Adding a person is a name, an email and two decisions: are they a practitioner, and what role do they get. Everything else on their page can wait.
Add a user
1
Open Settings, then Users & Practitioners, and Add New User
Enter First name, Last name, Email and Title.
2
Answer Is this user a practitioner?
A practitioner gets a calendar column, can be booked and appears on the booking site. Reception, bookkeeping and admin staff aren't practitioners.
3
Choose the Security role, Business Location and Location access
Save, and Invitation email sent confirms the invitation went out; they set their own password from it. If it couldn't be sent, User added, but the invitation email couldn't be sent. Open the user and select Resend invitation email. Changing a user's email later sends a confirmation to the new address; if that fails, Resend confirmation email on the user tries again. Your subscription allows a set number of practitioners, shown as Up to N practitioners under Subscription.
The user list with practitioners and reception staff, their roles, locations and Active status.
Roles
| Role | Typical person |
|---|---|
| Owner | The account holder: everything, including closing the account. Only one. |
| Administrator | Practice manager: everything the owner can except editing the owner. |
| Practitioner | Clinician: calendar, their patients' clinical work, invoicing and payments; no clinic settings. |
| Power Receptionist | Senior front desk: Receptionist plus void, refund, delete patients, import and export, appointment and patient settings. |
| Receptionist | Front desk: calendar, patients, documents, messages, invoices and payments. |
| Bookkeeper | Accounts: invoices, payments, products, expenses, financial reports, finance settings; no clinical notes. |
| Scheduler | Booking-only staff: calendar, patients, contacts, appointment settings; nothing financial or clinical. |
Every permission, with what it opens and which roles hold it:
| Permission | What it opens | Administrator | Practitioner | Power Receptionist | Receptionist | Bookkeeper | Scheduler |
|---|---|---|---|---|---|---|---|
| patients.view | See patient records and search patients | yes | yes | yes | yes | yes | yes |
| patients.manage | Add and edit patients, archive and restore them | yes | yes | yes | yes | – | yes |
| patients.delete (sensitive) | Delete a patient and everything on their record | yes | – | yes | – | – | – |
| patients.merge (sensitive) | Merge duplicate patients | yes | – | – | – | – | – |
| patients.export (sensitive) | Export a single patient's record and send data access links | yes | – | – | – | – | – |
| patients.clinical.view (sensitive) | Read treatment notes, cases and clinical details | yes | yes | – | – | – | – |
| patients.clinical.manage (sensitive) | Write, complete and archive treatment notes and cases; record consent | yes | yes | – | – | – | – |
| patients.documents.view | Open the Documents section and DICOM images | yes | yes | yes | yes | – | – |
| patients.documents.manage | Upload, describe and archive documents | yes | yes | yes | yes | – | – |
| patients.letters.view | Read letters | yes | yes | – | – | – | – |
| patients.letters.manage | Create, edit, send and archive letters | yes | yes | – | – | – | – |
| patients.communications.view | Read the communication log and telehealth chat history | yes | yes | yes | yes | – | – |
| patients.communications.manage | Send SMS and email to a patient, send forms, change their communication preferences | yes | yes | yes | yes | – | – |
| appointments.view | See the calendar and appointment details | yes | yes | yes | yes | – | yes |
| appointments.manage | Book, move, cancel and mark attendance | yes | yes | yes | yes | – | yes |
| appointments.delete | Delete an appointment outright rather than canceling it | yes | – | – | – | – | yes |
| appointments.waitlist.manage | Add patients to the waitlist and remove them from it | yes | yes | yes | yes | – | yes |
| telehealth.host | Join a telehealth call as the practitioner | yes | yes | – | – | – | – |
| invoices.view | Open invoices and account statements | yes | yes | yes | yes | yes | – |
| invoices.manage | Create, edit and issue invoices, add credit notes | yes | yes | yes | yes | yes | – |
| invoices.void (sensitive) | Void an issued invoice | yes | – | yes | – | yes | – |
| invoices.writeoff (sensitive) | Write off an unpaid balance | yes | – | – | – | yes | – |
| payments.view | See payments and the Payments page | yes | yes | yes | yes | yes | – |
| payments.manage | Take payments and apply account credit; send payment links | yes | yes | yes | yes | yes | – |
| payments.refund (sensitive) | Refund a payment to card, cash or account credit | yes | – | yes | – | yes | – |
| products.view | See products and stock levels | yes | yes | yes | yes | yes | – |
| products.manage | Add and edit products, adjust stock | yes | – | – | – | yes | – |
| expenses.view | See the Expenses page | yes | – | – | – | yes | – |
| expenses.manage | Add, edit and archive expenses | yes | – | – | – | yes | – |
| reports.operational.view | Run the appointment, patient and communication reports | yes | yes | yes | yes | yes | yes |
| reports.financial.view (sensitive) | Run the revenue, payment, tax, expense and credit reports | yes | – | – | – | yes | – |
| reports.clinical.view (sensitive) | Run the clinical and compliance reports | yes | yes | – | – | – | – |
| reports.audit.view (sensitive) | Run the audit log report | yes | – | – | – | – | – |
| reports.export | Export a report to CSV or a connected drive | yes | – | – | – | yes | – |
| contacts.view | See the Contacts list (referrers, insurers, suppliers) | yes | yes | yes | yes | – | yes |
| contacts.manage | Add and edit contacts | yes | – | yes | yes | – | yes |
| broadcasts.view | Open the Broadcasts page and sent broadcasts | yes | – | – | – | – | – |
| broadcasts.send | Compose and send a broadcast | yes | – | – | – | – | – |
| staffhub.view | Read and reply on the Staff Hub | yes | yes | yes | yes | – | yes |
| staffhub.manage | Edit or delete anyone's Staff hub posts and replies (everyone can edit or delete their own) | yes | – | – | – | – | – |
| users.view | See the Users & Practitioners list | yes | yes | yes | yes | yes | yes |
| users.manage (sensitive) | Add, edit, deactivate users; change roles, passwords and two-factor settings | yes | – | – | – | – | – |
| settings.clinic.manage | General Settings, Business Information, Holidays & Closures, Close account | yes | – | – | – | – | – |
| settings.appointments.manage | Online Bookings, Appointment Types, Unavailable Blocks, Recall Types | yes | – | yes | – | – | yes |
| settings.patients.manage | Concession Types, Referral Sources, note, form, consent, body chart and letter templates, Custom Patient Fields | yes | – | yes | – | – | – |
| settings.patients.privacy.manage (sensitive) | Patient Privacy | yes | – | – | – | – | – |
| settings.finances.manage | Billable Items, Invoice Settings, Payment Types, Taxes, Promotions | yes | – | – | – | yes | – |
| settings.communication.manage | Message templates and SMS templates | yes | – | – | – | – | – |
| settings.sms.manage (sensitive) | SMS settings, credits and top-ups | yes | – | – | – | – | – |
| settings.data.manage | Autocomplete Labels and Documents & Printing | yes | – | – | – | – | – |
| settings.integrations.manage | Apps Integration (clinic-wide apps) | yes | – | – | – | – | – |
| data.import (sensitive) | Data Imports | yes | – | yes | – | – | – |
| data.export (sensitive) | Data Exports | yes | – | yes | – | – | – |
| subscription.view | See the subscription page | yes | – | – | – | yes | – |
| subscription.manage (sensitive) | Change plan, cards and cancel | yes | – | – | – | – | – |
| dashboard.view | The dashboard | yes | yes | yes | yes | yes | yes |
(sensitive) marks permissions that touch money, clinical records, exports or security. The main owner has every permission whatever their role. The same list is in Your role and permissions.
Give the narrowest role that covers a normal day. Someone who needs one extra thing occasionally is better served by an administrator doing it than by a wider role all year.
A user's settings
- Location access: All locations in the clinic or Their assigned location only; it controls which locations' appointments, reports, and data this user can see. Clinic-wide lists such as services, templates and appointment types can still be edited by someone limited to one location if they hold the matching settings permission.
- Patient record access: All patients in the clinic or Only patients assigned to them, which restricts this practitioner to their own appointments, notes, and patients.
- Practitioner configuration: Designation (displayed beneath the practitioner's name on invoices), Department, Default appointment type, Show in online scheduler, Availability, and Invoice permission and Letterhead permission.
- E-signature: drawn once, it appears on PDF letters and document templates.
- Reminders & notifications: Daily appointment summary (a morning digest of the day's schedule), Cancellation alerts, Booking reminders, each with Alert via email or SMS, and ClinyPal marketing.
- Security: password, Two-factor authentication, Passkeys and Linked accounts for Google or Microsoft sign-in. Changing another user's password asks for your own first.
Deactivate stops someone signing in while keeping their history; for a practitioner it first deals with their appointments, see Deactivate a practitioner. Activate reverses it.