Roles & Permissions

Every team member holds one or more roles, and the roles determine what they can see and do. Roles are additive: a person can be, for example, a clinician and the practice biller at the same time — they get the combined permissions of every role they hold.

There are three kinds of roles:

1. Clinician access levels — for people who treat clients (pick exactly one level)
2. Supervisor — an overlay for reviewing and co-signing supervisee notes
3. Administrative roles — for non-clinical staff (any combination)

Clinician Access Levels

When someone has the Clinician role, one of four access levels applies:

Permission	Entire Practice	Standard Clinician	Billing Access	Basic
See all clients in the practice	Yes	Yes	Own only	Own only
Schedule & document for their own clients	Yes	Yes	Yes	Yes
Document for other clinicians' clients	Yes	No	No	No
Billing (invoices, payments, claims)	Yes	Yes	Own clients	No
Invite / manage team members	Yes	No	No	No
Modify practice settings	Yes	No	No	No

• Clinician with Entire Practice Access — full access to all clients and features, including documentation, billing, and settings. The practice owner has this level.
• Standard Clinician — works with any client in the practice, but can't change practice settings or invite team members.
• Clinician with Billing Access — their own caseload only, with billing capabilities.
• Basic Clinician — their own caseload with basic privileges and no billing. This is the usual level for pre-licensed clinicians and trainees.

How caseload-limited levels see shared records

For Billing Access and Basic levels, the client list and charts are limited to their own caseload, and progress notes and intake responses always stay with the clinician who wrote or received them. Clinical records attached to a client — uploaded files, assessment scores, session records — are visible practice-wide, so care isn't interrupted when a client is seen by more than one clinician. Writing is unchanged: each clinician documents for their own clients only.

Supervisor

The Supervisor role lets a team member review and co-sign notes written by their supervisees. It can be combined with any clinician level, or held on its own by a supervisor who doesn't carry a caseload in the practice. Supervisors get the Supervision dashboard for their review queue — see Supervision for the full workflow.

Administrative Roles

Permission	Practice Manager	Practice Biller	Practice Scheduler
Manage practice operations & settings	Yes	No	No
Invite / manage team members	Yes	No	No
Billing administration	Yes	Yes	No
Scheduling administration	Yes	No	Yes

Administrative roles don't include clinical documentation — an office manager who also sees clients would hold both an administrative role and a clinician role.

Changing a Team Member's Roles

1. Go to Settings → Team
2. Click the ⋮ menu next to the team member and choose Edit Role
3. Adjust their roles, access level, or supervision setup and save

Notes on editing:

• Role changes take effect the next time the member loads the app.
• Removing the Supervisor role from someone who still has supervisees asks for explicit confirmation first.
• You can change a member's supervisor (or take them off supervision) from the same dialog.

note

These levels are enforced server-side by the platform's access policies, not just hidden in the interface — a role can't reach data its level doesn't grant, regardless of URL.

Related

• Invite a team member
• Supervision