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User Permissions For Reception/Admin Staff

Set appropriate user permissions for reception/admin staff in Zanda. Manage appointments, client profiles, communication, invoicing, and reports efficiently with customized access.

When creating a User Profile for the reception or admin team staff member, it is good to know what permissions to available features will be necessary for this user to perform their duties. This article aims to advise on the set of user permissions for various job tasks. 

In this article:

Permissions Necessary for Accessing Profiles and Managing Appointments

In most circumstances, the admin User Profile should not be linked with a specific practitioner. Instead, access to all practitioners is provided, so that the user could see all the practitioners' calendars in the account and create appointments in all of them. The following permissions will enable the admin user to create and edit appointments in the account: 

Profile Access: 

  • See only their clients. Access only their clients
 Scheduling
  • View all Calendars - if you want them to see all practitioner's calendars (otherwise, choose a default practitioner profile for the user and ensure that the Access Level is set to "Administrative" to ensure they do not have access to the clinical Records pages in the assigned client's profiles)
    • Show All Appointment Details - shows the details of the appointments, if not granted they will only see that an appointment is booked but no other details. Must be granted to allow the user to edit appointments.
  • 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.
👍 All users can access and use the Calendar Filter feature - no special permission needed!

Permissions Necessary to Allow Access to Communication

The below permissions are necessary to allow access to communication with Clients/Contacts, Referrers, and Third Parties:

Clinical permissions:

  • 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.

Administrative permissions:

  • 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. 
  • 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.

Permissions Necessary to Allow Access to Invoicing and Payments

With the following permissions, the user will be able to manage clients invoices and payments. 

Scheduling permissions:

  • Edit Appointments > 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 invoices.

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.

  • Edit Appointments: Invoice Charges permission would provide access to editing invoices, so it is generally used in conjunction with the above-mentioned permission to Access Client Invoices and Payments

Permissions Necessary to Generate Client Lists and Reports

These permissions can be provided independently, based on the job tasks the user will need to perform:

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. Email Activity

      3. Recurring Expiry

      4. Export Appointments

      5. Marketing Logs

      6. Inactive Referrers

      7. Session Packs

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

 

Permissions Necessary to See All Client Tasks

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.