Role-based access is a structured permissions system that assigns defined levels of responsibility within your clinic account. It ensures the right people can manage billing, settings, users, and rooms while protecting shared clinic infrastructure.
Available on Free and Premium plans ⭐
What is role-based access?
As your clinic grows, unclear access can create risk, confusion, and unnecessary administrative overhead.
Roles help you:
Protect sensitive controls like billing and subscription management
Limit changes to clinic-wide settings
Maintain accountability across departments
Align system access with real-world responsibilities
Delegate responsibly without exposing financial controls
Defined permissions allow clinics to scale with structure and clarity.
Three clinic roles
Every user must be assigned one role: Owner, Admin, or Member.
Capability | Owner | Admin | Member |
Conduct video calls and invite patients | ✓ | ✓ | ✓ |
Use plan-level features | ✓ | ✓ | ✓ |
View other clinic users | ✓ | ✓ | ✓ |
Access assigned Shared Rooms (Premium) | ✓ | ✓ | ✓ |
View clinic-level history | ✓ | ✓ | — |
View seat availability | ✓ | ✓ | — |
Invite clinic users | ✓ | ✓ | — |
Remove, archive, and restore users | ✓ | ✓ | — |
Change user roles | ✓ | ✓ | — |
Manage clinic-wide settings | ✓ | ✓ | — |
Create Shared Rooms (Premium) | ✓ | ✓ | — |
Assign users to Shared Rooms (Premium) | ✓ | ✓ | — |
Manage billing and subscription | ✓ | — | — |
Owner: Full control and oversight of the clinic
Owners can:
Manage billing and subscription
Manage clinic-wide settings
Manage users and roles
Create and manage Shared Rooms
Assign users to Shared Rooms
Manage all Personal Rooms tied to the clinic
Owners are responsible for overall clinic governance, including financial and structural oversight. You cannot remove or archive the final remaining Owner. A clinic can have multiple Owners, but must always have at least one active Owner.
Admin: Support operational management
Admins can:
Manage users and roles
Update clinic-wide settings
Create and manage Shared Rooms
Assign users to Shared Rooms
Manage all Personal Rooms tied to the clinic
They cannot:
Access or manage billing and subscription settings
Admins allow clinics to delegate day-to-day management while preserving financial control at the Owner level.
Member: Focus on delivering care
Members can:
Manage their own Personal Room
Start and conduct sessions
Access Shared Rooms if assigned
View other users in the clinic
They cannot:
Manage billing
Modify clinic-wide settings
Invite users
Create or manage Shared Rooms
View clinic-level history
Members operate within defined access boundaries that protect shared clinic resources.
All roles can:
Start and conduct video calls
Use the core telehealth functionality included in your plan
Access to additional features (such as advanced tools or Shared Rooms) depends on your clinic’s plan, not a user’s role.
Roles determine what someone can manage. Your plan determines what features are available.
💡Tip!
Assign roles based on responsibility, not title.
Use Owner for financial and structural oversight
Use Admin for operational leadership
Use Member for providers and staff focused on care delivery
Clear role assignment supports accountability, protects shared infrastructure, and enables coordinated clinic growth.
Assigning and changing roles
Only Owners and Admins can assign or change the roles of clinic members.
To change a user’s role:
Go to your Settings and select Users
On the Users table, find the name of the user whose role you’d like to change
Click the three dots menu and select Change role
Choose the appropriate role
Role change take effect immediately. You can only assign roles to your same level or below. Changing a role does not affect seat billing.
💡 Questions? Please contact our Support team