Team permissions

Owner

Updated 27 September 2026 4 min read

On this page

This is the full list of what each role can do. For a shorter overview, see Owners, practitioners and receptionists: who can do what.

The permissions matrix

The table below matches the Role permissions page in the app, row for row. To open it, go to Settings > Team & access > Team members and select View permissions. Only owners can see it.

Clinicify enforces these permissions, not only the menus. If someone tries an action their role doesn’t allow, it’s refused.

Action	Owner	Practitioner	Receptionist
View patients	Yes	Yes	Yes
Add new patients	Yes	Yes	Yes
Edit and archive patients	Yes	Yes	No
Upload lab results	Yes	Yes	No
Review and publish lab results	Yes	Yes	No
Send Q&A answers	Yes	Yes	No
View and edit treatment records	Yes	Yes	No
View bookings	Yes	Yes	Yes
Manage availability (own)	Yes	Yes	No
Manage availability (others)	Yes	No	No
Manage appointment types	Yes	No	No
Manage team	Yes	No	No
Edit clinic settings and forms	Yes	No	No
View own staff compliance records	Yes	Yes	Yes
View and manage everyone’s staff compliance	Yes	No	No
View audit log	Yes	No	No
Export a patient’s data (access requests)	Yes	No	No

What some rows cover:

Edit and archive patients includes turning patient questions on or off for a patient. Restoring an archived patient is done from Archived records, which only owners can open. Receptionists see a patient’s details read-only, with no Save changes button.
Upload lab results includes archiving a lab report.
View and edit treatment records covers everything under Aesthetics: treatment notes, photos, injection maps, aftercare and photography consent. Receptionists don’t see Aesthetics in the sidebar, the Treatments and Aesthetics tabs on a patient, or the Treatment record link on a booking.
Manage availability (others) means only an owner is allowed to change another person’s hours or time off. There’s no screen for this in the app at the moment: everyone, owners included, sets their own hours from Availability. See Set your working hours, buffers and time off.
View own staff compliance records is read-only. A clinic owner adds and updates everyone’s records.
View audit log is what an owner sees when viewing a team member’s activity. See See a team member’s activity.
Export a patient’s data (access requests) is the Export patient data (GDPR) option on a patient record. See Handling patient data and erasure requests.

Other owner-only areas

These aren’t rows on the Role permissions page, but only owners can use them:

Action	Owner	Practitioner	Receptionist
See Insights	Yes	No	No
Import patients from a spreadsheet	Yes	No	No
Issue refunds	Yes	No	No
Permanently delete a record created or uploaded in error	Yes	No	No
Change roles	Yes	No	No
Booking policy	Yes	No	No
Clinic security rules	Yes	No	No
Connect Stripe and Xero	Yes	No	No
Data export, retention and archived records	Yes	No	No
Billing and your Clinicify plan	Yes	No	No

Answering clinical questions

Approving an answer to a patient’s clinical question also needs a professional registration with the NMC, GMC, HCPC, GDC or GPhC on the person’s profile. That applies to owners and practitioners alike, on top of the Send Q&A answers permission.

Your own account

Action	Owner	Practitioner	Receptionist
Edit your own profile (not your role)	Yes	Yes	Yes
Set your own working hours, buffer and time off	Yes	Yes	No
Manage your own two-step verification and sessions	Yes	Yes	Yes
Connect your own Google or Outlook calendar, Zoom or Google Meet	Yes	Yes	Yes

Seats

	Owner	Practitioner	Receptionist
Uses a seat on your plan	Yes	Yes	No

Good to know

Menu items a role can’t use don’t appear for that person. Lab Results, Q&A Queue and Aesthetics are hidden from receptionists, and so is Availability in their settings.
If someone opens a page their role can’t use, for example from an old link, they see Your role can’t do this with the reason and a Back to dashboard button.
A role change applies the next time the person loads a page. See Change a team member’s role or details.
The clinic-wide rule requiring two-step verification applies to every role. See Clinic security settings.

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