Roles and permissions
Learn the difference between the Admin and User roles, what each permission group unlocks, and recommended setups for clinic teams.
4 min read
Every MedicalGrow user has a role (Admin or User) and a set of permissions attached to it. A good permission setup does two things: the team only sees the screens they actually need, and your patient data isn't exposed unnecessarily.
Before you start
Only users with the Admin role can change permissions. Permissions are set per user: Settings → My Staff → pencil icon on the user's row → Roles & Permissions. If you haven't added users yet, read Add users to your team first.
Admin vs User
| Admin | User | |
|---|---|---|
| See all patients and opportunities | Yes | Depends on permissions and Only Assigned Data |
| Settings menu | Full access | Usually off |
| Add/delete users | Yes | No |
| Change integrations | Yes | No |
| Who for? | Clinic manager, operations lead | Coordinators, sales, doctors, assistants |
The rule is simple: keep the number of Admins as small as possible (one or two people is enough for most clinics). Start everyone else on the User role and switch on only what they need.
Editing permissions
The permissions screen is organised module by module. The module list is on the left; the selected module's switches are on the right.
- Use the search box in the top-left to find the module you want (e.g. "Contacts").
- The module's main switch decides whether the user can see that menu at all. When it's off, the menu item doesn't appear for the user.
- With the main switch on, set the sub-permissions one by one — view, create/edit, delete, export and so on. Save with Save in the top-right corner.
Some sub-permission names may be worded differently in the interface; the logic is the same in every module: risk increases from view → edit → delete/export.
Permission groups explained
| Permission group | What it unlocks | Watch out for |
|---|---|---|
| Dashboard Stats | Summary figures and widgets on the Dashboard. | Turn off if sales reps shouldn't see total clinic revenue. |
| Conversations | The shared inbox; replying on WhatsApp, Instagram, Facebook, SMS and email. | The coordinator's main screen — on for almost everyone. |
| Contacts | Viewing, adding and editing patient records; delete, export and bulk actions via sub-permissions. | Give delete and export to managers only. |
| Opportunities | The pipeline board; creating opportunities, moving stages, marking won/lost. | Seeing opportunity value (lead value) can be switched off separately. |
| Calendars | Viewing, creating and managing appointments. | On for doctors; seeing their own calendar is usually enough. |
| Reporting | Ads, source, call and team reports. | Usually for managers and the marketing lead. |
| Settings | The Settings menu. | Keep off for the User role. |
| Tags | Adding and removing tags, and creating new ones. | Share your tag management rules with the team to avoid tag sprawl. |
| Only Assigned Data | Limits the user to records assigned to them. | See Restrict data access. |
Note
You may also see modules such as Workflows, Funnels, Marketing or Payments in the permission list. These modules aren't available to users in your MedicalGrow plan — leave their switches off. If you need one, message our support team.
Recommended setups
These settings are a good starting point for most medical-tourism clinics.
Patient coordinator (e.g. Zeynep, who handles German-speaking patients):
- Role: User
- On: Conversations, Contacts (view/edit), Opportunities, Calendars, Tags
- Off: deleting and exporting contacts, Reporting, Settings
- Only Assigned Data: off for a small team; on if each coordinator owns a language group
Sales rep (commission-based, calls leads back):
- Role: User
- On: Conversations, Contacts (view/edit), Opportunities, Calendars
- Off: Dashboard Stats, Reporting, Settings, delete and export
- Only Assigned Data: On — reps only see their own patients and can't walk away with the full list.
Doctor (online consultations and treatment plans):
- Role: User
- On: Calendars, Contacts (view), Conversations (view)
- Off: Opportunities, Reporting, Settings, Tags
- Only Assigned Data: optional; the doctor sees appointments assigned to them.
Clinic manager: role Admin. No extra setup needed.
To see how all these roles fit together step by step, read Team roles setup.
Common issues
I switched a permission on but the user still can't see the menu. The user needs to refresh the page, or log out and back in.
I changed an Admin to User and now they can't open Settings. That's expected. If they need specific settings, switch on the relevant module permissions or make them Admin again.
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