Roles and Access

What can each role do in Metanoa?

Each role in Metanoa is designed for a specific type of work at your clinic. Here's what each one can do.

Role Breakdown

• Owner has full control over everything, including billing, settings, adding branches, and managing all team members and clients across the organization
• Admin can manage team members, departments, and most settings within their branch, but may not have access to organization-wide billing or settings
• Therapist can access their assigned departments, view their clients, write therapy notes, and manage their own schedule
• Frontdesk can manage the appointment calendar, handle client registration, and view basic client information, but cannot access clinical notes

Good to Know

• Role names are labels for permission sets, and you can customize what each role can do
• Only Owners can add new branches or change organization-level settings
• Frontdesk users can see that appointments exist but not what happened during them

Related Topics

• What's the difference between Owner and Admin?
• How do I customize what each role can do?

How do I change someone's role?

Roles aren't permanent! You can update a team member's role anytime their responsibilities change.

Let's Change Their Role

1. Go to Settings and click on People or Staff
2. Find the team member and click on their name
3. Click the Role dropdown and choose their new role
4. Click Save and the change takes effect right away and you're all set!

Good to Know

• The new role applies immediately, so they'll see different options on their next action
• Changing a role doesn't affect their past notes, signatures, or completed work
• Only Owners and Admins can change other people's roles

Related Topics

• What does each role mean in Metanoa?
• If I change a role, will it affect their past notes?

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How do I control what each role can see and do?

You can customize the permissions for each role to match how your clinic operates.

Let's Customize Permissions

1. Go to Settings and click "Roles & Permissions"
2. Pick the role you want to customize, like Therapist or Frontdesk
3. Review the permission options for features like Client Profile, Assessments, Goals, Sessions, and Billing
4. Adjust the access levels for each feature
5. Click Save and your changes apply to everyone with that role and you're all set!

Good to Know

• Changes affect all team members with that role
• You can give View Only access to some features and Edit access to others
• Be careful when removing permissions since it affects everyone with that role immediately

Related Topics

• What can each role do in Metanoa?
• Where can I see role permissions and access details?

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What's the difference between Owner and Admin?

The main difference is scope. Owners have organization-wide control including billing, adding new branches, and managing everything across all locations. Admins have strong access within their branch but cannot change organization-level settings or billing.

Good to Know

• There can be multiple Owners if you need shared top-level control
• Admins are great for branch managers who need local control without organization-wide access
• Only Owners can add new branches or change billing settings
• The Owner role has special access to all departments automatically, even restricted ones

Related Topics

• Can I add more than one Owner?
• What can each role do in Metanoa?