Questions answered in this article:
- How do I customize the access and limitations of the practitioners within my clinic?
- Can I provide full access to all practitioners within the clinic?
- Can I customize to whom the recipients of the rescheduled appointments will be delivered?
Related articles:
In this article, "crew members" refer to groups of practitioners organized under the Crews tab. These are teams that collaborate closely and may require shared access to calendars, client notes, and other information. Setting up crews helps streamline access and coordination within the clinic.
For more details, please refer to this article.
Permissions can be customized in two main areas:
Scheduler settings (calendar access)
Notes settings (client documentation)
Settings: Scheduler tab
First, choose how much calendar access each practitioner has. Then, choose how they can interact with those events.
Calendar Scope Options
| Access Option | Description | Access Level |
| Disabled | No calendar access. Team/Rooms tab is hidden. | None |
| All Co-assigned Client Events (Merged View) | Practitioners see a simplified, combined calendar of all events for clients they’re assigned to. | Moderate — Must be co-assigned |
| All Crew Co-assigned Client Events (Classic View) | View events for co-assigned clients only if assigned practitioners are in the same crew. | Moderate — Must be in crew AND co-assigned |
| All Crew Members’ Client Events (Classic View) | Full access to all crew members’ events, even without co-assignment. | More Access — Crew members only |
| All Crew & Co-assigned Client Events (Classic Team View) | Combines all crew and co-assigned client events. Maximum visibility across the clinic. | Most Access — Crew OR co-assigned |
Interaction Type Options
After setting access scope, choose how the practitioner can interact with events:
- Pop-up Preview Only: Can hover over sessions to view basic details.
- Read-only: Can open events to view full details, but cannot edit.
- Full Access: Can view and edit all session event details.
Office Admin Access to the Team Calendar
You can control both who’s events Office Admins can see and what they can do with those events.
Whose Events Can Office Admins See?
Disabled: Office Admins cannot access the team calendar at all.
Crew Members’ Events: Admins can view events from fellow crew members, even if they aren’t part of the event.
Everyone’s Events: Admins can see all events across the clinic, regardless of assignment or crew.
What Can Office Admins Do With Events?
Pop-up Preview Only: Hover to see basic event info—can’t open or interact with the event.
Read Only: Can open and view full event details, but cannot make changes.
Full Access: Can open and edit event details. (Note: access to specific fields may depend on Notes permissions.)
Settings: Notes Tab
Note Viewing Scope Options
Disabled: Practitioner can only see notes they authored.
Assigned Clients: Practitioner can view all notes for clients they’re assigned to, even if not co-author.
Assigned Clients & Team Members’ Client Notes: View all notes for assigned clients, plus notes authored by their team members.
Note Interaction Options
Read-only: Can open and view note content, but not edit.
Full Access: Can open, view, and edit note content.
Notes Field Visibility and Commenting
All Note Fields Visible: By default, only the homework field is visible. Turn this setting ON to display all chart note fields, including those shown in event notes.
Commenting in Notes: Enable the ability for practitioners and admins to leave comments on each other’s notes.
Office Admin Access to the Notes
Scope of Access
- Disabled: Office admins cannot access any notes except those they've personally authored.
- Crew members' notes: Office admins can access all notes created by fellow crew members, even if they're not listed as co-authors.
- Everyone's notes: Office admins can access all notes across the entire clinic.
Permission Types
- Read-only: Office admins can preview notes but cannot edit any content.
- Partial Access: Office admins can manage all notes but cannot edit note fields unless they have the Practitioner role.
- Full Access: Office admins can fully manage all notes and edit all note fields.
Additional Options
- Display all note fields
- By default, only the homework field is visible to office admins.
- Enabling this option will make chart notes visible (also applies to notes in events).
- Add comments to non-authored notes
- By default, office admins can only add comments to notes they've authored.
- Enabling this allows them to add comments to other notes where they're not co-authors.
