How to Set Up User Types & Edit User Type Permissions

User Types control what each staff member can see and do in your system.

Rather than setting permissions individually for every person, you create a User Type once, define its access, and then assign that User Type to staff members. This keeps permissions consistent, manageable, and far less chaotic.

If someone should not see financial reports, they should not see them. If someone needs full administrative access, you can allow it. User Types make that decision clear and controlled.
 

How It Works

1. You create a User Type.
2. You configure its permissions.
3. You assign that User Type to one or more staff members.
    

Each permission can be set to one of the following;

• Granted
• Restricted
   

Choose Granted if you would like the user to be able to access or perform the specific function.
Choose Restricted if you would like to restrict access to that area or action.

Once a User Type is assigned to a staff profile, the permissions attached to that User Type immediately apply.

If you later edit the User Type, all users assigned to it are updated automatically. No manual reconfiguration required.

Key Behaviours and Rules

• Many permissions are controlled at the User Type level, not the individual user level.
• Editing a User Type affects every staff member assigned to it.
• A staff member can only have one User Type assigned at a time.
• If access is not granted, the user will not see or be able to interact with that feature.
• If something is missing from a staff member’s view, it may be a permission setting within their assigned User Type.
  
   

How to Add or Edit a User Type

1. Go to Settings
2. Click User Types
3. + Add a New User Type or Edit an Existing User Type:
   • New User Type: Click + New User Type

• Edit an existing User Type: 
  1. Select a User Type
  2. Click Edit

4. Review the sections. If there are whole sections that you would like to grant or restrict access to, you can do this by selecting 
   1. + Grant All
   2. - Restrict All 
5. To customize each section, review the options and choose if you would like them to be: 
   • Granted 
   • Restricted

5. Save your changes

User Type Permissions Reference 

Use this guide to determine which permissions you would like to Grant or Restrict for each User Type.

Choose Granted if you would like the user to access or perform the function described.
Choose Restricted if you would like to prevent access.

Details Section

Reporting Section

• All Reports 
  • Select Granted if you would like the User to access some, not necessarily all, reports 
  • Select Restricted if you would like the User to have no access to any reports 
    • This will also hide the report icon 
• Individual Reports 
  • Grant to specific reports instead of allowing full reporting access 

Purchase Orders & Inventory Section

Faxing Section

Accounting Section

Patient Profile Section 

The user can be permitted or restricted from seeing any of the following areas in the patient profile: 

• General 
• Intake 
• Insurance 
• Charts 
• Treatment Plans 
• Programs 
• Prescriptions 
• Correspondence 
• Messages 
• Documents 
• Accounting 
• Discount 
• History 
• Profile Card Contacts 

Patients Section

The Patients section is about the functions that the user can perform. 

Communication Section

Scheduling Section

System Section

Settings Section

Treatment Plans Section

This section is tailored to Ontario clinics who are using the HCAI integration. 

Troubleshooting 

Why don’t I see this in the User Type section?
This setting is not available in the User Type section. The user must be designated as a Level 2 Admin to access it.

Related Articles 

How to Grant Access to Multiple Clinic Schedules

Practitioner Access Tab

Administrator Profile Practitioner Access Tab