Help Center Membership Management: Getting in and your account Admin → Roles (Owner → Roles)
Admin → Roles (Owner → Roles)
What it is
A table that shows exactly what each role may do in this clinic. The owner can change it.
Who can see it
Anyone with "View settings" (by default owner, admin and provider). Click Admin, then the Roles tab. The owner sees the tab as Owner → Roles.
Who can change it
Only the owner. This cannot be given to anyone else. Everyone else sees the table with greyed-out boxes and the note "Only the owner can edit this table; it is shown here so everyone knows who may do what."
What you see
- Title "What each role may do".
- A note: the owner can do everything and is the only role that can edit this table.
- Columns: Permission, then admin, provider, nurse, staff. There is no owner column, because the owner always has everything.
- Rows are grouped: Viewing, Patients, Prescriptions, Orders, Administration, Fax.
- A tick means that role may do that thing.
- Rows marked with an owner label show a dash (, ) for every role. Those can never be given to other roles.
- The three "floor" rows (View the dashboard, View patients, View alerts) are always ticked and greyed out. Every role always has them.
- A box you changed but have not saved is highlighted.
Buttons (owner only)
- Save roles: greyed out until you change something. Saves the table. Message: "Roles saved. Signed-in users pick up the change on their next request." Needs a recent sign-in.
- Reset to built-in defaults: puts every box back to the starting set below. It does not save on its own. Click Save roles after.
- "Unsaved changes highlighted." shows while you have unsaved changes.
What happens after you save
The new rules apply to everyone's next click. Nobody is signed out. Menus that depend on a permission (for example Admin or Pharmacy) update for others when they reload the page or sign in again. The change is written to the audit log.
Every permission, what it lets someone do, and the starting setting
✓ = on by default. The owner always has every row.
Viewing
| Permission (as shown) | What it lets someone do | admin | provider | nurse | staff |
|---|---|---|---|---|---|
| View the dashboard | Open the Dashboard. Always on. | ✓ | ✓ | ✓ | ✓ |
| View patients | Open Members and patient pages. Always on. | ✓ | ✓ | ✓ | ✓ |
| View alerts | Open Alerts. Always on. | ✓ | ✓ | ✓ | ✓ |
| View settings | See the Admin and Account menus, Settings (read-only without "Change settings") and Roles. | ✓ | ✓ | ||
| View the audit log | Open Admin → Audit log. | ✓ |
Patients
| Permission (as shown) | What it lets someone do | admin | provider | nurse | staff |
|---|---|---|---|---|---|
| Add / edit manual patients, review Zenoti matches | Add patients by hand, edit them, and review suggested EMR matches. | ✓ | |||
| Archive / unarchive patients | Hide a patient from work lists (and bring them back). | ✓ | ✓ | ||
| Edit name / contact on Zenoti-synced patients (locks the field from the sync) | Fix a name, phone, e-mail or address on a patient that comes from the EMR. That field then stops updating from the EMR. | ✓ | ✓ | ✓ | |
| Override the EMR membership status (with review when the EMR changes) | Change the status the portal shows for a membership. If the EMR changes later, the row is flagged for review. | ✓ | ✓ | ||
| Adjust next reorder date | Move a patient's next reorder date. | ✓ | ✓ | ✓ | |
| Adjust next follow-up date | Move a patient's next follow-up date. | ✓ | ✓ | ✓ | |
| Change reorder / follow-up intervals | Change how many days between reorders or follow-ups for a patient. | ✓ | ✓ | ||
| Log follow-up calls | Record a follow-up call attempt and its outcome. | ✓ | ✓ | ✓ | ✓ |
| Mark scheduled follow-up steps done (check-ins, lab draws) | Tick off a scheduled step on a patient. | ✓ | ✓ | ✓ | ✓ |
| Delete follow-up attempts / stop follow-ups for a patient | Remove a logged attempt, or stop follow-ups for one patient. | ✓ | ✓ | ✓ | |
| Add notes | Write notes on a patient. | ✓ | ✓ | ✓ | ✓ |
| Delete any note (everyone can delete their own) | Delete other people's notes. | ✓ | ✓ | ||
| Merge duplicate patient records | Combine two records for the same person. | ✓ |
Prescriptions
| Permission (as shown) | What it lets someone do | admin | provider | nurse | staff |
|---|---|---|---|---|---|
| Set a patient's medication | Save the medication a patient is on (used to fill in reorders). | ✓ | ✓ | ||
| Provider authorization of a reorder | Approve a reorder under the patient's treatment plan. | ✓ | ✓ | ||
| Stage a prescription for the pharmacy (prepare, not send) | Prepare a prescription so it is ready to send. Also shows the Pharmacy menu. | ✓ | ✓ | ✓ | |
| Send a staged prescription to the pharmacy | Actually send a prepared prescription to the pharmacy. | ✓ |
Orders
| Permission (as shown) | What it lets someone do | admin | provider | nurse | staff |
|---|---|---|---|---|---|
| Open a reorder cycle | Start a reorder for a patient. | ✓ | ✓ | ||
| Update order status (Ordered / Shipped / Delivered) | Move an order along, including marking it delivered. | ✓ | ✓ | ✓ | |
| Cancel an order | Cancel an order. | ✓ |
Administration
| Permission (as shown) | What it lets someone do | admin | provider | nurse | staff |
|---|---|---|---|---|---|
| Change settings | Save changes in Admin → Settings and edit Account → Branding. | ✓ | |||
| Invite, enable and disable users | Open Admin → Users; invite providers, nurses and staff; resend invites; reset passwords; start over; turn on/off; remove. | ✓ | |||
| Change users' roles and invite admins (never owner accounts) | Change roles on the Users page and invite admins. Never touches owner accounts. | ✓ | |||
| Edit what each role may do (owner only) | Edit this Roles table. Owner only; cannot be given. | , | , | , | , |
| Turn features on or off for this clinic (owner only) | Owner only; cannot be given. For Prescripta clinics, features come from the plan. | , | , | , | , |
| Run the EMR sync / sweep | Use Sync now, re-apply membership rules, and re-run the alert sweep. | ✓ | |||
| Export patients, orders and follow-ups to CSV | Download spreadsheets of clinic data. Every export is logged. | ✓ |
Fax
| Permission (as shown) | What it lets someone do | admin | provider | nurse | staff |
|---|---|---|---|---|---|
| Send faxes and manage fax contacts (fax add-on) | Send faxes and edit the fax contact list. | ✓ | ✓ | ✓ | ✓ |
| Open received faxes and mark them handled (fax add-on) | Read incoming faxes and mark them done. | ✓ | ✓ | ✓ | ✓ |
| Delete sent and received faxes (fax add-on) | Delete faxes. The audit record stays. | ✓ | ✓ | ✓ |
Fax rows only matter if your plan includes Fax prescriptions.
Questions people ask
Q: I'm an admin. Why can't I tick anything?
A: Only the owner can edit roles. You can see the table so you know who may do what.
Q: Can I give an admin the right to edit roles?
A: No. Edit what each role may do is owner-only and cannot be given.
Q: Can I take "View patients" away from staff?
A: No. View the dashboard, View patients and View alerts are the floor for every role.
Q: I changed the table but nothing happened for my nurse.
A: The rule applies to their next click. Menus may need a page reload. Also check you clicked Save roles.
Q: I clicked "Reset to built-in defaults" and nothing changed.
A: It only fills in the boxes. Click Save roles to keep it.
Q: Why is there no owner column?
A: The owner always has every permission. It can't be changed.
Q: Can I make a custom role, like "Front desk"?
A: No. There are five roles. You can change what admin, provider, nurse and staff may do.
Q: Why can't my nurse see Admin?
A: Nurse doesn't have View settings by default. Tick it for nurse on Owner → Roles if you want them to see it.