The changes take effect immediately for everyone with that role, so they'll gain or lose access right away.

Department Access

Can I be assigned to multiple departments? Yes, you can work in as many departments as needed, and you'll have full Edit access to client information in all your assigned departments as per your permissions.

What if I don't want to see other departments at all? Your Admin can adjust your role's Access Non-Assigned Departments setting to No Access, which means you'll only see information from departments you're explicitly assigned to.

Why am I seeing a client's SLT notes if I'm an OT therapist? That's access via association working, so you can see the complete picture of the client's care even though Psychology isn't your assigned department.

Access Via Association

Why can't I edit notes in a department I can see? Your role's Access Non-Assigned Departments setting is likely set to View Only, which lets you see information but not change it. If you need edit access, ask your Admin to add you to that department.

Can I turn off access via association just for myself? Not individually, but your Admin can adjust the Access Non-Assigned Departments setting for your role, which will affect everyone with that role.

What if I want access via association for most departments but not all? Your Admin can make specific departments like Psychology visible only to their members, which creates an exception to the general access via association rule.

Here's how to set it up:

• Go to Settings, click on Departments, select the department you want to restrict like Psychology
• Find the Visible only to members setting and turn it to Yes, then click Save.

Now only staff assigned to Psychology can see that department's information, even if they share clients with therapists from other departments, while all your other departments still use normal access via association.

Restricting Department Access

What's the difference between Access Non-Assigned Department = No Access and Department is Visible only to members? No Access turns off cross-department viewing for an entire role, while Visible only to members restricts just one department so only staff working there can see it.

Can I have some roles with access via association and others without? Yes, you can set Access Non-Assigned Departments differently for each role, so your Therapists might have View Only access while your Front Office has No Access.

If I make Psychology visible only to members, can the clinic Owner still see it? Yes, the Owner role has special access to all departments automatically, even restricted ones like Psychology, because they need full visibility to manage the clinic. Think of it as the Owner being assigned to every department by default. Heads up though, the Owner role is powerful so use it with care. Even if you're the actual clinic owner, consider using a different role like Admin for your day-to-day work and only switch to Owner when you need to do system maintenance or clinic-wide management tasks.