A Role is a collection of Permissions defined for the whole system that you can assign to specific Users to limit their access in Digitail. The combination of role permissions enabled in a given role, determine a specific user's access in Digitail.

Add a new Role

Give the role a Name e.g. 'Reception' or 'Technician'
Define the Role Permissions by checking ON any of the Digitail features the Role should have access to
When complete, click the blue Save button on the top-right corner

Edit or Delete an existing Role

📌 Administrator is a default system role in Digitail and cannot be edited or deleted.

Click on your Profile Image in the top right corner of your screen and select Administration from the drop down menu, then choose Team from the left side menu. Click on the purple Roles & Permissions button.

Scroll down to the role you wish to Edit or Delete and select either of the Edit or Delete buttons.

Once you are done making edits, be sure to hit the blue Save button on the top right corner of your screen.

📌 Any Role attached to a User profile cannot be deleted. To delete the role, you must first reassign the User to a different role.

Set up Role Permissions

Role Permissions are used to control and manage access to Digitail. Permissions dictate what actions a User can perform, what data they can view or modify, and what features they can or cannot access.

The following article will describe Digitail's permission structure, as well as the purpose and meaning of the various permission categories and subcategories for clinic staff.

In this article, we will also cover dependencies between individual permissions.

A rule of thumb about Permissions:

View permission: Users with View permission can access and see data about a particular entity, however they will not be able to modify it.
Create permission: Users with Create permission can create new entries in the system. If we take patients as an example, a User with Create permission would be able to add new clients & patients in Digitail.
Edit permission: Users with Edit permission can edit or update existing entries. As an example, a user with edit records permission can edit their own records as well as other users' medical records.
Delete permission: Users with Delete permission can remove or delete entries and data from the system. This permission is sensitive and should not be assigned lightly as it may lead to accidental loss of important information.

Main Permissions Categories

(Click on the category link to jump to the respective section in this article.)

Manage Clients/Patients
This permission allows users to view, edit, create, and archive patient and client records. It empowers healthcare professionals to maintain accurate and up-to-date client and patient information, including client discounts, patient medical history, client communications and alerts, and patient treatment plans.
Manage Records
This permission grants access to a patients health records, enabling authorized users to update, review, and maintain medical information.
Manage Schedule
Users with this permission can schedule appointments, manage calendars, and organize patient visits.
Manage Billing
Users with this permission can handle billing processes, including generating invoices, processing payments, and granting discounts.
Manage Stock
Stock management permission grants users control over inventory-related tasks including tracking, updating stock levels, managing product details, and ensuring accurate stock movement within the system.
Manage Settings
This is the highest level of permission, typically reserved for system administrators or managerial staff/ team leads. It includes overarching control over user permissions, system settings, and configurations.
Manage Reports
Reports permission enables users to generate, access, analyze, and export various types of system-generated reports and lists, offering insights into client/patient data, inventory status, financial records, and operational analytics

📌 Toggling a permission category ON, will activate all permission items under that category.

Manage Clients/Patients

The Manage Clients/Patients permission is split into 5 subcategories:

General
Alerts/tags
Communication
Discounts
Treatment Plans

General Permissions

The General subcategory of Manage Clients/Patients sets the ability to view, create, edit, and archive patient and client information.

📌 View Clients/Patients permission is the backbone to access information everywhere in the platform.

📌 This permission is mandatory for anyone requiring access to patient and client records or the schedule.

📌 The amount of data that a User can see about a client or patient can be further restricted by deactivating other related permissions (e.g. seeing an invoices list on the patient health card is dependant on activating the View Invoices permission)

General Permissions	User Access	Dependencies
View Clients/Patients	This is a read only permission. Users can search for clients and patients and view patient/client profiles as well as patient health cards.	N/A
Create Clients/Patients	Add new client or patient profiles.	View Clients/Patients
Edit Clients/Patients	Edit client or patient profiles.	View Clients/Patients
Archive Patients	Archive a patient.	View Clients/Patients
Merge Clients/Patients	Merge two patient or client records.	View Clients/Patients
Export Patients/Clients	Export a patient or clients list	View Clients/Patients

Alerts/Tags Permissions

Managing client and patient alerts has its separate permission.

Alerts/Tags Permissions	User Access	Dependencies
Assign Client/Patient Alerts	Use the existing repository of alerts to assign alerts.	View Clients/Patients
Create Client/Patient Alerts	Create client/patient alerts in the permission repository (the + in the Manage Alerts module becomes available when typing a tag)	Edit Clients/Patients
Delete Client/Patient Alerts	Delete client/patient alerts from the alerts repository	Edit Clients/Patients

📌 Deleting an alert from the alerts repository will remove the alert from all client/patient profiles where the alert was added.

Communication Permissions

Communications permissions manage which User Roles can send messages and documents directly to clients, use the client chat feature, and view the notifications page.

Communication Permissions	User Access	Dependencies
Manage Client Communications		View Clients/Patients
Message All Clients	Access the "Send message" to all clients page. Send client communications from the timeline	View Clients/Patients
Send Documents	Send record summaries, invoices; send documents from the document preview	View Clients/Patients
Chat & Internal Communication	Access and engage with the chat module	View Clients/Patients
View Notifications	Access the notifications page	View Clients/Patients

Discounts Permissions

Discounts Permissions	User Access	Dependencies
Assign/Remove Client Discounts	Assign or remove discounts directly in the client profile.	Edit Clients/Patients

📌 Discounts permissions under the Manage Clients & Patients setting are set on the client profile and different from the Discounts permissions listed under the Manage Billing section.

Treatment Plans Permissions

Treatment plans are vital to patient health and therefore have their own access level.

Treatment Plans Permissions	User Access	Dependencies
Manage Treatment Plans	Create, edit, duplicate, delete treatment plans (TPs) in the Health Card, timeline and/or SOAP record; sync TPs with record; share a TP; approve/deny the TP	Edit Clients/Patients Send Documents

📌 When the Manage Treatment Plans permission is not active in a User Role, the User will:

not be able to add a Treatment Plan from a record (new or canned), even if they can create a record;
not have access to the Treatment Plan tab, (it will be greyed out in their view);
not be able to Add New Treatment Plan from the Timeline (using the Add New button)

(🔝 Scroll back to Main Permission Categories)

Manage Records

The manage records permission category is split into 2 subcategories:

Records - Manages record-level access
Diagnoses - Manages how user interact with diagnoses

📌 To access any of the subcategories in Manage Records, you must first have the View Clients/Patients permission turned ON.

Records

Records Permissions	User Access	Dependencies
View Records	Read-only access of patient records	View Clients/Patients
Add Record	Add Soap, Add Records, and Duplicate Records buttons become available throughout the platform	View Clients/Patients View Record
Edit Record	Ability to edit records and see advanced record options	View Clients/Patients View Record
Delete Record	Ability to permanently delete a record	View Clients/Patients View Record
Unlock Record	The " Unlock" button inside the record becomes available to reopen a closed record.	View Clients/Patients View Record

📌 We recommend Admin users give Delete and Unlock access to Team Leaders and Power Users, or reserve those permissions for their role only.

Diagnoses

In a record, a user can assign, create, or remove diagnoses. Each action gets a separate permission.

Diagnoses Permissions	User Access	Dependencies
Assign Diagnoses	Search and select a previously already created diagnosis. (This can be done in the Diagnoses page of the Admin > Customize section).	Add Record
Create Diagnoses	Add new diagnoses to the diagnoses repository by clicking on the Add New button in the Diagnosis dropdown.	Add Record
Delete Diagnoses	Remove a diagnosis by clicking on the "x" available on the label of a previously assigned/added diagnosis	Add Record

(🔝 Scroll back to Main Permission Categories)

Manage Schedule

The manage schedule permission category is split into 3 subcategories

Appointments
Tasks
Events

📌 To access any of the subcategories in Manage Schedule, you must first have the View Clients/Patients permission turned ON.

Appointments

Appointments Permissions	User Access	Dependencies
View Appointments	View all appointments in Calendar, Timeline, Flowboard *Without this permission users cannot:* * access the Appointments tab from the Calendar/Timeline views (it will be greyed out) * associate records with appointments * add follow-up appointments in a record	View Clients/Patients
Add Appointments	Add new appointment/quick appointment	View Appointments
Edit Appointments	Edit and reschedule appointments	View Appointments

Tasks

Tasks Permissions	User Access	Dependencies
View Tasks	View tasks *Without this permission users cannot:* * see the Tasks Filter in the Calendar * access the Tasks tab in Timeline (it will be greyed out) * see the Tasks tab in the Calendar (it will be hidden) * see Tasks in SOAPS (both open & closed) * see Tasks in Schedule/Boarding views	View Clients/Patients
Create Tasks	Create new tasks from Schedule, Timeline and Whiteboard views, as well as from within the SOAP Record	View Tasks
Edit Tasks	Edit tasks from Schedule, Timeline and Whiteboard views, and edit from within the SOAP Record	View Tasks
Delete Tasks	Delete tasks	View Tasks

Events

Events Permissions	User Access	Dependencies
View Events	See and group events in the Calendar page	View Clients/Patients
Create Events	Add an event to the Calendar	View Events
Edit Events	Edit information in events	View Events
Delete Events	Delete events from the Calendar	View Events

(🔝 Scroll back to Main Permission Categories)

Manage Billing

The Billing permission is split into 3 subcategories:

Invoices - manages access levels for invoices
Sales - manages access levels for payments
Discounts - manage access levels for discounts

Invoices

Invoices Permissions	User Access	Dependencies
View Invoices	See the invoice on the appointment card in the Flowboard; See Invoices section in Health Card; See Invoices in Counter Sell, SOAP records, and Timeline view.	View Clients/Patients
Create Invoices	Ability to Generate Invoice/Consolidate Invoice from the Flowboard, Counter Sell, SOAP record, or Health Card; ability to "Add to an existing consolidated invoice" from SOAP and Counter Sell	View Invoice View Record (to Create Invoices from SOAP) View Counter Sells (to Create Invoices from Counter Sell)
Delete Invoices	Delete invoices from the system	View Invoice View Record (to Delete Invoices from SOAP) View Counter Sells (to Delete Invoices from Counter Sell)
Edit Invoices	Ability to see Advanced Options and Update Invoice in Counter Sell, and SOAP records; Update Invoice in Flowboard; and, see Sales Invoices Action column	View Invoice View Record (to Edit Invoices from SOAP) View Counter Sells (to Edit Invoices from Counter Sell)

Sales

Sales Permissions	User Access	Dependencies
Create Payments		View Clients/Patients
Edit/Refund Payments	Ability to Edit or Refund from the Actions section in SOAP, Counter Sell, or Payments Report	Create Payments View Record (to Edit/Refund Payments from SOAP) View Counter Sell ((to Edit/Refund Payments from Counter Sell) View Payments Report (to Edit/Refund Payments from Payments Report)
Delete Payments	Ability to Delete from the Actions section in SOAP, Counter Sell, or Payments Report	Create Payments View Record (to Delete Payments from SOAP) View Counter Sell ((to Delete Payments from Counter Sell) View Payments Report (to Delete Payments from Payments Report)
Sell Items in Billing	Ability to Add Services/Products from Billing section in SOAP	Create Payments
View Counter Sales	Access Counter Sell tab and Counter Sell link in Client Statement, Products Report, Sales Report, and Controlled Substances Report	View Clients/Patients View Products Report (to View Counter Sell in Products Report) View Sales Report (to access Counter Sell link in Sales Report) View Payments Report (to access Counter Sell link in Payments Report) View Controlled Substances Report (to view Counter Sell in Controlled Substances Report)
Edit & Create Counter Sales	Ability to create a new Counter Sell or edit an existing Counter Sell; see Counter Sell tab	View Counter Sales
Delete Counter Sales	Ability to Delete Counter Sell	Edit & Create Counter Sales
Reopen Sale	Ability to use Reopen for Edit button in SOAP, Flowboard, and Counter Sell	Edit & Create Counter Sales View Records (to access Reopen Sale from SOAP)
Close Sale	Ability to use Ready for Checkout or Close buttons in SOAP, Flowboard, and Counter Sell	Edit & Create Counter Sales View Records (to access Close Sale from SOAP)
Create Product Return	Ability to Reverse sale from SOAP, Flowboard, and Counter Sell	Edit & Create Counter Sales View Records (to access Create Product Return from SOAP)

Discounts

Discounts Permissions	User Access	Dependencies
Create/Edit Line Item Discounts	Add Discounts in SOAP Billing (per line) Add Discounts from Treatment plans	Edit Invoices View Records
Create/Edit Global Discounts	Add Global Discounts in SOAP & Counter Sell Access Global Discounts from Sales Report	Edit Invoices View Records View Sales Report (to access Create/Edit Global Discounts Sales Report) View Counter Sell (to Create/Edit Global Discounts from Counter Sell)
Assign Global Discounts	Search Global Discounts and assign it in a SOAP	View Clients/Patients

(🔝 Scroll back to Main Permission Categories)

Manage Stock

Manage Stock (sometimes referred to as Inventory Management) refers to access granted to Users to manage Stock at a clinic.

The Manage Stock permission is split into 2 subcategories:

Stock - manages stock /inventory access
Reception of Goods - manages purchase orders access

Stock

Stock Permissions	User Access	Dependencies
View Stock	Access the stock page and shopping list page	View Products
Update Stock Quantities	Access to the Stock Count, and Set Alerts for this Stock buttons, as well as Stock Actions options in the Stock page	View Stock
Manage Shopping List	Access to Shopping List page; ability to Add to Shopping List and Add Shopping List Action	View Stock

Reception of Goods

Reception of Goods Permissions	User Access	Dependencies
View Orders	Users will be able to access the Suppliers Invoices page; can View PDF and Export from this page	View Stock
Create Orders	Access the Add reception button to create orders on Supplier Invoices page	View Orders
Edit Orders	Access Edit button in Actions column of the Supplier Invoices page ; The PO column from the products dropdown is going to become available; POs for Controlled Substances and Products are active	Create Orders
Delete Orders	Delete orders	View Orders

(🔝 Scroll back to Main Permission Categories)

Manage Settings

The Manage Settings permission is split into 4 subcategories:

Clinic - management of clinic information
Inventory - Products
Inventory - Services
Pricing
Medical/Clients/General

Clinic

Clinic Permissions	User Access	Dependencies
Manage Clinic Settings	Manage clinic profile and schedule Manage Users (team) and User Schedules Manage of Imports Manage Integrations	N/A

Inventory - Product

Inventory-Product Permissions	User Access	Dependencies
View Products	View product lists	N/A
Create Products	Create new products	View Products Edit Product Prices
Edit Products		View Products
Disable/Delete Products
Manage Stock Alerts		N/A
Export Product Directory		View Products
Manage Suppliers/Manufacturers/Clients		N/A

Inventory - Services

Inventory-Services Permissions	User Access	Dependencies
View Services		N/A
Create Services		View Services Edit Service Prices
Edit Services		View Services
Disable/Delete Services		View Services
Export Service Packages		View Services

Pricing

Pricing Permissions	User Access	Dependencies
Edit Product Prices	Products become available in inventory; Ability to use the Bulk Update Price and Update Price buttons; unlocked access to Recommended Unit Price and Dispensing fee from the Edit Product feature	Edit Products
Edit Service Prices	Access to Price field in a service; ability to Bulk Update Price in services	Edit Services

Medical/Clients/General

Permissions that address the items of the Medical, Clients, and General categories are related to the management of specific items that influence the way the clinic operates.

Management means the viewing, creating, editing, and deleting of that item.

Medical:

Templates
Estimates
Reminder protocols
Diagnoses
In-house Lab Reference Values
Wellness Plans

Clients:

Client Notifications
Certificates & Forms
Discounts

General:

Series and Numbers
Rooms/Kennels
Label Printers (NEW)

(🔝 Scroll back to Main Permission Categories)

Reports Permissions

To be able to grant access to view or generate reports, users need to have the View permission e.g. "View clients and patients" permission.

To be able to grant access to export reports or lists, users need to have the Export permission "Export Vaccination Report" permission.

The Reports permission category is split into 4 categories:

Statistics
Financial reports - provide comprehensive insights into an organization's financial performance, including details on revenue, expenses, and receivables, enabling stakeholders to make informed decisions and assess the company's financial health.
Operations reports - account ledger and accounting ledger operations
Inventory reports - stock, controlled substances and products report
Medical reports - lab, vaccinations and visit reports
Client reports - reminders report

The access levels for the reports permissions category are very simple. It's either/or. Either a user has access or it does not.

(🔝 Scroll back to Main Permission Categories)

Effective permissions management within a Digitail is crucial for maintaining data integrity, security, and regulatory compliance.

By implementing a structured approach to permissions, including defining roles, assigning appropriate access levels, and regularly auditing permissions, clinics can mitigate risks associated with unauthorized access, ensure data privacy, and enhance overall system performance.

Remember, ongoing monitoring and updates to permissions are essential to adapt to evolving business needs and regulatory requirements. With a well-managed permissions framework, users can confidently access and interact with sensitive data while safeguarding against potential breaches or misuse.

If you have any further questions or require assistance with permissions management in Digitail, don't hesitate to contact our support team for guidance and support.