Understand user roles

How to setup user permissions and roles in Caspen?

User permissions and roles

User roles and permissions control what each team member can see and do in your Caspen workspace. Setting these correctly helps protect client privacy, keeps financial information secure, and ensures staff only access what they need.

Default roles

Caspen includes five default roles:

• Practitioner Admin For practising owners and clinical leads who need full workspace access, excluding account owner only pages.

• Practitioner For clinicians who need access to their own clients, notes, appointments, and billing by default.

• Practice Manager For managing operations, appointments, billing, reporting, and settings, with no clinical notes or letters access unless enabled.

• Receptionist For managing bookings, clients, and invoices, with no clinical notes or letters access by default.

• Accountant For finance professionals who need access to invoices, payments, tax, and financial reports, without access to sensitive clinical data.

Billed practitioner roles

Practitioner Admin and Practitioner are the only roles that are billed on your Caspen subscription. These are the only roles that have their own calendar and appear in online bookings and waitlists. Only Practitioner Admin and Practitioner roles can be selected as the practitioner on an invoice.

Where roles and permissions are managed

• Assign a role: Roles are selected when you add a team member in Settings → Users.

• Edit role permissions: Permission settings are managed by the account owner in Settings → Permissions.

For detailed role descriptions and permissions, see Manage roles and permissions.