Manage Permissions Catalog

Who this is for: Administrators who need to understand what a permission does, why a user can't do something, or what permissions to assign to a new role. In Manage, administrators configure roles under Company Settings → Roles. A role is simply a named collection of permissions — you can create as many as you need. The job profiles in Part 1 are suggested starting points, not role names you have to copy exactly.

How to use this page

"What does this permission do?" → Go to Part 2 — Module index.
"Why can't this user do X?" → Go to Part 3 — Troubleshooting.
"What permissions should I give this role?" → Start with Part 1 — Job profiles.

Part 1 — By job profile

Use this section when you're setting up a role for a specific type of user. Each profile below lists the permissions that type of user typically needs. Most real users fall somewhere between two profiles — mix and match as needed.

👥 Front-desk / receptionist

Books appointments, checks patients in, handles basic patient info and lead intake.

What they need to do	Permissions to enable
Open and update patient records	View patient, Edit patient
View the calendar and book appointments	View scheduler, Edit scheduler
Handle incoming leads	View leads tab, Allocate leads
Log calls, messages, and emails	View communication log, Create communication log, Edit communication log
Create tasks for colleagues	View manual task, Create manual task

Tip: Front-desk users don't normally need access to sensitive documents, finance settings, sales editing, or audit trails.

🩺 Clinician / audiologist

Sees patients, records hearing tests, manages clinical notes and documents.

What they need to do	Permissions to enable
Open and update patient records	View patient, Edit patient
Record audiometry and clinical data	View clinical data, Edit clinical data
View and update the calendar	View scheduler, Edit scheduler
Work with patient documents and letters	View patient document, Edit patient document, Download patient document, View patient letters, Edit patient letters
Access sensitive documents	View patient sensitive document, Edit patient sensitive document, Download patient sensitive document (grant only when the role genuinely requires it)
Sync Noah / Bridge data (if licensed)	Import Noah data from Bridge, Export patient Noah data in Bridge
Use AI transcription (if licensed)	Manage AI start transcribing, Manage AI generate doc from transcription

💷 Sales / finance

Builds quotes and invoices, takes payments, manages refunds and the cashbox.

What they need to do	Permissions to enable
See the sales tab on a patient	View patient sale
Build quotes, invoices, and delivery notes	Edit quote, Edit invoice, Edit delivery note
Take payments, issue deposits and refunds	Edit payment, Create deposit, Create refund, Create credit note
Take card payments	Credit card payment
Apply discounts	Apply discount, Apply director discount (elevated — grant carefully)
Manage the cashbox and safe	View cashbox, Update cashbox, Correct cashbox, View cashbox history, View safe amount, Delete cashbox cheques
Post payments across multiple invoices	Apply bulk payments
Process insurance claims [US] [AU]	View HSP claims, Operate HSP claims, Review claim, Void claim

📦 Inventory / stock manager

Manages the product catalog, stock, orders, and serial numbers.

What they need to do	Permissions to enable
View and edit the product catalog	View product catalog, Edit product catalog
View and adjust stock levels	View stock, Edit stock, Edit stock item
Create SKUs and manage bundles	Create SKU, View bundle catalog, Edit bundle catalog
See cost prices (often restricted)	View product cost, Edit product cost
Place and manage purchase orders	View order, Create order, Edit order, Delete order, Cancel order
Generate orders from sales	Create order from sale
Assign serial numbers on sales, L&D, repairs	Enter serial number on sale, Select serial number on L&D, Select serial number on repair order
Bulk import/export catalog data	Import-export product catalog, Import-export SKU

🔧 Repairs / L&D coordinator

What they need to do	Permissions to enable
Open and manage repair and L&D requests	View repair and L&D, Edit repair and L&D
Assign serial numbers on requests	Enter serial number on repair order, Select serial number on repair order, Enter serial number on L&D, Select serial number on L&D

📈 Marketing / lead manager

What they need to do	Permissions to enable
Manage campaigns and lead sources	View marketing management, Edit marketing management
Work the leads pipeline	View leads tab, Allocate leads, View lead outcome, Edit lead outcome, Edit lead initial owner

📊 Practice manager / clinic admin

Configures how the clinic runs — scheduling, locations, notifications, and reporting.

What they need to do	Permissions to enable
Configure the scheduler	View scheduler settings, Edit scheduler settings, View schedule template, Edit schedule template, View appointment type, Edit appointment type
Configure online booking (if licensed)	View online booking, Edit online booking
Manage clinic locations	View location settings, Edit location settings
Manage specialists and referring GPs	View specialist, Edit specialist, View GP configuration, Edit GP configuration
Set up notifications and dashboards	View notifications settings, Edit notifications settings, View dashboard settings, Edit dashboard settings
Configure patient fields	View patient settings, Edit patient settings, View user-defined fields patient, Edit user-defined fields patient
Configure task settings	View task management settings, Edit task management settings
Run reports	View DevExpress reports

🛡️ System administrator

Full access — manages users, roles, company settings, integrations, and audit.

What they need to do	Permissions to enable
Manage users and product licenses	View user, Add user, Edit user, Delete user, View user product links, Add user product link, Edit user product link, Delete user product link, Synchronize users with product
Manage roles	View user roles, Add user role, Edit user role, Delete user role
Manage company settings and domains	View company settings, Edit company settings, View company domains, Add company domain, Update company domain, Delete company domain, View environments
Audit and compliance	View audit trails, View audit request, Edit audit request, Update audit request
Monitor background jobs	View all jobs, Cancel job
Configure finance and inventory	View finance settings, Edit finance settings, View inventory settings, Edit inventory settings
Configure insurance/HSP [US] [AU]	View HSP configuration, Edit HSP configuration, View claims relationship settings, Edit claims relationship settings, View claims priority settings, Edit claims priority settings
Configure NHS [UK]	View NHS configuration, Edit NHS configuration, View batteries invoicing, Edit batteries invoicing
Manage translations	Edit localization
Manage order integration (Hybris) (if configured and licensed)	View order integration, Edit order integration, Create manual order submission
Edit reports	Edit DevExpress reports

Part 2 — By module

Use this section when you know the feature area and want to look up exactly what a permission does.

Audit & compliance

Tracks changes across the system and handles formal audit requests.

View audit trails	Opens the audit trail viewer — shows who changed what and when.
View audit request	Shows audit requests raised against the practice.
Edit audit request	Lets the user modify an audit request.
Update audit request	Moves an audit request through its workflow stages.

Cashbox & payments

Permission	What it does
Credit card payment	Allows the user to take a payment by credit card.
Apply bulk payments	Posts payments across multiple invoices at once.
View / Update / Correct cashbox	Views, updates, or corrects the till balance.
View cashbox history	Shows the history of all cashbox transactions.
View safe amount	Shows how much cash is currently in the safe.
Delete cashbox cheques	Removes cheque entries from the cashbox.
View / Edit BPay setting [AU]	Configures BPay for Australian payment processing.

Communications & notifications

Permission	What it does
View notifications settings	Shows how automated email and SMS reminders are configured.
Edit notifications settings	Changes notification rules.
View communication log	Shows the log of calls, emails, and SMS messages sent to patients.
Create communication log	Manually records a phone call or message.
Edit communication log	Updates an existing log entry.
Delete communication log	Removes a log entry.

Company & environment (admin)

Permission	What it does
View company settings	Shows the practice's company-level configuration.
Edit company settings	Changes company settings. Non-global users see a partial view.
View company domains	Lists the email domains linked to the company.
Add / Update / Delete company domain	Manages which email domains are linked to the company.
View environments	Shows the list of environments (e.g. live, training).

Dashboards

Permission	What it does
View dashboard settings	Shows the current dashboard configuration.
Edit dashboard settings	Changes which widgets appear and who sees them.

Documents & letters

Permission	What it does
Manage patient documents	Master on/off switch for the document module. Required for any document access.
View patient document	Opens a patient's documents.
Edit patient document	Uploads or updates documents on a patient.
Delete patient document	Removes a document from a patient.
Download patient document	Saves a local copy of a patient's document.
View / Edit / Delete / Download patient sensitive document	Same as the above document permissions, but for access-restricted documents (HIPAA in the US, GDPR in the EU/UK, or practice policy elsewhere). Grant carefully.
View patient letters	Shows generated letters on a patient record.
Edit patient letters	Generates or edits patient letters.

Finance — quotes, invoices, payments

Permission	What it does
View finance settings	Shows the finance configuration.
Edit finance settings	Changes tax codes, payment methods, and related settings.
View patient sale	Opens the sales tab on a patient record.
Edit quote	Creates and modifies quotes.
Edit invoice	Creates and modifies invoices.
Edit delivery note	Creates and modifies delivery notes.
Edit payment	Records and modifies payments.
Create deposit	Issues a deposit against a sale.
Create refund	Issues a refund.
Create credit note	Issues a credit note.
Apply discount	Applies a standard discount to a sale.
Apply director discount	Applies an elevated, director-tier discount.
Edit product category tax	Changes the tax category on a product.
View / Edit FastTrack	Uses the FastTrack quick-sale module.
Journal entries	Views and manages accounting journal entries.
Export journal entries	Exports journal entries to an accounting system.

GP / referrals [UK] [AU]

Permission	What it does
View GP configuration	Shows the GP referral configuration.
Edit GP configuration	Changes the GP referral configuration.

HSP claims — insurance [US] [AU]

Permission	What it does
View HSP configuration	Shows the insurance/HSP setup.
Edit HSP configuration	Changes the insurance/HSP setup.
View HSP claims	Shows the list of submitted claims.
Operate HSP claims	Submits and works through claims.
Review claim	Reviews a claim before submission.
Void claim	Voids a claim.
View / Edit claims relationship settings [US]	Configures which patients or accounts claims relate to.
View / Edit claims priority settings [US]	Configures the priority order for claim processing.

Inventory — catalog, stock, SKUs

Permission	What it does
View / Edit inventory settings	Shows or changes inventory configuration.
View / Edit product catalog	Shows or edits the master product list.
View / Edit stock	Shows current stock levels or makes stock movements.
Edit stock item	Edits the properties of an individual stock item.
Create SKU	Adds a new SKU to the system.
View / Edit bundle catalog	Manages product bundles.
View / Edit product cost	Shows or edits the cost-price field. Often restricted to managers.
Import-export product catalog	Bulk imports or exports the product catalog.
Import-export SKU	Bulk imports or exports SKUs.

Leads & marketing

Permission	What it does
View / Edit marketing management	Manages campaigns and lead-source dictionaries.
View leads tab	Shows the Leads tab in the navigation.
Allocate leads	Reassigns leads between users.
View / Edit lead outcome	Manages the list of possible lead outcomes.
Edit lead initial owner	Overrides the user a lead is initially assigned to.

Localization & reporting

Permission	What it does
Edit localization	Edits translated strings in the UI.
View DevExpress reports	Runs existing reports.
Edit DevExpress reports	Edits report definitions.

Locations

Permission	What it does
View location settings	Shows the configured clinic locations.
Edit location settings	Adds, edits, or removes clinic locations.

Manage AI / transcription

Note: These permissions only apply if your environment has the Manage AI transcription feature enabled.

Permission	What it does
Manage AI start transcribing	Starts a live transcription session during a patient appointment.
Manage AI generate doc from transcription	Auto-generates a clinical document from a completed transcription.

Master Data Management (MDM)

Permission	What it does
View MDM	Opens the master data management area.
Edit MDM	Edits master data records.

NHS & UK-specific [UK]

Permission	What it does
View / Edit NHS configuration	Shows or changes the NHS setup.
View / Edit batteries invoicing	Manages NHS batteries invoicing.
View eRS diagnostic tool	Opens the NHS eRS diagnostic helper.

Orders

Note: Create manual order submission and order integration permissions only apply if your environment is configured and licensed for the Hybris integration.

Permission	What it does
View / Create / Edit / Delete order	Full CRUD access on purchase orders.
Cancel order	Cancels an existing order.
Create order from sale	Generates a purchase order directly from a patient sale.
Edit automatic order	Manages automatic ordering rules.
Create manual order submission (if configured and licensed)	Manually pushes an order to the upstream system (Hybris).
View / Edit order integration (if configured and licensed)	Shows or changes order-integration configuration.

Patient core

Important: View patient is the gateway permission. Without it, the user cannot open a patient record at all. Almost every other patient action also depends on it — always grant it first.

Permission	What it does
View patient	Opens a patient record.
Edit patient	Edits the patient record.
View / Edit clinical data	Shows or edits audiometry and clinical data.
View patient history	Shows the audit log of changes made to a patient.
Archive patient	Archives a patient record.
Unarchive patient	Restores an archived patient.
View archived patient	Allows the user to see archived records.
Merge patient	Merges two duplicate patient records.
View / Edit user-defined fields patient	Manages custom fields on the patient record.
View screening results	Shows screening results on a patient.
Export patient Noah data in Bridge (if licensed)	Sends patient data from Manage to Bridge.
Import Noah data from Bridge (if licensed)	Pulls Noah data from Bridge into Manage.
Edit session tree in Bridge (if licensed)	Edits a patient's session tree directly in Bridge.
Prepare patient Bridge offline (if licensed)	Builds the offline package for a patient — used for fitting on a laptop without a network connection.

Patient settings

Permission	What it does
View patient settings	Shows patient module configuration.
Edit patient settings	Changes patient module configuration.

Repairs & L&D

Permission	What it does
View repair and L&D	Shows repair jobs and L&D records.
Edit repair and L&D	Creates and edits repair and L&D jobs.

Roles, users & licenses

Permission	What it does
View users	Lists users in the practice.
Add / Edit / Delete user	Creates, modifies, or soft-deletes a user.
View user product links	Shows which products a user is licensed for.
Add / Edit / Delete user product link	Grants, modifies, or revokes a product license.
View user roles	Lists the roles defined in the practice.
Add / Edit / Delete user role	Creates, modifies, or removes a role.
Synchronize users with product	Runs a manual user sync — used by Aurora and similar integrations.

Scheduler

Permission	What it does
View scheduler	Shows the calendar.
Edit scheduler	Books, moves, and cancels appointments.
Edit locked appointment	Overrides appointments that have been locked (e.g. completed or invoiced).
View / Edit scheduler settings	Shows or changes scheduler configuration.
View / Edit schedule template	Manages recurring scheduling templates.
View / Edit appointment type	Manages the catalog of appointment types.
View / Edit online booking (if licensed)	Configures the patient-facing online booking experience.

Serial numbers

Enter vs. Select: Enter means typing a free-form serial number. Select means choosing one from the system's tracked serials. Where possible, use Select — it keeps the serial-number registry clean and prevents duplicates.

Permission	What it does
Enter serial number on sale	Types a free-form serial on a sale.
Enter serial number on L&D	Types a free-form serial on an L&D job.
Select serial number on L&D	Picks a tracked serial on an L&D job.
Enter serial number on repair order	Types a free-form serial on a repair order.
Select serial number on repair order	Picks a tracked serial on a repair order.
Edit injected serial numbers	Modifies serials that the system added automatically.

Specialists

Permission	What it does
View / Edit specialist	Manages the specialist directory.

Surveys

Permission	What it does
View survey	Shows surveys on a patient or in the system.
Add / Update / Delete survey	Manages individual survey responses.
Administer survey template	Creates and edits the survey templates themselves.

System jobs

Permission	What it does
View all jobs	Shows the queue of background jobs running in the system.
Cancel job	Cancels a running background job.

Tasks

Important: View manual task is required for every task action. Always enable it alongside Create, Edit, or Delete — none of those work without it.

Permission	What it does
View manual task	Shows manual tasks. Required for any other task action.
Create manual task	Creates a new task.
Edit manual task	Edits an existing task.
Delete manual task	Removes a task.
View / Edit task management settings	Configures how the task module behaves.

US-specific clinical codes [US]

Permission	What it does
View / Edit CPT codes	Manages CPT procedure codes used for US billing.
View / Edit ICD codes	Manages ICD diagnosis codes.

Part 3 — Troubleshooting

When a user says they can't do something, start here.

"I can't edit a patient record"

Check that Edit patient is enabled on at least one of their roles. If the Edit button is missing entirely — not just greyed out — also check View patient. Without View, the record won't open at all.

"I can't see the Leads tab"

View leads tab must be enabled. If they can see the tab but can't reassign leads, they're missing Allocate leads.

"I can't take a card payment

Credit card payment is its own permission — Edit payment alone isn't enough to take a card transaction.

"I can edit invoices but I can't take a payment"

Check Edit payment. Building a quote or invoice and actually taking a payment are separate permissions.

"I can see the scheduler but I can't book an appointment"

View scheduler and Edit scheduler are separate permissions. View opens the calendar; Edit is what allows booking, moving, and cancelling appointments. If the calendar loads but the user can't interact with it, they're missing Edit scheduler.

"I can't apply a discount"

There are two discount permissions and they are independent. Apply discount covers standard discounts. Apply director discount is a separate, elevated permission for director-tier discounts — it is not included in Apply discount. Check which type of discount the user is trying to apply and enable the matching permission.

"I can't archive or merge a patient"

Archive patient and Merge patient are not included in the standard View/Edit patient set — they need to be enabled separately. If a user can open and edit records but can't archive or merge, these are the missing permissions. Grant them deliberately: merging is irreversible.

"The Manage AI transcription button isn't showing"

Two things are required and both must be in place: the Manage AI start transcribing permission on the user's role, and an active Manage AI product license on the user's account. If the button is missing entirely, check the license first under the user's product links. If the license is there but the button still doesn't appear, check the permission.

"I can't run reports"

View DevExpress reports is the permission required to run existing reports. It sits under the Localization & reporting group, which is easy to miss when setting up a role. If a user needs to edit or build reports — not just run them — they also need Edit DevExpress reports.

"I can't open or work on L&D jobs"

View repair and L&D is the gateway permission for this module — without it the section doesn't appear at all. Edit repair and L&D is needed to create or update jobs. If the user also needs to assign serial numbers to jobs, add the relevant Enter/Select serial number permissions from the serial numbers section.

"I changed notification settings but the user isn't receiving reminders"

Notification settings and communication log access are separate concerns. Edit notifications settings controls the configuration of automated reminders (requires Twilio integration). If the setting looks correct but messages aren't being logged or sent, also check View communication log and Create communication log on the relevant roles — and verify the patient's own contact preferences aren't blocking delivery.

"I can't sync patient data with Noah / Bridge"

Bridge permissions are licensed add-ons — the user needs both the permission and an active Bridge product link on their account. The relevant permissions are Export patient Noah data in Bridge, Import Noah data from Bridge, and Edit session tree in Bridge depending on what they need to do. If the buttons are missing entirely, check the product link first.

"I can't see the cost price on a product"

View product cost is hidden by default. Many practices restrict it to managers and finance staff only. Add the permission if the user should be seeing cost prices.

"I can't open a sensitive document"

Sensitive document permissions are completely separate from regular document permissions. The user needs View patient sensitive document — and Edit, Download, Delete equivalents if they need to do more than just read. This separation is intentional: sensitive documents are access-restricted regardless of country.

"I can't move an appointment that's in the past"

Past, completed, or invoiced appointments get locked automatically. Add Edit locked appointment to let the user override the lock.

"I can't create or edit a task"

Every task action — Create, Edit, Delete — requires View manual task as well. Check that both are enabled.

"I can make changes in the UI but they won't save"

This usually means the user has the View permission for an area but not the Edit permission. The form renders, but the save request gets rejected. Check the matching Edit permission for the module in question.

"A whole feature area is missing entirely"

Country-specific features only appear in environments configured for that country. NHS, batteries invoicing, and eRS are UK-only. CPT codes and US claims settings are US-only. BPay is AU-only. If the permission isn't visible on the role page at all, the environment's country setting is the most likely reason.

"The permissions look right but the user still can't do it"

Have them sign out and sign back in. Permission changes don't always take effect in an active session.
Check whether the feature needs a product license in addition to the permission — Manage AI transcription, Noah/Bridge, online booking, and Hybris order integration are the most common examples.
If neither of those helps, escalate to support with the user's email address, which role(s) they have, and the exact action they're trying to perform.

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Manage Permissions Catalog

Manage Permissions Catalog

Part 1 — By job profile

Part 2 — By module

Part 3 — Troubleshooting

Related Articles

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