Create Roles and Permissions

The Roles & Permissions feature allows you to define what Team Members can see and do within the platform.

Each Role is made up of specific permissions, which determine the level of access a Team Member has to different parts of the platform.

✅ How to Create or Edit a Role

Go to Administration → Roles & Permissions
To create a new Role, click the + Role button

To edit an existing Role, click the ••• menu beside the Role name and select Edit
In the Role Permissions modal:
- Enter a Role name
- Select the relevant permissions by ticking the checkboxes
Click Save to apply the changes

🔐 Available Permissions Explained

Activities – View and access patient Activities
Administration – Access administrative functions like Team Member Management, Role configuration, and Case Note Template creation. Also gates Form Management.
Assessments – Access the Assessments tab on a patient's record
Billing – Access billing features — create and edit Billable Services, manage Invoices, and connect your Organisation's Stripe account
Case Notes – Create, edit, and view Case Notes for patients
Check Ins – View patient check-ins
Communication – Access the Communication tab on a patient's record, which houses that patient's Messaging and Pinned Notes
Create Patient – Permission to create a new patient profile
Delete Patient – Ability to delete a patient record (use with caution)
Doc And Forms – Send, view and manage patient Documents and Forms. Note that Form Management — building and editing the Forms themselves — is gated by Administration instead.
Group Programs – Create, edit and manage Group Programs, including enrolments and attendance
Messaging Management – Create Group Channels, and edit and delete message posts.
Patient Access Log – View the Access Log, the record of which Team Members have viewed each patient record and for how long. Must be combined with the Reporting permission, and requires the Access Log extension on your Organisation's plan.
Patient App Config – Access the Patient App Configuration widget on a patient's Patient Overview screen
Patient Journeys – Build and manage Patient Journeys and their Stages. Team Members without this permission can still see which Journey a patient is enrolled in.
Patient Management – Create, edit and configure Patient Groups, and manage Pending Patients
Portal Management – Manage content and settings within the Patient Portal
Posts – Create and publish Posts to patients' My Feed.
Reporting – View organisation wide usage, appointments, assessment and form data, and access the Reporting tab including Export History which is required to export data.
Team Calendars – Access calendars and availability settings for all Team Members and create and manage bookable services
View All Patients – Grants access to view all patients in the system, regardless of whether the Team Member is part of their Care Team or their Patient Group
View Locked Case Notes – View Case Notes that have been locked, in addition to those the Team Member authored themselves

🔒 System Roles

Some roles may be marked as System Role - these are pre-configured and cannot be deleted.