Users, roles & permissions

Your clinic works as a team. Each person signs in with their own user, holds a role and, on top of that, you can fine-tune person by person which screens they open and which delicate actions they can take.

Only the Admin creates users, and that isn't delegated by any checkbox: whoever can create accounts could create an Admin one for themselves.

The seven roles

Role	What they do
Admin	Sees and does everything, including settings, finance and the audit trail.
Front desk	Books appointments, handles messages, takes payments, runs the cash cut and creates quotes.
Doctor	Treats patients: records, progress notes, prescriptions and consents.
Assistant	Helps with the record and creates quotes and lab work orders.
Lab	Their own workspace only: inbox, orders and their calendar.
Imaging	The computer at the X-ray machine and the scanner: consults the record and uploads studies, but doesn't write notes or delete files, and doesn't touch the calendar or money.
Marketing	Measures campaigns: the Marketing panel & ROI only, no patients and no cash.

When you create a user with the Doctor role, you also get their colour on the calendar, their professional license number (which prints on prescriptions) and their hours at the clinic.

Workspaces: clinic and lab

For each person you tick the workspaces they can operate: 🏥 Clinic, 🧪 Lab or both. Anyone with both switches between them using the toggle in the top bar.

Per-person permissions

The role is the starting point, not the last word. On each user's profile, What they can open in the system lets you tick or untick screens for that specific person. Anything you tick beyond the role is flagged as extra.

There are two operations and they aren't symmetrical:

• Turning a screen off always closes it.
• Turning on a screen the role doesn't include only works where it's allowed. Some of them — Patients, Appointments, Lab, Channels, AI Agent, Users, Audit and Settings — are decided by the role and the checkbox appears greyed out.

⚠️ Turning off "Patients" or "Appointments" tidies the menu, it doesn't close the information. That person stops seeing those entries, but their other screens will still reach that data. To really close them off you have to change their role.

Turning off "Finance" does genuinely close the cash box. Since September 2026, removing that checkbox doesn't just hide the screen: on the server it closes off the profit-and-loss statement, the charges, the cash cut, the withdrawals and the to-be-invoiced list. Before, it only disappeared from the menu and the information was still reachable.

⚠️ "Marketing panel (ROI)" isn't "Finance without the cash box". If you turn Finance off and leave them with just ROI, that person will see campaign spend and returns, but they won't be able to take payments from the record either. If you need someone to take payments without seeing the cash box, that can't be separated today: they're the same checkbox.

The two lab checkboxes

If your lab runs the rewards program, there are two more checkboxes:

• Lab rewards — the Lab role brings it. It is not read-only: with it you create doctors and patients, record arrivals and request redemptions.
• Lab payments — no role brings it; it's granted person by person. It enables five operations, two of them involving money: concluding a cash redemption, which takes money out of the drawer, and saving the cash cut. On its own it opens nothing: without Lab rewards, the screen can't be reached.

Critical actions

Besides the screens, you tick who can delete or void payments, request and authorize cash withdrawals, delete appointments and void quotes.

The permission comes first and the PIN sits on top. An authorization PIN never replaces the permission: if the person doesn't have it ticked, they can't do it even with an admin willing to type their PIN in.

The "Puesto" field is informational

Besides the system role there's a free-text field — Management, Administration, HR, Purchasing — that serves to identify the person in the audit trail. It grants no permission by itself.

Multi-location and plan limits

On the Clinic plan you manage several operatories and doctors from a single dashboard: each appointment is assigned to its operatory and doctor, and reports are consolidated. See Operatories & hours.

The number of active users depends on your plan; when you hit the cap the system warns you as you create a new one. And some screens need your plan to include them: someone with the Marketing role on a plan without Meta Ads will be left with practically no screens.

Recommendations

• One user per person, never shared accounts: that's what makes the history readable.
• Turn on two-step verification for accounts with access to sensitive data.
• If someone leaves the clinic, deactivate them instead of reusing their account.