Roles give you control over what each team member can see and do in Rehab Guru. Instead of giving everyone the same access, you can match permissions to each person's responsibilities, keeping your account organised, secure and compliant. This article shows you how to create a custom role and assign it to team members.
What is a Role?
A role grants a set of permissions. Members with more than one role get the combined permissions of all their roles.
1. Free role
Members with only free roles do not use a practitioner seat. These suit admin staff, or anyone in your team who only needs limited access.
2. Seat required role
Some permissions are marked Requires seat (for example Treatment notes, Transcriptions, Creator, Templates and Exercises). A role that includes any of them becomes a seat required role, and members with it use one of your paid Additional Users seats.
Good to know: whether a role is free or seat required is set by the permissions you tick, and it is locked once the role is created.
What if I choose not to assign a Role?
Without a role, team members have all access except the following:
View Analytics
View all metrics on Dashboard
View / Edit Team
View / Edit Team Members
View / Edit Subscription
View / Edit Customisation
Step 1: Create a New Role
Go to Account > Account & Organisation > Team and open the Roles tab to see your team's roles.
Click New role.
Creating a new role and setting its permissions
Complete the form:
Name: a clear name for the role, for example Receptionist or Admin Assistant.
Description: what the role is for, so other administrators know when to use it.
Permissions: for each area (such as Diary, Clients, Appointments, Invoices, Creator and Account), choose No access or Full access. The Appointments area also has Manage team appointment settings, which lets the role edit other team members' appointment types, rules and exceptions on their behalf.
Click Create role to add it to your list.
Tip: only grant the permissions the role needs. Keeping access to a minimum helps protect your clients' data.
Step 2: Assign the Roles to Team Members
Still in Team, open the Team members tab to see everyone in your team.
Next to a member, click Edit roles and choose their roles.
Assigning a role to an existing team member
To invite someone new, click Add Member. You can invite them and choose their role at the same time.
Inviting a new team member with a role
Once roles are set up and assigned, team members only see the areas they need for their job. You can change or reassign roles at any time.