Users & Roles
This page covers managing staff accounts and role-based permissions.
Roles Overview
| Role |
Permissions |
| Registered Manager |
Full access — manage staff, configure practice settings, view all patient data, manage appointments, access reports and import tools. Holds overall responsibility for the practice's account, compliance, and user management. Only the Registered Manager can authorise role changes and account recovery. |
| Clinician |
View and update patient records, manage appointments, record clinical notes, issue prescriptions |
| Receptionist |
Manage appointments, register new patients, update demographics, view patient records (read-only for clinical data) |
Adding a Staff Member
- Navigate to Staff in the main menu
- Click Add Staff Member
- Complete the required fields:
- First Name
- Last Name
- Email Address (used as the login username)
- Role (select from the list above)
- Click Save
- The system will send an invitation email to the user with instructions to set their password and MFA
Editing a Staff Member
- Go to Staff and locate the user
- Click Edit next to their name
- Update the relevant fields
- Click Save
Changes to roles take effect immediately.
Disabling a Staff Account
- Go to Staff and locate the user
- Click Disable
- Confirm the action
Disabled users cannot log in. Their historical data (appointments, notes) is preserved.
Password Reset
If a staff member forgets their password:
- Go to Staff and locate the user
- Click Reset Password
- The system will send a password reset email to their registered email address
Alternatively, users can click Forgot Password? on the login page.
Best Practices
- Review active staff accounts monthly and disable any that are no longer needed
- Ensure every staff member has a unique email address — never share accounts
- Assign the minimum role permissions needed for each person's role
- Staff should never share their password or MFA device