Team member access controls whether practitioners can view and work with client records created by other team members. This includes the ability to see client notes, completed forms, protocols, bookings, and other work within individual client files.
In this article:
- What Is Team Member Access?
- Team Member Access vs. Resource Sharing
- How Team Member Access Works
- Where You'll See Team Member Resources
- Viewing & Filtering Team Member Resources
- Related Settings
What Is Team Member Access?
Team member access determines whether you can view and work with the actual client work that other practitioners create in your Practice Better Team account. This includes everything inside a client's record, such as:
- Session notes created for appointments
- Completed intake forms and questionnaires
- Active protocols assigned to clients
- Bookings and appointment history
- Invoices and payment records
- Tasks and follow-up items
- Chat message history
When you have team member access to another practitioner's work, you can collaborate on shared clients, provide coverage when someone is away, or supervise clinical work, depending on your role and permissions.
Team member access is controlled by the "Team member access" setting when configuring roles in Practice Better.
Team Member Access vs. Resource Sharing
Practice Better uses two different but complementary systems for team collaboration. Understanding the distinction between these systems helps you set up your team correctly and troubleshoot access issues.
Resource Sharing – Sharing Your Templates & Tools
When you share a resource (like a note template, protocol template, or form), you're giving other team members permission to use that template in their own practice. Think of this as sharing a recipe – you're giving them the instructions, but they cook their own meal.
What resource sharing controls:
- Whether team members can see and use your templates when working with their own clients
- Whether they can build services, forms, or protocols using your templates as starting points
- Which practice-level tools (packages, coupons, snippets) appear in their account
What resource sharing does NOT control:
- Whether you can see the actual client work they create using your templates
- Whether they can see the client notes, forms, or protocols you've created
- Access to individual client records or appointment details
Team Member Access – Viewing Each Other's Client Work
When you set team member access permissions, you're controlling whether team members can see and work with the actual work within client records created by other practitioners.
What team member access controls:
- Whether you can see another practitioner's client notes, completed forms, protocols, session bookings, etc.
- Whether you can view or edit the actual client work in someone else's client records
- Which practitioners' calendars and availability you can view
- Whether you can manage bookings on behalf of another practitioner
What team member access does NOT control:
- Whether you can use the templates of a team member you have access to
- Whether shared templates appear in your resource lists
- Access to practice-level settings or resources
How They Work Together
A common workflow: George shares his "Initial Consultation” Note Template with his team (Resource Sharing), so they can use it with their clients. When Terry uses the template for her client Notes, George still needs the appropriate Team Member Access permissions to actually read the consultation notes Terry creates using his template.
Another example: An administrative user might have team member access to view all practitioners' bookings and create appointments on their behalf. However, they can't have resource sharing enabled for clinical note templates since they don't create notes themselves.
How Team Member Access Works
Team member access is configured as part of a team member's role. When you create or edit a role, you'll see a "Team member access" setting that offers several options.
Team Member Access Options
[Team member name] only
- The team member can only access their own client records and work
- They cannot see other practitioners' notes, forms, bookings, or protocols
- This is the default for practitioner roles to maintain client confidentiality
- Best for: Independent practitioners who don't need to collaborate on clients
All team members
- The team member can access client work created by any practitioner in your account
- They see all bookings, notes, forms, and protocols regardless of who created them
- This is the default for administrative users who support the entire practice
- Required when granting 'Share & Transfer Resources' permission.*
- Best for: Practice managers, administrative staff, clinical supervisors
📍*If you enable the Share & Transfer Resources permission (found under Organization: Security & Compliance), the team member access setting will automatically lock to "All team members" and can't be changed. This ensures the team member can view all resources across the practice when managing sharing settings.
Specific team members
- The team member can access client work from selected practitioners only
- You choose exactly which team members' work they can view
- They won't see resources from practitioners not in their access list
- Best for: Supervision relationships, sub-teams within larger practices, coverage arrangements
Advanced (customize access to other team members' resources)
- You can specify exactly which types of resources the team member can access from others
- For example: View another practitioner's calendar but not create sessions on their behalf
- Allows granular control over what actions they can take with other members' client work
- Best for: Complex permission scenarios requiring fine-tuned access
How Team Member Access Interacts with Other Permissions
Team member access works in addition to the base permissions set in a role. For example:
- If a role doesn't have "View” permission for “Client Forms," then team member access won't grant them the ability to see clients’ completed forms – even from practitioners they have access to.
- If a role has "View Bookings" but not "Manage Bookings," they can see other practitioners' appointments, if they have Team Member Access, but can't create or modify them.
- Permission tags (client restrictions) still apply – even with "All team members" access, someone restricted to specific client tags only sees those clients.
Learn more about configuring roles and permissions →
Where You'll See Team Member Resources
When you have team member access, you'll see other practitioners' client work throughout Practice Better in two main areas.
Within Client Records
Open any client's file to see work created by all practitioners you have access to. Each tab displays team member resources:
- Notes: Session notes, progress notes, and assessments
- Forms: Completed questionnaires, consents, and surveys
- Protocols: Active meal plans, supplements, and lifestyle recommendations
- Calendar/Bookings: Appointments, session summaries, and booking history
- Billing: Invoices, payments, and transaction records
- Tasks: Follow-up items and automated workflow tasks
- Chat: Message history and shared files
Practice-Level Views
Team member resources also appear in your account-wide pages:
- My Documents: Shows all client folders you have access to, with filtering by practitioner.
- Bookings and Calendar: View other practitioners' availability and scheduled sessions.
- Reports: Aggregate data across team members with individual filtering options.
By default, Practice Better displays resources from all practitioners when you navigate to pages in client files. You can customize this behavior using the filtering preferences described below.
Viewing & Filtering Team Member Resources
Practice Better gives you control over whether you see all team members' client resources by default, or just your own. This helps reduce clutter when navigating client files, especially in larger practices.
Default Behavior
By default, when you open a client's Notes, Forms, Protocols, or other tabs, you'll see resources created by all practitioners you have team member access to.
For example, if you open the Bookings list page of your Practice Better portal, you'll see:
- Your session bookings
- Client sessions scheduled with other practitioners
A practitioner filter dropdown appears at the top of these pages, set to "All practitioners" by default:
Enabling Client Resource Filtering
If you prefer to see only your own resources by default when landing on a page in a client's file, you can enable client resource filtering. This setting applies to your account only and doesn't affect other team members.
- Go to Settings & Preferences > Portal Preferences.
- Check the Enable client resource filtering checkbox.
- Click Save Changes near the top-right of the page.
After enabling this preference, client resources will be filtered to display only resources you've created when you first navigate to a page.
Viewing Resources from Other Practitioners
Even with client resource filtering enabled, you can still view resources created by other team members. Simply select their name from the practitioner dropdown at the top of the page.
The dropdown will show all practitioners you have team member access to. Select a specific practitioner to see only their resources, or select "All practitioners" to see everyone's work.
This filtering applies to:
- Notes
- Protocols
- Forms
- Billing/Invoices
- Tasks
- Any other client-specific resources
📍 Note: The practitioner filter is a view preference only – it doesn't change your underlying team member access permissions. If you don't see a practitioner in the dropdown, you may not have team member access to their work. See Troubleshooting Team Member Access Issues →
Related Settings
Team member access is just one part of Practice Better's team collaboration system. Here are related articles to help you configure and troubleshoot your team setup:
Configuring Team Member Access
- Managing Roles & Permissions for Team Members → Learn how to set up roles and configure the "Team member access" setting
- Restricting Access to Specific Clients → Use permission tags to limit which clients a team member can see
Sharing Templates and Tools
- Sharing Resources with Team Members → Learn how to share note templates, protocol templates, forms, and other practice-level resources
- Mass Sharing Resources → Quickly adjust sharing settings for multiple resources at once
Troubleshooting
- Troubleshooting Team Member Access Issues → Step-by-step guide to diagnose and fix common access problems
- Viewing Shared Documents on the Team Plan → Follow these steps if you need to locate a client document
Team Management
- Inviting and Managing Team Members → Add new team members and assign roles
- Transferring Ownership of Resources → Move templates to another practitioner