Management

Roles and Permissions - Who Can Do What

Three roles, one shared client list — and every permission checked on the server, not just hidden in the interface.

The Three Roles

  • Business Admin — owns the business. Manages branding and business settings, invites and removes team members, assigns disciplines and modules, sets prices and sees every client and every report.
  • Consultant — the practitioner. Owns their own calendar, their own clients, notes, plans and reports, and their own public profile within the business page.
  • Assistant — front desk. Handles appointments and client contact details without opening clinical records.
A solo practitioner is simply a Business Admin and a Consultant at once — no setup needed.

How Clients Are Shared in a Clinic

Each consultant manages their own clients, while the business administrator can see all of them. That gives you individual responsibility and managerial oversight at the same time, without two separate client lists to keep in sync.

A client seeing more than one practitioner in the same clinic still has one record and one portal — they do not get a second login because they also saw the physiotherapist.

Permissions Are Enforced Server-Side

Hiding a button is presentation, not security. In Vitena every write operation re-checks the caller's role on the server, so a permission cannot be bypassed by editing the page or calling the API directly.

The interface follows the same principle in the other direction: a control you are not allowed to use is hidden rather than shown greyed out. A control you cannot use is not information — it is a support question waiting to happen.

Inviting Someone to Your Team

Invitations carry the role and the profession, so a new colleague lands in a workspace already shaped for them instead of a generic one.

  1. Open Settings → Team and choose Invite
  2. Enter their email, pick their role and their profession
  3. They receive an invitation email and set their own password
  4. They complete a short onboarding of their own — working hours, profile, photo
  5. They appear on your clinic page and, if they wish, in the directory
Tips
  • The free plan includes up to 3 seats — you do not need a subscription to work as a small team
  • A practitioner's own consultation fee can be delegated to them, or kept with the administrator

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Sık Sorulan Sorular

No. The assistant role covers appointments and contact details. Clinical records stay with the consultant and the business administrator.

They edit their own section of it — their profile, photo, about text and specialties. Business-level branding and settings belong to the business administrator.

The clients belong to the business, not to the seat. The business administrator keeps full access and can reassign them.

Only if the business administrator has given them that permission. Otherwise the price list is managed centrally and the section is hidden from them.

Sık Sorulan Sorular

No. The assistant role covers appointments and contact details. Clinical records stay with the consultant and the business administrator.

They edit their own section of it — their profile, photo, about text and specialties. Business-level branding and settings belong to the business administrator.

The clients belong to the business, not to the seat. The business administrator keeps full access and can reassign them.

Only if the business administrator has given them that permission. Otherwise the price list is managed centrally and the section is hidden from them.