Roles in Practice Better allow you to control what settings and resources team members can access within their portal. You can assign a single role to multiple team members or create specific roles for individuals, ensuring each person has the appropriate level of access.
- Creating Roles
- Duplicating Roles
- Assigning Roles to New Team Members
- Restricting Access to Specific Clients
- Access to Other Team Members' Resources
- Practice Admin Permissions
- Practice Admin FAQ
Creating Roles
To add a new role:
- Click the Profile menu in the top-right corner and select My Team.
- Click Add role to start creating a new role.
Role Types
Roles can be defined for the following account types:
- Team Owner: A Practice Better account must have one owner which corresponds to a clinic owner or practitioner in a solo practice. Billing statements associated with your account will only be sent to the team owner.
- Practitioner: A practitioner (e.g., a Nutritionist or Health Coach) can create and manage their own resources (e.g., bookings, forms, session notes, protocols).
- Administrative Users: An admin user (e.g., scheduling assistant or bookkeeper) can create and manage resources on behalf of a practitioner. An admin user can also adjust basic settings (e.g., notification preferences), create snippets, and chat with other team members (and clients if granted permission).
- Practice Admin: Can manage team members, update permissions, troubleshoot access issues, and oversee subscription settings. You can grant Practice Admin permissions to both existing admin and practitioner roles on your team.
Permissions and Dependencies
Each role defines a set of permissions (view, modify, delete resources).
For example, you can allow a team member to view bookings but not delete them.
Some permissions have dependencies that are automatically enabled. For example, enabling the Clients: Bookings & Packages > View Bookings permission will also enable the Clients: Basic Information > View permission.
Some functions require interrelated permissions that necessitate different permissions being enabled. For example, permissions for Automations and invoice creation are required to set up a payment plan automation, and permissions for Automations and client bookings are required to set up a recurring series of sessions.
Using Role Templates
Start with a preset template (e.g., Scheduling Assistant, Bookkeeper) by clicking the magic wand icon in the bottom-left corner of the permissions pop-up.
Adjust permissions as needed after selecting a template.
Duplicating Roles
To duplicate a role, select Duplicate from the More options menu next to the role.
This allows you to quickly create similar roles with minor adjustments.
Assigning Roles to New Team Members
- Go to the profile menu (top-right corner) and select My Team.
- Invite new team members by clicking Invite people in the Team Members section.
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Select the user type, enter their contact information, and click Next.
- Select a Role and Team member access level from the drop-down list.
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Click Send invite to invite the team member. The invitee will receive an email with activation instructions.
Customizing Team Member Permissions
Restricting Access to Specific Clients
Restrict team member access to specific clients using Client Tags (set up on the My Clients page).
Client tag restrictions can be applied at both the individual level and the Role level. If both the base Role and the individual member have tag restrictions, the team member only sees clients with both tags. Learn more about using permission tags.
- Go to the profile menu (top-right corner) and select My Team.
- Click Edit Role next to a team member's name.
- Enable the Restrict access checkbox then select the relevant tag.
- If you don't see this option available, click Never mind.
Under the Roles & Permissions header, click Edit on the role assigned to that team member.
- Expand the set of permissions under Clients: Administration. Disable Assign Permission Tags. You may apply a client tag restriction here, or click Submit and revisit step 3 above.
- Assign tags to clients as needed; team members will only see resources for clients with those tags.
In this example, the team member George will only be able to see clients with both "George clients" and "Green Street Clinic" tags applied.
In group sessions, team members may see basic information (name, email) for all attendees, but not detailed info for clients outside their tag restrictions.
Access to Other Team Members' Resources
By default, practitioners access only their own resources, and dmin users access all team members by default.
When setting up a role, choose from the following Team Member Access options:
- All team members
- Specific team members: Select from the other practitioner team members in your portal.
- Advanced: Customize access to other members’ resources.
Advanced Access
With Advanced team member access, 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.
- Go to the profile menu (top-right corner) and select My Team.
- Click Edit Role next to a team member's name.
- Select Advanced from the Team member access picklist.
- Use the Adjust permissions picklist to fine-tune access. Only permissions available in the base Role can be assigned in Advanced settings.
- Use the Bulk actions button to quickly enable or disable access to another team member’s resources.
Practice Admin Permissions
The following permission sets may be enabled for any practitioner or admin user in your practice.
- Organization: Company Profile
- Modify Profile, Locations
- Modify Theme, Branding
- Modify Portal Preferences
- Organization: Fax Number
- Manage
- Organization: Managed Billing
- Modify Managed Billing Settings
- Organization: Open API
- Manage API Keys
- Organization: Reports
- View
- Create, Modify
- Organization: Security & Compliance
- Share & Transfer Resources
- Restore Deleted Resources
- View Activity Logs
- Enable Account Assumption
- Manage Regulatory Compliance
- Organization: Subscription & Billing
- View Subscription, Billing & Payment History
- Manage Subscription & Add-ons
- Update Billing Information
- Organization: Tags
- View
- Create, Modify
- Delete
- Organization: Team Members & Roles
- Create, Modify
Practice Admin FAQ
Q: What can a Practice Admin do that a regular admin can't?
A: Practice Admins can manage team members, update permissions, troubleshoot access issues, and oversee subscription settings—tasks that were previously limited to the Team Owner.
Q: Can I assign Practice Admin permissions to an existing practitioner or admin?
A: Yes! You can grant Practice Admin permissions to both admin and practitioner roles on your team.
Q: How many Practice Admins can I have?
A: There is no limit to how many admins that can be made “Practice Admins.” Any admin in your account can be made a practice admin.
The number of team members you can add may be limited by your plan type. Review your plan's features on our pricing page.
Q: Is the Practice Admin feature available on all plans?
A: Practice Admins are available on the Plus and Team plans.