> ## Documentation Index
> Fetch the complete documentation index at: https://help.clinikehr.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Permissions — control what each person can do
> Switch individual capabilities on and off per staff member, and understand why enforcement only starts the first time you save.
export const StillStuck = ({topic}) =>
Still stuck{topic ? ` with ${topic}` : ''}?{' '}
Check Troubleshooting first —
it covers the failures we see most often. If that does not resolve it,{' '}
contact support and include
your workspace name and the time the problem happened, so we can find the
matching entry in your audit log.
;
export const TaskHeader = ({before, time, after}) =>
{before ?
Before you start
{before}
: null}
{time ?
: null}
{after ?
: null}
Available in
{list.map(e =>
{EDITION_LABELS[e] || e}
)}
{plans ? Plan : null}
{plans ? {plans} : null}
{roles ? Who : null}
{roles ? {roles} : null}
{note ? {note} : null}
;
};
A role decides which pages someone opens. **Permissions decide what they may do once they are there** — refund a sale, sign a result, see a margin, admit a patient. Two people with the same job title can differ here, and usually should.
## 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.
**The first save takes effect immediately, for that person, mid-shift.** If you save a cashier's sheet with **Refund or void a sale** switched off while they are standing at a till with a customer, the next refund is refused. Set the switches you want before you save, not after — and tell the person you have done it.
## Set someone's permissions
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."
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."
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
**Client care** — Create client profiles · Delete client profiles · Search for clients · View all documents · Share documents with clients · Schedule appointments · Edit appointments · Manage appointment requests
**Billing** — 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 dashboard
**Operations** — Edit note and form templates · Add team members · Send client announcements
Hospitals get three more groups, because a hospital has acts a practice does not:
| Group | Acts |
| ---------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Consultation** | Sign and lock a consultation · Countersign a colleague's note · Admit a patient to a ward |
| **Ward** | Give a medication · Record observations · Discharge a patient · Amend the problem list · Change or stop a medication |
| **Theatre** | Book and reschedule cases · Advance a case through theatre · Cancel a case · Record the operation note · Sign the operation note · Manage theatres and the safety checklist |
A hospital group only appears if the matching care area is switched on — see [Care areas](/platform/team/care-areas).
| Group | Acts |
| -------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Till** | Dispense and sell at the till · Override the selling price · Discount beyond the set limit · Refund or void a sale · Open the cash drawer · Cash up and close the day |
| **Stock** | Receive deliveries into stock · Adjust stock counts · Transfer stock between branches · Manage suppliers and purchase orders |
| **Controlled drugs** | Witness a controlled-drug dispense |
| **Money** | View cost prices and margin · View the net position |
| **Oversight** | View per-cashier takings |
Each switch carries its own explanation in the sheet. **Witness a controlled-drug dispense** — "Countersign the register when a controlled drug leaves the shelf" — is the one to be deliberate about: it is a legal countersignature, not a convenience.
| Group | Acts |
| ------------- | ------------------------------------------------------------------------------------ |
| **Specimens** | Accession an incoming specimen · Reject an unsuitable specimen |
| **Results** | Enter results at the bench · Verify and authorise results · Amend a verified result |
| **Quality** | Review QC runs · Configure analysers and interfaces · View turnaround-time analytics |
| **Referrers** | Access the referrer portal · Release a report to a referrer |
**Verify and authorise results** is described in the sheet as "the clinical authority step" — it is what makes a result reportable. **Amend a verified result** issues a corrected report after that point. Keep both narrow.
A capability that belongs to a different edition never applies to you and never blocks anyone. A clinic receptionist is not governed by a pharmacy rule.
## 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](/platform/security/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
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.
Capabilities added since they were last saved arrive switched off, badged **New**. Open their sheet, switch on what they need, and save again.
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](/start/roles-and-access).
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.
**Unrestrict…** returns them to exactly the state they were in before their first save. It is safe, and reversible by saving again.
Only owners and managers may change these. If you are one and it still fails, reload and try once more before [contacting support](/platform/help/contact-support).
## Related
Which pages a person opens in the first place.
Which hospital departments exist at all.
Where refused actions are recorded.
Set the starting position when you add them.