Roles & permissions

Create employee records, send login setup links, choose a role bundle and limit day-to-day work by branch.

Who can do this: Owner (Super Admin) with users.manage; restricted-record changes also need patient.update and patient.readRestricted. Where: Admin → Employee Management (/app/employees).

Before you start

• Create at least one branch.
• Keep full name, phone, email and branch ready.
• For doctors/practitioners, keep qualification, specialization and registration number ready.

Add an employee

1. Open Employee Management.
2. Click Add New Employee.
3. Fill Full Name and Phone Number.
4. If the person should login, keep Allow app login for this employee ticked and enter Email Address. Result: On creation, a 72-hour Set Your Password link is emailed.
5. Select Employee Role and Branch.
6. For Practitioner, Doctor or Therapist, fill Professional Details: Display Name, Contact Number, Qualification, Specialization, Designation, License / Registration No. and Bio.
7. Click Create Employee. Result: You see Employee created! A set-password email has been sent. or Employee created without login credentials.

The create screen offers Receptionist, Support Staff (Non-medical), Practitioner, Doctor, Therapist, Accountant, Branch Manager and Super Admin. The backend role catalog treats Therapist as an alias of Practitioner, and Practitioner, Doctor and Therapist behave the same everywhere a clinician is meant (staff pickers such as Treating Doctor, own-bill access, notifications about their own bills and patients, payouts, reports). There is no separate assignable Nurse role in roles.js; choose Practitioner (designation Nurse), Receptionist or a non-login support-staff record based on duties.

Public website listing

Only clinicians opted in to public visibility appear on the public website, the online booking page and the doctor list shown to patient logins. Doctor and Therapist are listed by role. A Practitioner is listed only when every designation on record — Designation under Professional Details, or the one set in the onboarding wizard — is patient-facing (Doctor, Dentist, Physiotherapist, Occupational Therapist, Speech Therapist, Audiologist, Psychologist, Nutritionist); Nurse, Lab Technician or a free-text designation on either record, or no designation, keeps them private. Signature, seal and registration number are never public.

• Practitioners invited in the onboarding wizard with a patient-facing designation are listed by default.
• Create Employee and Edit Employee save the employee as not publicly listed; this screen has no visibility switch today.
• Designation is owner-only: staff cannot change it from My Profile; set it here (Professional Details) or in the onboarding wizard.
• Clinicians keep their own medical council registration number and council up to date under My Profile → Professional Details; these print on prescriptions.

See Practitioner.

Edit or deactivate access

1. Open Employee Management.
2. Search by name, email or phone, or filter by role.
3. Click Edit.
4. Change phone, role, branch, status or professional details.
5. To reset a password in edit mode, tick Change User Password and enter New Password and Confirm New Password.
6. Click Update Employee.
7. To stop access, click Deactivate on the employee row. Result: Status changes to Inactive and the user cannot use the system.

Choose the right role

Role	Use it for	Scope
Owner (Super Admin)	Clinic owner / accountable admin	Tenant-wide across all branches
Admin (legacy)	Limited legacy branding/subscription access	Tenant-wide across all branches
Branch Manager	Branch operations and cash closing	Assigned branch(es)
Receptionist	Registration, appointments, queue, bills and WhatsApp inbox	Assigned branch(es)
Practitioner / Doctor	Encounters, Rx, clinical documents and care plans	Assigned branch(es)
Accountant	Finance dashboards and reconciliation	Assigned branch(es)
Staff / Support Staff	Minimal or non-login staff records	Assigned branch(es)

Tenant-wide roles are Super Admin, Admin and Platform Admin. Normal clinic staff roles are branch-scoped.

Working in several workspaces

A doctor or manager who works for more than one clinic / hospital on this platform uses one login:

• Signing in with the same e-mail and password in both workspaces links them automatically.
• Otherwise an administrator of the other workspace creates the employee with the same e-mail and clicks Invite to link login. Open My workspaces from the profile menu and enter the invitation ID and 8-digit code from email.
• A workspace switcher appears in the header. Your role in each workspace is the one that workspace gave you.
• An administrator can suspend a person's access to their workspace; it takes effect immediately.

Restricted records permission

patient.readRestricted lets a user open restricted patient records (VIP, psychiatry, HIV, employee health). Only the Owner (Super Admin) has it by default; practitioners see a restricted patient only when they are assigned to that patient. Every allowed or denied access is audited. A denied read is returned as not found so the system does not reveal the record exists.

Clinical documents also have clinical.document.readRestricted. The generated matrix does not grant it to standard bundles; restricted documents are otherwise visible to the author unless a custom policy grants access.

Permissions matrix

The following matrix is generated from the backend permission and role catalog on every docs build; do not edit it by hand.

Role summary

Role	Permissions	Scope
Owner (Super Admin)	68	All branches of the workspace
Branch manager	29	Assigned branch(es)
Receptionist	21	Assigned branch(es)
Practitioner / Doctor	41	Assigned branch(es)
Accountant	5	Assigned branch(es)
Admin (legacy)	3	All branches of the workspace
Staff	1	Assigned branch(es)

Patients

Permission	What it allows	Owner (Super Admin)	Branch manager	Receptionist	Practitioner / Doctor	Accountant	Admin (legacy)	Staff
patient.read	View patient list and demographics	✅	✅	✅	✅	—	—	—
patient.create	Register new patients	✅	✅	✅	✅	—	—	—
patient.update	Edit patient demographics and compliance data	✅	✅	✅	✅	—	—	—
patient.delete	Delete (soft-delete) patient records	✅	—	—	—	—	—	—
patient.merge	Merge / unmerge duplicate patient records	✅	—	—	—	—	—	—
patient.export	Export patient lists	✅	—	—	—	—	—	—
patient.readRestricted	Open patient records flagged as restricted (VIP, psychiatry, HIV, employee health)	✅	—	—	—	—	—	—
patient.documents.read	View and download documents in the patient documents vault	✅	✅	✅	✅	—	—	—
patient.documents.upload	Upload reports, scans and ID proofs to the patient documents vault	✅	✅	✅	✅	—	—	—
patient.documents.delete	Delete (soft-delete) documents from the patient documents vault	✅	✅	—	✅	—	—	—

Front office

Permission	What it allows	Owner (Super Admin)	Branch manager	Receptionist	Practitioner / Doctor	Accountant	Admin (legacy)	Staff
appointment.read	View appointments and calendars	✅	✅	✅	✅	—	—	—
appointment.manage	Book, confirm, reschedule, cancel and complete appointments	✅	✅	✅	✅	—	—	—
queue.manage	Operate the token / queue desk	✅	✅	✅	—	—	—	—

Clinical

Permission	What it allows	Owner (Super Admin)	Branch manager	Receptionist	Practitioner / Doctor	Accountant	Admin (legacy)	Staff
encounter.read	View encounters	✅	—	—	✅	—	—	—
encounter.write	Open and document encounters	✅	—	—	✅	—	—	—
vitals.write	Record vitals	✅	—	—	✅	—	—	—
clinical.document.read	View clinical documents and reports	✅	—	—	✅	—	—	—
clinical.document.create	Create clinical documents	✅	—	—	✅	—	—	—
clinical.document.update	Edit draft clinical documents	✅	—	—	✅	—	—	—
clinical.document.sign	Sign clinical documents	✅	—	—	✅	—	—	—
clinical.document.amend	Amend or add addenda to signed documents	✅	—	—	✅	—	—	—
clinical.document.void	Void clinical documents	✅	—	—	—	—	—	—
clinical.document.share	Share clinical documents with patients / third parties	✅	—	—	✅	—	—	—
clinical.document.readRestricted	View documents flagged as restricted (psychiatry, HIV, VIP …)	—	—	—	—	—	—	—
clinical.template.read	Browse clinical templates	✅	—	—	✅	—	—	—
clinical.template.manage	Clone, edit and publish clinical templates	✅	—	—	—	—	—	—
rx.read	View prescriptions	✅	—	—	✅	—	—	—
rx.write	Write prescriptions	✅	—	—	✅	—	—	—
careplan.manage	Assign and edit care plans / home programmes	✅	—	—	✅	—	—	—
package.manage	Sell and track treatment / session packages	✅	✅	✅	✅	—	—	—
ai.assist.use	Use AI dictation, AI drafts, summaries and ICD suggestions (when the workspace enabled AI assist)	✅	—	—	✅	—	—	—
careplan.read	View care plans / home programmes and care-plan templates	✅	—	—	✅	—	—	—
consent.read	View patient consent records	✅	✅	✅	✅	—	—	—
consent.capture	Record and withdraw patient / guardian e-consent	✅	✅	✅	✅	—	—	—
immunization.read	View vaccination records and the due schedule	✅	✅	✅	✅	—	—	—
immunization.write	Record vaccinations and send vaccine reminders	✅	—	—	✅	—	—	—
teleconsult.conduct	Start and conduct teleconsultations (NMC Telemedicine Practice Guidelines)	✅	—	—	✅	—	—	—

Billing & finance

Permission	What it allows	Owner (Super Admin)	Branch manager	Receptionist	Practitioner / Doctor	Accountant	Admin (legacy)	Staff
billing.read	View bills	✅	✅	✅	✅	—	—	—
billing.create	Create bills and record payments	✅	✅	✅	✅	—	—	—
billing.refund	Cancel bills, issue credit notes and refunds	✅	✅	—	—	—	—	—
finance.read	View income, expenses and financial dashboard	✅	✅	—	—	✅	—	—
reports.financial	View financial reports	✅	—	—	—	✅	—	—
finance.cashClosing.approve	Approve or reopen daily counter cash closings	✅	✅	—	—	—	—	—
finance.reconcile	Reconcile UPI / digital payments against bank statements	✅	✅	—	—	✅	—	—
finance.payout.manage	Edit practitioner revenue-share (payout) rules	✅	—	—	—	—	—	—

Administration

Permission	What it allows	Owner (Super Admin)	Branch manager	Receptionist	Practitioner / Doctor	Accountant	Admin (legacy)	Staff
reports.operational	View visit and practitioner analysis reports	✅	✅	—	—	—	—	—
settings.read	Read workspace and clinical configuration	✅	✅	✅	✅	✅	✅	✅
settings.manage	Change workspace and clinical configuration	✅	—	—	—	—	—	—
users.manage	Create and manage employees	✅	—	—	—	—	—	—
branches.manage	Create and manage branches / facilities	✅	—	—	—	—	—	—
services.manage	Manage the service & price list	✅	✅	—	—	—	—	—
feedback.read	View patient reviews and feedback	✅	✅	—	—	—	—	—
branding.manage	Manage branding, letterheads and online listings	✅	—	—	—	—	✅	—
subscription.manage	Manage the workspace subscription and platform billing	✅	—	—	—	—	✅	—
audit.read	View audit logs	✅	—	—	—	—	—	—
data.export	Export workspace data	✅	—	—	—	—	—	—
data.import	Import patients / services from CSV and roll imports back	✅	—	—	—	—	—	—
privacy.request.manage	Handle DPDP data-principal requests (access, correction, erasure, grievance)	✅	—	—	—	—	—	—

Communication

Permission	What it allows	Owner (Super Admin)	Branch manager	Receptionist	Practitioner / Doctor	Accountant	Admin (legacy)	Staff
whatsapp.use	Use the WhatsApp inbox	✅	✅	✅	—	—	—	—

Workspace

Permission	What it allows	Owner (Super Admin)	Branch manager	Receptionist	Practitioner / Doctor	Accountant	Admin (legacy)	Staff
dashboard.operations	Operations dashboard	✅	✅	✅	—	✅	—	—
dashboard.practitioner	Practitioner (my patients / my day) dashboard	—	—	—	✅	—	—	—
letterpad.use	Personal letterpad and professional profile	✅	—	—	✅	—	—	—

Platform

Permission	What it allows	Owner (Super Admin)	Branch manager	Receptionist	Practitioner / Doctor	Accountant	Admin (legacy)	Staff
platform.admin	Platform (cross-tenant) administration	—	—	—	—	—	—	—

lab

Permission	What it allows	Owner (Super Admin)	Branch manager	Receptionist	Practitioner / Doctor	Accountant	Admin (legacy)	Staff
lab.order.manage	Create and manage pathology lab orders	✅	✅	✅	✅	—	—	—
lab.sample.manage	Accession, collect and track lab specimens	✅	✅	✅	✅	—	—	—
lab.result.enter	Enter lab results	✅	—	—	✅	—	—	—
lab.result.verify	Pathologist e-signature: verify results and sign lab reports	✅	—	—	✅	—	—	—
lab.testMaster.manage	Manage the lab test master, reference ranges and panels	✅	—	—	—	—	—	—

radiology

Permission	What it allows	Owner (Super Admin)	Branch manager	Receptionist	Practitioner / Doctor	Accountant	Admin (legacy)	Staff
radiology.order.manage	Create and manage radiology orders	✅	✅	✅	✅	—	—	—
radiology.study.manage	Schedule and manage radiology studies / worklist	✅	✅	✅	✅	—	—	—
radiology.report.verify	Radiologist e-signature: verify and sign radiology reports	✅	—	—	✅	—	—	—

71 permissions in the catalog. ✅ = included in the role bundle, — = not included.

Troubleshooting

Problem / message	What it means	What to do
Access denied. Only SUPER_ADMIN can manage employees.	Your role cannot manage users	Ask the owner
Enter an email address to create a login for this employee.	Login is enabled but email is blank	Add email or untick login
Employee created without login credentials.	App login is off	Use for non-login staff; edit later if needed
Password has already been set. This link can only be used once.	Link was used	Use Forgot Password or admin reset
Restricted patient appears missing	Caller lacks restricted access	Owner or assigned practitioner should open it; check audit

Related

• Facilities & departments
• Restricted records FAQ
• Roles overview