In this comprehensive guide, we will walk you through the process of effectively managing Office Admin Users with easy-to-follow, step-by-step instructions.


Questions answered in this article:

  • How can I set up a user as an Office Administrator within my clinic?

  • Do I need to create a new user account if my admin is also a practitioner?


View the instructional video(s) on this topic below:


Related articles:


Important Note:

  • The office admin has nearly the same access as the owner but does not have access to the Clinic Settings and the Logs tab.

  • An Office Administrator role can ONLY be created or added by the Owner of the clinic.

  • An existing practitioner can have the added role of Office Admin, to increase their access to management features of Therabyte within your clinic. To add the role of “Office Admin” to the Practitioner, follow step #4-7.


Access permitted by adding the Office Admin role to a Clinic User includes:

  • The My Office Menu

    • Manage and create schedules for practitioners and the team.

    • Oversee the client list, including the waitlist and discharged clients.

    • Create invoices and track payments.

    • Access and mark attendance for client notes and events.

  • Management Menu

    • Manage Clinic Users
    • Track crew performance
    • Create teams and crews
    • Access Raw Data Reports
      Note: Assigning or removing roles such as “Office Admin” is only applicable to the Owner.


  • Clinic Setup Menu

    • Manage the landing page
    • Create services and fees
    • Add funders and third-party contacts
    • Adjust email templates


To set up an Office Admin User


  1. Go to the Clinic Users Page by clicking the Clinic Users Tab in the Management menu from the top left corner. 
  2. Click the New Staff button on the top left of the Clinic Users page and create the Office Admin's profile.

  3. Notice the User Modal will show up. Fill in the necessary fields of the user on the following tabs:
    Note: Read this article for more information: Adding a new clinic user - practitioner

    • Staff Profile - Contains the personal information of the new staff or user.

    • My Clinic - Allows a practitioner to view the clients assigned to them.

    • Account - Displays user status, license number, and roles. You can also set the password here.

  4. Click the Account Tab on the User modal and click the Edit button seen beside the Application Role section.

  5. To assign the Office Admin role to a new user, check the Office Admin checkbox.

    Note: By default, new users are assigned the Practitioner and Telehealth roles, so these boxes are checked. If the user is only an admin in the clinic, uncheck the Practitioner and Telehealth roles.

  6. Click the Done button beside the Application Role section.


  7. To save a new user/role assigned to an existing practitioner, click the Save button below the modal.