Team roles setup
A recommended permissions matrix for clinic owner, patient coordinator, sales consultant, doctor and finance, plus setup steps.
3 min read
Giving each team member access only to the screens their job needs matters both for patient data security and for keeping the team focused. A doctor doesn't need ad reports, and a coordinator doesn't need to see the whole clinic's revenue. This guide covers recommended permissions for the 5 typical roles in a medical tourism clinic and how to set them up.
Roles and responsibilities
| Role | What they do | Typical user type |
|---|---|---|
| Clinic owner / Admin | All settings, reports and team management. | Admin |
| Patient coordinator | First reply, collecting photos, travel arrangements, patient communication. | User |
| Sales consultant | Presenting treatment plans, price discussions, deposit follow-up. | User |
| Doctor | Reviewing photos and X-rays, consultations, treatment notes. | User |
| Finance | Tracking deposits and balance payments, revenue reports. | User |
Note
Keep the number of Admins to a minimum — usually the clinic owner and one manager. Admins can change every setting and add or remove users.
Recommended permissions matrix
"Assigned" in the matrix means the user sees only contacts, conversations and opportunities assigned to them. That way, one coordinator cannot see another coordinator's patients. See Restricting data access.
For doctors we recommend view access rather than full access: the doctor sees patient records and photos and manages their own calendar, but cannot change prices or delete contacts.
Heads up
Give export and bulk delete rights to Admins only. A user who can export the full patient list can take your data with them when they leave. See Data privacy.
Setting it up
First add users on the My Staff page. Then, for each user:
- On Settings → My Staff, edit the user and, on the Roles & Permissions tab, choose the User Role (Admin or User).
- Switch module permissions on or off according to the role in the matrix (Conversations, Contacts, Opportunities, Calendars, Reporting, Settings…).
- For coordinators and sales consultants, turn on the restriction to assigned data only, then save.
For a full description of every option, see Roles and permissions.
Tips
- Define the role first, then add the person. When a new coordinator joins, you just copy the row from the matrix.
- Link calendars to people. Use a separate calendar per doctor or a team calendar: Team calendars.
- Deactivate leavers immediately. Before deleting a user, reassign their conversations and opportunities to someone else.
- Track changes. To see who changed what, check Audit logs.
Example
At Aura Dental Clinic, Elif Kaya (clinic owner) is an Admin. Zeynep Arslan and Mehmet Demir are coordinators; they see only patients assigned to them, and Reporting is switched off. Can Yıldız is the sales consultant; opportunities at the Plan Sent stage are assigned to him. The doctor sees their calendar and patient photos. The finance lead has access to Dashboard and Reporting but cannot see conversations.
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