Roles and permissions

Everyone at the clinic signs in with their own email and password, and has one role. The role decides what they see and what they can do. Nobody shares a login, because every note and every payment carries the name of the person who recorded it.

The five roles

Role	Usually	What they do in Stator
Admin	the owner or the clinic manager	Everything: settings, prices, staff accounts, voiding invoices, exports and the compliance rules. An admin can also treat patients.
Head PT	the head physio	Approves notes or sends them back, sees every patient's record, handles records requests and compliance disputes, and reads the reports. No billing.
Therapist	each physio	Their schedule, their patients' records, notes, home exercise programmes and the procedures they did. Never prices or payments.
Front Desk	whoever books and takes payments	Patients, the schedule, intake forms, billing, payments, HMO claims, payment confirmations and patient app invites.
Accountant	the clinic's accountant	Billing, payments, HMO claims, the compliance report and the exports. No clinical notes.

Whoever takes WhatsApp bookings needs Front Desk or Admin.

Who sees what

• Prices and money: the admin, the front desk and the accountant. Physios log what they did on a visit without seeing a price, and they never record a payment.
• A home-visit address: the desk, the admin (owner), the head physio and the physio booked for that visit. Other physios don't see it.
• Patient messages, when the clinic has switched messaging on: the admin, the head physio, the physios and the front desk.
• The staff handbook: everyone.

Add a staff member

1. Go to Settings → Users & access.
2. Invite them with their own email address and choose their role.
3. If the clinic has more than one branch, set the branches they work at.
4. They get a link to set their own password.

When someone leaves

Lock or deactivate their account under Settings → Users & access the same day.

• Their access stops straight away, and they're signed out on every device.
• Their notes, payments and the record of what they did stay.
• Resetting the password doesn't reopen a locked account.
• An admin can't lock their own account.

Branches

Settings → Branches holds each branch's name, area, address, phone and colour. Each patient has a home branch, each staff member is set to the branches they work at, and the schedule, billing and dashboard can show one branch or all of them together.