Permissions determine what actions Practitioners (and Office Staff) can perform when logged into ClinicSense. Configuring these permissions ensures that staff members have the access they need to perform their tasks effectively while protecting sensitive information. For more information about permissions, please see the Permissions overview guide.

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Contents

• Make Account Administrator
• Practitioners
• Office Staff
• Appointments
• Clients
• Invoices
• Promotions
• Sales
• Setup
• Reports

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Make Account Administrator

This permission is related to the management of your practice.

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Is Practice Administrator

• If enabled: The user will have full access to all features and settings in ClinicSense, except for removing the super administrator and changing subscription/payment information. Disabling any other permission will remove Practice Administrator status. This is usually meant for the practice owner or manager.
• If disabled: The user will need individual permissions granted to access specific features.

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Practitioners

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Change their own practitioner profile

• If enabled: Practitioner will be able to edit their about information, hours, services offered and online scheduling options within Setup > Practitioners.
• If disabled: Practitioner will be able to view their information but need administrative assistance to make any changes.

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View other practitioners

• If enabled: Practitioner can see the profiles of all other practitioners.
• If disabled: Practitioner will only see their own profile. Consequently, they will not be allowed to change other practitioner profiles.

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Change other practitioners

• If enabled: Practitioner can update details of other practitioners’ profiles including their about information, hours, services, and online scheduling settings. They will not be able to change their account access, email address, or permissions.
• If disabled: Only administrators will be able to edit profiles of other practitioners.

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Add / remove other practitioners

• If enabled: Practice administrators can add or remove practitioners. Functions as an indicator that practice administrators have the ability to do this.
• If disabled: Practice administrator permission will be revoked.

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Office Staff

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View office staff profiles

• If enabled: Practitioner can see the profiles of all office staff.
• If disabled: Practitioner will not have the ability to view information from the Setup > Office Staff page.

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Change office staff profiles

• If enabled: Practitioner can update the name and email addresses of other office staff. They will also be able to change office staff permissions.
• If disabled: Only administrators will be able to edit profiles of other office staff.

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Add / remove office staff

• If enabled: Practice administrator can add or remove office staff. Functions as an indicator that practice administrators have the ability to do this.
• If disabled: Practice administrator permission will be revoked.

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Appointments

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Add & edit their own appointments

• If enabled: Practitioner can add and change the schedule of their own appointments.
• If disabled: Practitioner needs assistance when modifying scheduled appointments. They are still able to write treatment notes.

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View other practitioners' appointments

• If enabled: Practitioner can see other practitioners’ appointments and calendars.
• If disabled: Practitioner can only see their own schedule. Consequently, they won't be able to add or edit other practitioners' appointments.

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Add & edit other practitioners' appointments

• If enabled: Practitioner can manage schedules for other practitioners including adding, cancelling, or rescheduling other appointments.
• If disabled for practitioner: Only their own appointments can be managed.

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Add & edit appointments in the past

• If enabled: Practitioner can add or modify records for past appointments. Practitioners will also need permission to add and edit their own appointments, other practitioners' appointments, or both.
• If disabled: Past appointments will be unchangeable.

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Clients

These permissions related to accessing client files and information.

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Edit files of clients they have treated

• If enabled: Practitioners can update client records they worked with. This does not consider clients who will be seen for the first time in an upcoming appointment. 
• If disabled: Practitioners cannot modify these client files.

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View files of clients they have not treated

• If enabled: Practitioners can see client records across the practice. This does not consider clients who will be seen for the first time in an upcoming appointment. 
• If disabled: Access is limited to their own clients.

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Edit files of clients they have not treated

• If enabled: Practitioners can update any client records. This does not consider clients who will be seen for the first time in an upcoming appointment. 
• If disabled: Practitioners can only edit records of their own clients.

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View client contact information

• If enabled: Practitioners can access client contact forms and details.
• If disabled: Contact details are hidden.

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Remove clients

• If enabled: Practitioners can remove clients from the system.
• If disabled: Only administrators can delete client records.

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Export client list

• If enabled: Practitioners can export the client list from the Clients page.
• If disabled: Client data export is restricted.

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Invoices

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View invoices for their own appointments

• If enabled: Practitioner can see the Invoice tab for their own appointments. They can also print and email invoices.
• If disabled: Practitioner is unable to see the invoice tab for their own appointments. Consequently, editing invoices or adding/refunding payments towards their own invoices is not possible.

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Edit invoices for their own appointments

• If enabled: Practitioner can modify the price of the service, tax, add additional line items, or add discounts/promo codes. Additionally, they can also redeem treatment package.
• If disabled: Invoice editing is restricted.

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Add & edit payments on their own appointments

• If enabled: Practitioner can add and/or refund payments of their own appointments.
• If disabled: Payment management is restricted.

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View invoices for other practitioners' appointments

• If enabled: Practitioner can see the Invoice tab for other practitioners’ appointments. They can also print and email invoices.
• If disabled: Practitioner is unable to see the invoice tab for other practitioners’ appointments. Consequently, editing invoices or adding/refunding payments towards others’ invoices is not possible.

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Edit invoices for other practitioners' appointments

• If enabled: Practitioner can add/or refund payments to other practitioners’ appointment invoices.
• If disabled: Payment management is restricted for other practitioner’s invoices.

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Add & edit payments on other practitioners' appointments

• If enabled: Practitioner can add and/or refund payments to other practitioners’ appointment invoices.
• If disabled: Payment management is restricted for other practitioners’ invoices.

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Promotions

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View promo codes

• If enabled: Practitioner can see existing promo codes codes available.
• If disabled: Marketing > Promo Codes page is hidden.

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Add and delete promo codes

• If enabled: Practitioner can create, edit or remove promo codes.
• If disabled: While visible promo code management is restricted.

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View email newsletters

• If enabled: Practitioner can view newsletters sent to clients as well as drafted communications.
• If disabled: Marketing > Email Newsletters page is not accessible.

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Send email newsletters

• If enabled: Practitioner can launch a new email campaign or send an existing draft.
• If disabled: Email marketing is restricted.

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Edit birthday campaigns

• If enabled: Practitioner can enable/disable the birthday campaign including the subject line, when to send, promo code, and design of the email. This campaign will require the permission “View promo codes” be enabled.
• If disabled: Marketing > Birthday Campaigns page is hidden.

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Edit win-back campaigns

• If enabled: Practitioner can enable/disable the Win-back campaign including the subject line, when to send, promo code, and design of the email. This campaign will require the permission “View promo codes” be enabled.
• If disabled: The Marketing > Win-Back Campaigns page will not be accessible.

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Edit availability campaigns

• If enabled: Practitioner can enable/disable the availability campaign including the subject line, when to send, whose availability to include, and design of the email.
• If disabled: The Marketing > Availability Campaign page will not be visible.

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Edit referral campaigns

• If enabled: Practitioner can can enable/disable the referral campaign including the subject line, when to send, and design of the email.
• If disabled: Marketing > Referral Campaign will be restricted.

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Edit Google campaigns

• If enabled: Practitioner can enable/disable the Google Reviews Booster campaign including the subject line, when it’s sent, who will participate and the Google My Business profile URL.
• If disabled: Practitioner will not be able to access the Marketing > Google Reviews Booster page.

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Sales

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View gift certificates

• If enabled: Practitioner can see all active and redeemed gift certificates.
• If disabled: Sell > Gift Certificates page is not accessible. Practitioners will still be able to see if an invoice was paid for using a gift certificate.

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Sell gift certificates

• If enabled: Practitioner can sell a new gift certificate.
• If disabled: Gift certificate sales are restricted.

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View packages

• If enabled: Practitioner can see and delete available packages as well as view a history of all package sales.
• If disabled: Package details are hidden and will not be visible during the payment process for invoices.

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Sell packages

• Is enabled: Practitioner can sell packages to clients as well as create new packages.
• Is disabled: Package sales are restricted.

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Setup

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Edit practice location

• If enabled: Practitioners can update the address, contact details, and other location-specific information within Setup > Location.
• If disabled: Only administrators can modify practice location details.

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Edit services

• If enabled: Practitioner can modify the list of services offered by the practice including the about information, online scheduling settings for the service, practitioners that offer the service, and the forms that are required.
• If disabled: Service management is restricted to administrators.

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Add & remove services

• If enabled: Practitioner can add or remove any of the services offered.
• If disabled: Only administrators can add or remove services.

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Edit settings

• If enabled: Practitioner can update settings such as creating/editing treatment note templates, creating/editing forms, changing scheduling settings, modifying the payment settings, and updating the reminders and confirmations preferences.
• If disabled: Settings changes are restricted to administrators but will still be visible.

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Reports

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View their own revenue report

• If enabled: Practitioners can see how much revenue they’ve generated within the Revenue Report specific to their own services.
• If disabled: Clients will not have access to their own or anyone else’s Revenue reports. The Reports > Revenue page will be hidden.

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View other practitioners' revenue report

• If enabled: Practitioners can generate a Revenue report that displays other practitioners' revenue data.
• If disabled: Practitioners will only be able to generate a revenue report for their own profile.

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View their own sales tax report

• If enabled: Practitioners can view their Sales Tax report related to their own services.
• If disabled: The Reports > Sales Tax details are hidden. Consequently, they will not be able to view other practitioner’s Sales Tax report.

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View other practitioners' sales tax report

• If enabled: Practitioners can see sales tax details of other practitioners within the Sales Tax report.
• If disabled: Only their own sales tax reports are visible.

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View their own appointment report

• If enabled: Practitioners can track their appointments within the Appointments report.
• If disabled: The Reports > Appointments page will be hidden. As a result, they will also not be able to view other practitioners’ appointment reports.

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View other practitioners' appointment report

• If enabled: Practitioners can see appointment metrics of colleagues within the Appointments report.
• If disabled: Only their own appointment reports are visible.

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View their own payments report

• If enabled: Practitioners can track payment metrics within the Payments report.
• If disabled: The Reports > Payments page will not be accessible. Consequently, they will not be able to view other practitioner’s payment reports.

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View other practitioners' payments report

• If enabled: Using the Payment report, practitioners can see payment metrics of colleagues.
• If disabled: Only their own payment reports are visible.

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View receivables report

• If enabled: Practitioners can track amounts owed by clients from the Receivables report.
• If disabled: Reports > Receivables page will be hidden.

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View win-back report

• If enabled: Practitioners can track the effectiveness of Win-back campaign from the Win-back report.
• If disabled: The Reports > Win-back Report campaign details are hidden.

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View reminder report

• If enabled: Practitioners can track the effectiveness of reminder messages sent to clients from the Reminders report.
• If disabled: The Reports > Reminder campaign details are hidden.