Staff & roles

Each person in your clinic has two kinds of role:

• A base role: Owner, Admin or Member. Every person has exactly one.
• Zero or more custom roles, such as Doctor or Receptionist. Custom roles add permissions on top of the base role.

A person can do everything that their base role and all of their custom roles allow together.

You manage your team from the User management group in the sidebar:

• Members: the people in your clinic.
• Invitations: the invitation links you created.
• Roles & permissions: your custom roles.

You only see the pages that your own role allows. Owners and Admins see all three.

Base roles

Default custom roles

Every new clinic gets four built-in custom roles.

You can't delete a built-in role, and you can't change its permissions. You can change its name and description. When you open a built-in role, it shows a System badge and its permissions are read-only. If you need different permissions, create a new custom role instead.

Add a member

You create an invitation link and give it to the person.

1. Go to User management → Members.
2. Click Add member. The Create invitation link panel opens.
3. In Base organization role, select OWNER, ADMIN or MEMBER. The default is MEMBER.
4. Under Custom roles (optional), tick the roles the person needs.
5. In Expires after (days), enter a number from 1 to 90. The default is 7.
6. Optional: turn on Send an email and enter the Email address. This is off by default.
7. Click Create link.

Invitation link ready shows the link. Click Copy and send it to the person by any channel. If you turned on Send an email, MediSync also emails the link to that address.

Only one person can use the link. They sign in or create an account and join with the roles you picked. See Accept an invitation.

To make another link, click Create another invitation.

You can also start from User management → Invitations → Create invitation. It opens the same panel.

Manage invitations

Go to User management → Invitations. The page lists every link you created. An invitation without an email shows Link only.

To find invitations, click Filters and filter by Status: Pending, Accepted, Declined, Expired or Revoked.

Actions on a Pending invitation:

• Copy link: copies the invitation link again.
• Resend email: emails the same link again. This is only available when the invitation has an email address. The link does not change.
• Revoke: the link stops working immediately. You can't undo this. Create a new invitation if the person still needs to join.

To clean up, click Revoke expired. This revokes every pending invitation that is past its expiry date.

Change a member's custom roles

1. Go to User management → Members.
2. On the person's row, click the shield button (Assign custom roles). In grid view, click Assign roles.
3. Tick or clear roles.
4. Click Save changes.

The change applies on the person's next action. If their menu still looks the same, ask them to reload the page.

If you are not an Owner, you can only give custom roles that you have yourself. Other roles are greyed out with "You can only assign roles you hold yourself." You can still clear a role the person already has.

If MediSync can't save one of the changes, it shows an error and the list updates to show what was actually saved.

Change a member's base role

1. Go to User management → Members.
2. On the person's row, click the Change role button. In grid view, click Change role.
3. In Change base role, select Owner, Admin or Member.
4. Click Change role.

The new base role applies on the person's next action. Their custom roles don't change.

These rules apply:

• Only an Owner can give or take away the Owner and Admin roles.
• You can't change your own base role. To give up ownership, use Transfer ownership in Organization setup.
• A clinic must always keep at least one Owner. You can't change the role of the last Owner.

Because of these rules, only Owners see Change role, and not on their own row.

Suspend a member

Suspend someone to block their access for a while, for example during leave.

1. On the person's row, click Suspend.
2. Optional: enter a Reason (optional).
3. Click Suspend member.

The person loses access to your clinic on their next action. Their roles and history stay. The row shows Suspended.

To give access back, click Un-suspend on the row.

You can't suspend an Owner, and you can't suspend yourself.

Remove a member

1. On the person's row, click Remove member. In grid view, click Remove.
2. Select Remove and keep their work.
3. Click Continue, then Remove member.

The person loses access to your clinic immediately. Their MediSync account is not deleted, and they keep access to other clinics they belong to. Their appointments, notes and other records stay, under their name.

Transfer their work to another member and Anonymise their work are shown as Coming soon. They are not available yet.

Only an Owner can remove another Owner. A clinic must always keep at least one Owner.

Create a custom role

1. Go to User management → Roles & permissions.
2. Click New role.
3. Under Identity, enter a Name and an optional Description.
4. Under Permissions, choose what the role allows (see below).
5. Click Create role.

Then give the role to people when you add them, or with Assign roles.

Choose permissions

Permissions are grouped by area, for example Clinical, Billing, Documents, Operations and Organization. Each area shows how many of its permissions are on.

• Tick a permission to turn it on.
• Click Select all on an area to turn on all of its permissions.
• Click a preset (Read-only, Editor or Manager) to replace the ticked permissions with a ready-made set.
• Click Clear all to clear every ticked permission.

The area names and permission names appear in English.

What each area covers:

• Billing: client invoices (view, create, edit, delete drafts, issue, void, record payments, refund) and Treasury (cash accounts, cash transactions, transfers and the cash position).
• Operations: among others, products, product costs, services, categories, stock movements, product batches, suppliers, supplier bills and payments, purchase orders and sales orders.

Many areas split permissions into separate actions. For example, bookable resources have Add bookable resources, Edit bookable resources and Retire bookable resources. Tick only the actions the role needs.

Full-control permissions

Some permissions give full control of an area, for example Manage bookable resources (full control) or Manage roles and permissions. A few others are also powerful: Overbook resources, Waive gatekeeping checks and Host any video consultation.

Only an Owner can save a role that includes any of these. If an Admin tries, MediSync shows "You can't grant permissions you don't have yourself".

Limit a permission to some records

Some permissions have a Scope… button. Use it to add rules that:

• Limit the permission to matching records, for example only the appointments where the person is the assigned doctor. Click Add rule, then Add condition.
• Block the action completely. Turn on Deny rule. A deny rule wins over any other role that grants the same action.

In the Scope… panel, the field names appear in English.

Edit or delete a custom role

1. Go to User management → Roles & permissions.
2. Click the role's row, or click the ⋯ menu → Edit….
3. Make your changes and click Save changes. Click Discard to undo unsaved changes.

To delete a role, click the ⋯ menu → Delete, then Delete role. Members with this role lose the permissions it gives. You can't undo this.

Sensitive records

Clinical staff can mark notes, medical history entries and lab results as sensitive, for example fertility, psychological or family-planning records.

Only these people see sensitive records:

• Owners and Admins.
• People with a role that includes View sensitive records. The default Doctor and Nurse roles include it.

For everyone else, sensitive records are hidden. For example, the default Receptionist and Billing Staff roles can't see them.

Common problems

I can't see User management, Members, Invitations or Roles & permissions. Your role doesn't allow it. Ask a clinic Owner.

"Only owners can invite users with admin or owner roles" Only an Owner can invite someone as ADMIN or OWNER. Ask an Owner to create the invitation.

"You can't grant permissions you don't have yourself" As an Admin, you tried to give a custom role you don't have, or to save a role with a full-control permission. Ask an Owner.

I can't save changes to a role an Owner created. If the role already includes a full-control permission, only an Owner can save it.

I can't change the permissions of Doctor, Nurse, Receptionist or Billing Staff. These are built-in roles. Create a new custom role with the permissions you need and give that role instead.

"System roles cannot be deleted" You can't delete Doctor, Nurse, Receptionist or Billing Staff.

"You can't change your own role." Ask another Owner to change it.

"Only owners can change the role of an admin or owner." Ask an Owner to make the change.

"The last owner can't be demoted. Make another member an owner first." Give another member the Owner role first, then change this person's role.

A custom role is greyed out in Assign roles. You are not an Owner and you don't have that role yourself. Ask an Owner to assign it.

The person didn't get an email. Emailing is off by default. Copy the link from Invitations with Copy link and send it yourself. Resend email only works for invitations that have an email address.

The invitation link doesn't work. The link expired, was revoked or was already used. Create a new invitation.

There is no Suspend button on a row. You can't suspend an Owner.