Roles allow you to restrict what settings and resources team members have access to within their portal. You can create one role for multiple team members or specific roles for individuals.
- Creating Roles
- Restricting Access to Specific Clients
- Duplicating Roles
- Assigning Roles
- Customizing Team Member Permissions
To add a new role, click on the Profile menu in the top-right corner, then select My Team:
Click Add role to create a new role:
Roles can be defined for the following account types:
- Practitioner - A practitioner has the ability to create and manage resources of their own (e.g. session notes, forms, protocols). This role is available in our Team Plan.
- Administrative User - An administrative user has can manage resources on behalf of practitioners (e.g. a scheduling assistant can create appointments on behalf of a nutritionist in your team).
A role defines a set of permissions that allow team members to view, modify and delete resources. For example, within the Bookings & Packages permission category, you can enable access to view but not the ability to create and update bookings:
Certain permissions may have dependencies that are auto-enabled when the permission is selected. For example, enabling the Clients: Bookings & Packages > View Bookings permission will also enable the Clients: Basic Information > View permission.
Using Role Templates
You can create a role based on one of our existing presets (e.g Scheduling assistant, Bookkeeper). These roles include appropriate permissions for their respective jobs/responsibilities. Select a preset by clicking the magic wand icon in the bottom-left corner of the popup:
Once you've selected a preset, you can then adjust the role to add or remove permissions as needed.
Restricting Access to Specific Clients
You may have team members who work with specific clients within your practice and may want to restrict access to these clients from their portal. Client-specific restrictions work based on Client Tags which can be set up on your My Clients page.
For example, let's say you've created a tag for clients at a specific location ("Green Street Clinic Clients"), you can restrict what resources a specific team member(s) sees by enabling the "Restrict access" checkbox, then select the tag from the list below:
You can then assign the tag to specific clients from your My Clients page. Learn more about working with tags
If your role includes access to view bookings, team members will see some basic information (e.g. name, email address) on all attendees in group sessions regardless of their tags; however, they won't have access to view other details on clients who are not within their tag restriction.
Once you've created a role, you can easily duplicate it by selecting Duplicate from the More options menu next to the role:
Assigning Roles to New Team Members
Once you've created a role, you can invite team members by clicking the Invite people button in the Team Members section:
Enter your team member's contact information then select a role from the drop-down list:
Click Next to assign a role to your new team member. Click Send invite to invite your team member to join your account:
Customizing Team Member Permissions
Advanced Client Restrictions
You can restrict a team member's access to specific clients (based on a tag) by clicking Edit role, then enable the Restrict access to specific clients checkbox.
If the base role also has a client tag restriction, the team member will only have access to clients with both the tag in the base role AND the tag specified here.
For example, you might create a role for nutritionists working with clients at a specific clinic/location, e.g. "Green Street Clinic Nutritionist". The role can be created with a client tag restriction, e.g the tag "Green Street Clinic Clients".
In addition, each nutritionist may have access to a specific subset of clients at Green Street Clinic. In this instance, you can create a tag for each practitioner (e.g. "Adanas Clients") which can be applied directly to their role:
Adana will only have access to clients with both tags Green Street Clinic Clients and Adanas Clients.
Access to Other Team Members Resources
By default, a new practitioner will have access to their resources only (admin users are given access to all team members by default). The following access options are also available when setting up a team member's role:
- All team members
- Specific team members
With advanced permissions, you can specify what access your team member has to other team members' resources. For example, you may want a team member to be able to view your calendar but not have permission to create sessions and personal events on your behalf.
On your My Teams page, click Edit role next to the team member in your account. Select Advanced from the Team member access picklist:
Use the Adjust permissions for... picklist to customize the team member's access to other members of your account.
The permissions available will be a subset of the permissions defined in the base role. For example, if the Green Street Nutritionist role does not include the ability to create invoices, the "Clients: Invoices > Create, Modify" permission will not be available in the Advanced permissions list.
You can use the Bulk actions button to quickly enable/disable the user's access to another team member's resources: