Using Permission Tags

What is a Permission Tag?

A Permission Tag is a tag used to restrict access to specific clients within your Practice Better account. This helps control which clients a team member can view and manage.

You create a tag (e.g., “George Clients”) to represent a subset of clients. This tag can be associated with a team member’s role or directly with the team member. 

Clients are assigned this tag to limit their visibility to only those team members with the corresponding permission tag.

• Associating a Tag with a Role
• Associating a Permission Tag with a Specific Team Member
• Allowing Team Members to Assign Permission Tags To Clients

Associating a Tag with a Role or a Team Member

A tag is considered to be permission-based when it is associated with one or more roles. You can associate tags with roles on your My Teams page.

Associating a Tag with a Role

A role can be associated with one or more team members. For example, you can create a role called “Scheduling Assistant” that allows managing bookings but restricts access to chart notes and protocols.

Suppose you want scheduling assistants to only manage clients from a specific location, such as “Green Street Clinic Clients."

1. First, create the client tag “Green Street Clinic Clients" in your My Clients page.
   
   
2. On your My Teams page, click Edit next to the Scheduling Assistant role.
   
   
   
3. Expand the set of permissions under Clients: Administration.
   Disable Assign Permission Tags.
   
   
   
4. Enable the Restrict access checkbox, then select the appropriate tag from the list.
   

Associating a Permission Tag with a Specific Team Member

You can assign permission tags directly to individual team members to further customize client access.

For example, you have a general role for nutritionists but want to assign specific clients to each nutritionist.

1. Click Edit Role next to a team member's name.
   
   
   
2. Enable the Restrict access checkbox, then select the relevant tag.
   
   
   
3. If you don't see this option available, click Cancel. 
   Under the Roles & Permissions header, click Edit on the Role assigned to that team member.
   
   
   
4. Expand the set of permissions under Clients: Administration.
   Disable Assign Permission Tags. Click Submit to save your changes. 
    
   
   
5. Revisit steps 2-3 above. 
   
   
6. Assign tags to clients as needed; team members will only see resources for clients with those tags.

Allowing Team Members to Assign Permission Tags To Clients

By default, only the team owner can assign permission tags to clients.

To allow other team members to assign tags, they must not have any client tag restrictions applied to their Role. 

1. On your My Teams page, click Edit next to the Role.
   
   
   
2. Expand the set of permissions under Clients: Administration.
3. Enable Assign Permission Tags. Click Submit to save your changes.

Team members with this permission will:

• Have the ability to view all clients in the account (cannot be restricted to a subset).
• Control client access for team members with permission tag-based roles.

Learn more about managing roles and permissions in your Practice Better account.