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User Permissions For Practitioners

Set user permissions for new practitioners in Zanda. Customize access from limited to full, ensuring they have the necessary permissions to perform their tasks effectively.

When onboarding a new practitioner, you'll want to configure their user permissions to fit their role. This is done in their user profile under Settings > Team > Users.

Below are common permission levels that can be customized based on your preferences, from limited access to full permissions. These suggestions serve as a guide, and you are free to adjust the permissions to suit your practice.

Important

Make sure their user profile is linked to their Default Practitioner Profile, and define their access level (Clinical or Administrative) 

In this article:

Level 1: See only their clients. Access only their clients

1. Enable Profile Access: See only their clients. Access only their clients - The most restricted setting, ideal for practitioners who should only see and work with their own assigned clients. 

  • User will only see data for and have access to the profiles of clients, contacts, and shared profiles assigned to the user's default practitioner profile, or where the user is listed as a user with access to the profile. Will see basic details for contacts associated with clients/shared profiles assigned to them. All reports and lists will be locked for the user's default practitioner profile only.

2. Deselect all other permissions. Practitioners will still be able to

3. Consider enabling the following permissions: 

  • Allow Saving Notes in Draft Status: Can save notes in draft status which allows for editing at a later stage. If not granted, can only save notes as completed which locks them from further editing.

  • Allow to Unlock Own Notes: Can unlock completed notes that they created. If not granted, can not unlock any completed notes.


Important

Without the 'Allow to Unlock Own Notes' permission, only the Master User of an account has the ability to  unlock completed client Notes and Forms for further editing for all users.

Level 2: Client Appointment and Billing Permissions

The following functionality may be added to the user permissions so that they can have the extended ability to work with their default clients' appointments and financial information, while still limiting their access to the other clients' confidential information and account management settings:

Scheduling permissions: 

  • Edit Appointments: Can edit and add new appointments. If not granted, they will have read only access to the calendar and will not see the appointment panel.
    • Delete Appointments: Can delete appointments. If not granted, they will only be able to update the appointment status to indicate non-attendance.
    • Edit Invoice Charges: Can see the invoices charge for appointments in the calendar and can edit the invoice. If not granted, will not see the invoice charge nor be able to edit the invoice.
  • Access Waitlist: Can access the waitlist to view, add to, or edit waitlisted clients. If not granted, will not have any access to the waitlist.
 Financial permissions: 
  • Access Client Invoices and Payments: Can view the list of invoices and payments for profiles they can access, including access to the Sales menu for all clients they can see. If not granted cannot view any client’s list of invoices and payments in their profile nor the Sales menu.
  • Connect to Own Stripe Account: Can connect their default practitioner profile to Stripe. Must have access to their practitioner profile to configure this.

Level 4: Reports and Client List Generation

To allow the practitioner to generate client lists and reports, enable:

Administrative permissions:

  • Advanced Client Search and Export: Can generate a list of profiles using the advanced search filters and export the list for all profiles they can see. Required to export to MailChimp, perform a bulk update, and bulk messaging. If not granted, can only search by name for any profiles they can see.
  • Access Client Reports: Can access Client and Practice reports that do not contain financial information.

    • Reports > Clients reports:

      1. Appointments

      2. Birthdays

      3. Statistics

      4. Classification

      5. Client Retention

      6. Referral Expiry

      7. New Clients

      8. Inactive Clients

      9. Membership Expiry

      10. Appointment Count

    • Reports > Practice reports:

      1. Deleted Appointments

      2. Recurring Expiry

      3. Export Appointments

      4. Marketing Logs

      5. Inactive Referrers

      6. Session Packs

      7. Email Activity
Financial permissions:
  • Access Financial Reports: Can access Client, Financial and Practice reports that contain financial data:

    • Reports > Activity

    • Reports > Clients reports:

      1. Client Sources

    • Reports > Financial reports:

      1. Invoices & Payments

      2. Sales

      3. NDIS Bulk Upload

      4. Accounts Receivable

      5. Aged Receivables

    • Reports > Practice reports:

      1. SMS Usage

      2. Telehealth Sessions

      3. AI Scribe Usage

      4. Recent Referrals

    • 'Access Financial Reports' will give access to Tools > Xero Export


Level 5: Access to Confidential Client Information

To provide the practitioner with access to confidential information and correspondence records of all the clients registered in the account, enable

Profile Access: See all clients. Access all clients

Clinical permissions:

  • Access all Client File Uploads: Can view and access the file uploads for all profiles they have access to. If not granted, can only see and upload files for their assigned clients.
  • Access all Clinical Notes/Forms: Can view and access clinical notes and forms for all profiles they have access to. If not granted, can only see notes/forms for their assigned clients.
  • Access all Client Communications: Can view and send SMS, email, and letters for all profiles they have access to. If not granted, can only see communications for their assigned clients.
  • View All Users Notes: Can view clinical notes created by all users in the profiles they have access to. If not granted, can only see notes that they have created.
    • It is possible to override user access to notes for specific client profiles. The Override User Access to Notes feature is available in each Client Profile > Admin > Manage settings page. If users do not have access to 'View All Users Notes' to see notes written by other users, use this setting to grant a user access to view all another user's notes in a specific client profile. 
Administrative permissions:
  • View Tasks Assigned to All Users: Can see tasks assigned to all users. If not granted, they will only see tasks assigned to them or to anyone.

Level 6: Account Management and Data Permissions

The following permissions will enable access to the general account settings and data:

Scheduling permissions:

  • View all Calendars: Can see all of the practitioner’s calendars. If not granted, they will only see the calendar for their default practitioner.
  • Show All Appointment Details: Can see the details for appointment bookings in all calendars. If not granted, can only see the appointment details in their default practitioners' calendar and all others will be shown as grey blocks.

Administrative permissions:

  • Manage Note and Form Templates: Can add and edit note and form templates.
  • Communication Menu: Can add and edit communication templates, export to Mailchimp, and bulk send communications (if granted access to advanced client search).
  • Access all Referrer and Third Party Profiles: Can search for, run a list of, add, and access the profiles for all referrers and third parties. If not granted, can only see referrer or third party details in association with their clients.
  • Access Log File: Can access the Log File to view user activity in the account. If no access to see all profiles, they will only see their own users activity.

Allowing Users Access Their Default Practitioner Profiles

Your practitioners can be allowed to have easy access to their own default practitioner profiles. This will allow them to set their own details, insurer information, sync their Zanda calendar with their google or Outlook calendars, add and edit their availability and services, and connect to their own Stripe account, when permitted. 

To manage these user settings, navigate to Settings > Team > Users > User Settings* and activate them as needed:

✴️ Learn more about account user settings here. 

FAQs

❔Who is the Default Client for the user?
  • To assign a default client to a practitioner 
    • navigate to this client's Profile > Admin > Manage
    • Select the user's practitioner  as the Preferred Practitioner, an Assigned Practitioner or as the User With Access.