Our latest Roles feature give you full control over what each team member can see and do in Rehab Guru. Instead of giving everyone the same level of access, you can tailor permissions to match each person's responsibilities - keeping your account organised, secure, and compliant. This article walks you through creating a custom role and assigning it to your team members.
What is a Role?
A role grants a set of permissions. Members with multiple roles get the union of their permissions.
1. Free Role
Members assigned to this Role won't use a practitioner seat - these would best be used for admin personnel, or people in your Team who would only require limited access to the account.
2. "Seat Required" Role
Users assigned to these Roles are part of the paid Subscription, added as an Additional User.
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
From your Rehab Guru dashboard, open Account Settings. Go to the Account & Organisation section, then select the Team tab. Within the Team section, click the Roles tab to view all existing roles.
Click New role to open the role creation form.
Creating a new Role and setting the Permissions.
Complete the following fields in the creation form:
Name - Enter a clear, descriptive name for the role (for example, Receptionist or Admin Assistant).
Description - Briefly explain the purpose of the role and the responsibilities it covers. This helps other account administrators understand when to assign it.
Permissions - For each relevant permission category (such as Diary, Clients, Appointments, Account, and any others applicable), select the appropriate access level. Choose Full access for categories where the role needs complete control.
Click Save to add the Role to your list.
Tip: Only grant permissions that match the responsibilities of the role. Keeping permissions to the minimum required helps maintain data security across your organisation.
Step 2: Assign the Roles to Team Members
Still within the Team section, click the Team members tab. This lists all current members of your organisation.
If you already have your team members loaded in your Team, simply select "Edit Role" next to their name and assign a role to them.
Assigning a Role to an existing Team Member.
If you want to add a new member, click Add Member to open the team member invitation dialogue, where you can invite a new member and assign a role at the same time.
Inviting a new Team Member and assigning a Role.
Once your roles are set up and assigned, your team members will only have access to the areas they need to do their job. You can update or reassign roles at any time as your team grows or responsibilities change.