ClinyPal has six fixed roles. You pick one role for each person on your team, and the permissions inside a role can't be edited. Two settings on each person's page then narrow what they see, and the main owner of the account always has full access.
- The two settings that narrow a role for each person
- Why the main owner always has full access
- What each of the six roles can see and change
Choosing a role
Each person has one role, chosen when they're added and changeable later by an administrator on their user page. The role decides which pages and actions they get. It isn't the same as being a practitioner, which only decides whether patients can be booked with them: a receptionist who also treats is a practitioner with the Receptionist role.
Two settings for each person
On top of the role, two settings on a person's user page narrow what they can reach:
- Locations: their own location only, or all locations.
- Patient record access (practitioners): set to Only patients assigned to them, they see only their own patients, appointments, notes and letters.
Both are on the person's user page once they've been added, not on the add form; see Invite your team.
The main owner
The person who signed the clinic up is the main owner. The main owner always has full access, whatever role is set: every permission, every location and every patient.
What each role can do
✓ = allowed · View = can see but not change · — = not allowed
| Administrator | Practitioner | Power receptionist | Receptionist | Bookkeeper | Scheduler | |
|---|---|---|---|---|---|---|
| Patients | ||||||
| See patients | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Add and edit patients | ✓ | ✓ | ✓ | ✓ | — | ✓ |
| Delete patients | ✓ | — | ✓ | — | — | — |
| Merge duplicate patients | ✓ | — | — | — | — | — |
| Export the patient list | ✓ | — | — | — | — | — |
| Clinical record (notes, allergies, body charts) | ✓ | ✓ | — | — | — | — |
| Documents | ✓ | ✓ | ✓ | ✓ | — | — |
| Letters and referrals | ✓ | ✓ | — | — | — | — |
| Text and email patients | ✓ | ✓ | ✓ | ✓ | — | — |
| Appointments | ||||||
| See, book and move appointments | ✓ | ✓ | ✓ | ✓ | — | ✓ |
| Delete appointments | ✓ | — | — | — | — | ✓ |
| Manage the waitlist | ✓ | ✓ | ✓ | ✓ | — | ✓ |
| Host video visits | ✓ | ✓ | — | — | — | — |
| Billing | ||||||
| Create invoices, take payments | ✓ | ✓ | ✓ | ✓ | ✓ | — |
| Void invoices | ✓ | — | ✓ | — | ✓ | — |
| Write off balances | ✓ | — | — | — | ✓ | — |
| Refunds | ✓ | — | ✓ | — | ✓ | — |
| Products and stock | ✓ | View | View | View | ✓ | — |
| Expenses | ✓ | — | — | — | ✓ | — |
| Reports | ||||||
| Day-to-day reports (appointments, patients) | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Financial reports | ✓ | — | — | — | ✓ | — |
| Clinical reports | ✓ | ✓ | — | — | — | — |
| Audit log | ✓ | — | — | — | — | — |
| Export reports | ✓ | — | — | — | ✓ | — |
| Team and communication | ||||||
| Contacts (referrers, suppliers) | ✓ | View | ✓ | ✓ | — | ✓ |
| Broadcasts (newsletters, announcements) | ✓ | — | — | — | — | — |
| Staff Hub | ✓ | View | View | View | — | View |
| See staff | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Add and manage staff | ✓ | — | — | — | — | — |
| Settings and account | ||||||
| Appointment settings | ✓ | — | ✓ | — | — | ✓ |
| Patient settings | ✓ | — | ✓ | — | — | — |
| Finance settings (taxes, payment types) | ✓ | — | — | — | ✓ | — |
| Clinic, privacy, communication, SMS, integrations and data settings | ✓ | — | — | — | — | — |
| Import and export data | ✓ | — | ✓ | — | — | — |
| See the subscription | ✓ | — | — | — | ✓ | — |
| Change the subscription | ✓ | — | — | — | — | — |
| Dashboard | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
The sensitive permissions are the ones the table keeps tight: clinical data, deleting, merging, exporting, voids, write-offs, refunds, financial, clinical and audit reports, staff management, privacy and SMS settings, data import and export, and subscription changes. Opening a patient's record, a note or a letter is in the audit log with who did it and when, and so is every change, whatever the role.