The thing to understand first
Enforcement is opt-in, per person. A staff member you have never saved in this sheet is unrestricted — no permission checks apply to them at all. The sheet tells you so before you touch anything, under the heading Saving starts enforcing:This team member is currently unrestricted — no permission checks apply to them. Saving this sheet turns enforcement on: from then on they can only do what is switched on here.That is why a newly invited colleague can often do more than you expected. The fix is to open their sheet and save it, not to change their role.
Set someone’s permissions
1
Open their sheet
On Staff Members, open the row’s Actions menu and choose Permissions. The sheet is titled with their name and reads “What they may do on the pages their role already opens.”
2
Work down the groups
The switches are grouped by the part of the business they belong to, and the groups differ by edition — see the tables below. The starting position comes from their role’s defaults, and the sheet says which: “The switches start from the Clinic Biller defaults.”
3
Save
The button reads Save and start enforcing the first time and Save changes afterwards. You get a confirmation that permissions are now enforced for them.
Return someone to unrestricted
Select Unrestrict… in the same sheet. The confirmation is explicit: “This stops enforcing permissions for them entirely — they return to unrestricted, exactly as before they were first saved here. You can start enforcing again at any time by saving this sheet.” Confirm with Unrestrict. This is a full release, not a reset to defaults. It is the right move when someone’s job has changed and you would rather start again than unpick a dozen switches.When we add new capabilities
New acts get added to the product as it grows. For anyone already governed, a new capability arrives switched off and badged New — “New since last saved” — with a line at the top of their sheet explaining that those permissions “were added after this person was last saved and are off until you save again.”Nothing is granted behind your back, but nothing is granted automatically either. If a colleague suddenly cannot do something new that everyone else can, open their sheet, look for the New badges, and save.
What the switches are
- Clinic & Hospital
- Pharmacy
- Diagnostics
Client care — Create client profiles · Delete client profiles · Search for clients · View all documents · Share documents with clients · Schedule appointments · Edit appointments · Manage appointment requestsBilling — Edit clients’ billing info · Edit service fees · Create billing documents · Add client payments · Add insurance payments · File insurance claims · View Payment Reports · Request coverage reports · Refund payments · View financial dashboardOperations — Edit note and form templates · Add team members · Send client announcementsHospitals get three more groups, because a hospital has acts a practice does not:
A hospital group only appears if the matching care area is switched on — see Care areas.
Two behaviours people misread
Hiding is not the boundary
A control disappearing from someone’s screen is a convenience. The real check happens when the action is submitted, every time, whichever route it came from — a button, a keyboard shortcut, a direct link, a second browser tab. A refused action is also written to the audit log, which is what lets an owner tell the difference between “nobody tried” and “somebody was blocked”. See Audit log.A dash means “not shown to you”, not “nothing there”
Figures degrade rather than error. Someone without View cost prices and margin sees Hidden — needs authorisation where the margin would be, and a — in a column of numbers. It never shows a zero, because a zero is a number you could act on and it would be a lie. If a report looks empty, check the permission before you conclude there was no business.Check it worked
- The sheet’s warning banner is gone next time you open it, and the button reads Save changes rather than Save and start enforcing.
- The person can still do their job — ask them to try the thing they do most.
- An act you switched off is refused for them, with a message saying so.
- A figure you withheld reads Hidden — needs authorisation on their screen and normally on yours.
If something goes wrong
Somebody can do more than their permissions allow
Somebody can do more than their permissions allow
They are probably an owner or a manager — both bypass this system entirely. Otherwise, they have never been saved in this sheet, so nothing is being enforced for them yet. Open their sheet and save it.
Somebody suddenly cannot do a new thing
Somebody suddenly cannot do a new thing
Capabilities added since they were last saved arrive switched off, badged New. Open their sheet, switch on what they need, and save again.
I switched a permission on and the page is still missing
I switched a permission on and the page is still missing
Wrong gate. Permissions govern actions on pages a person’s role already opens; if the page itself is missing, that is the role, the plan, the care area or the edition. Work down Who can see and do what.
A number shows as a dash for me too
A number shows as a dash for me too
You are being governed by this system as well. Ask an owner to review your own sheet — or, if you are the owner, check you are signed in to the workspace you think you are.
I want to undo everything I did to one person
I want to undo everything I did to one person
Unrestrict… returns them to exactly the state they were in before their first save. It is safe, and reversible by saving again.
Failed to save permissions.
Failed to save permissions.
Only owners and managers may change these. If you are one and it still fails, reload and try once more before contacting support.
Related
Roles
Which pages a person opens in the first place.
Care areas
Which hospital departments exist at all.
Audit log
Where refused actions are recorded.
Invite someone to your team
Set the starting position when you add them.