Overview

This article explains every permission available when creating or editing a role under Settings > Users & Security > Roles, and how a separate setting, Data Access Permissions, found on each user's own profile, works alongside them.

Each permission is set using one of two controls:

Toggle permissions are either on or off.
Slider permissions allow for three options: No Access, Read-Only and Edit.

System Administrator is a special built-in role. It always has full access to everything and cannot be edited.

Data Access Permissions

Roles control which features a user can see and use. A separate setting, found on the individual user's own profile rather than on the Role, controls which data they can see within those features, scoped by business, profession, or practitioner. This is set under Settings > Users & Security > Users, open the user, and go to their Security tab.

Think of it as two layers: the Role decides whether a user can access the appointment book, clinical notes, or reports at all. Data Access Permissions then narrow that access down to specific businesses, professions, or practitioners within each of those areas. Each area is configured independently, so a user can be fully open in one and tightly restricted in another. Each area is set to one of four choices: Full Access (all businesses and practitioners), Businesses, Professions, or Practitioners (picking one or more from the relevant list).

General & Appointment Book: the Role permission decides whether the user can open the appointment book at all. Data Access then decides which practitioners' columns and appointments show up. A user restricted to certain businesses, professions, or practitioners simply won't see other practitioners' appointments, even with full Role access to the appointment book.

Clinical Notes: the Role's Clinical Notes permissions (and the Clinical Administrator override) decide what the user can do with notes generally, such as view, create, or edit. Data Access then decides whose notes they can see across patient files, by business, profession, or practitioner. There's one exception: if a specific note has been shared with the user directly through the Share Notes feature, they can see that note even if it falls outside their normal Data Access scope.

Reports: the Role decides which reports the user can run. Data Access then filters the rows returned, so a user only sees results for the businesses, professions, or practitioners they're scoped to, regardless of what the report itself covers.

Defaults

Every user must be assigned a Role when they're set up, and that Role is what actually determines whether they can access the appointment book, clinical notes, or reports at all. Data Access Permissions don't grant access on their own, they only narrow down data within whatever the Role already allows.

Within that, the Data Access setting itself defaults to Full Access in every area for a new user, meaning no business, profession, or practitioner restriction is applied unless an admin deliberately narrows it. So a new user's actual access is bounded by their Role first, and by this unrestricted Data Access default second, until someone scopes it down.

Users flagged as System Administrators always have Full Access on every Data Access setting, and this can't be changed for them.

The permission categories below are collapsible: select a heading to expand it and see the permissions it contains.

General

Permission	Type	Explanation
Send SMS	Toggle	Allows the user to send SMS messages from PracSuite.
Send Email	Toggle	Allows the user to send emails from PracSuite.
Chat	Toggle	Allows the user to use the internal staff chat feature.
Allow editing of Notice Board	Toggle	Allows the user to post or edit entries on the practice notice board.

Alerts

Controls which alert types the user sees.

Permission	Type	Explanation
Online Booking	Toggle	Shows alerts for new online bookings.
Waiting List	Toggle	Shows alerts related to the waiting list.
SMS Replies	Toggle	Shows alerts when patients reply to SMS messages.
Forms	Toggle	Shows alerts for form submissions. Only shown if Forms is enabled.
Online Payments	Toggle	Shows alerts for online payments. Only shown if Tyro Health Online is enabled.

Patient File Access

Permission	Type	Explanation
Archive Patients	Toggle	Can archive patient records.
Delete Patients	Toggle	Can permanently delete patient records.
Merge Patients	Toggle	Can merge duplicate patient records.
Audit Log	Toggle	Can view the audit log on an individual patient file.
Show Patient Address	Toggle	Can see the patient's address.
Show Patient Phone Numbers	Toggle	Can see the patient's phone numbers.
Show Patient Email	Toggle	Can see the patient's email address.
Show Patient Account Balances	Toggle	Can see the patient's account balance.
Edit Form Treating Practitioner	Toggle	Can change which practitioner a submitted form is attributed to. Only shown if Forms is enabled.

Patient Tabs

Permission	Type	Explanation
Patient Details	Slider	The patient's core details tab.
Accounts	Slider	The patient's account/billing summary tab.
Passes	Slider	The patient's passes tab. Only shown if passes are enabled.
Medicare / DVA	Slider	The patient's Medicare and DVA details tab.
Tyro Health Online	Slider	The patient's Tyro Health Online (Medipass) tab.
Invoices	Slider	The patient's invoices tab.
Appointments	Slider	The patient's appointment history tab.
Message	Slider	The patient's messages tab.
Contacts	Slider	The patient's contacts tab.
Clinical Notes	Slider	The patient's clinical notes tab.
Tags	Slider	The patient's tags tab.
Files	Slider	The patient's files tab.
Recalls	Slider	The patient's recalls tab.
Tasks	Slider	The patient's tasks tab.
Forms	Slider	The patient's forms tab. Only shown if Forms is enabled.

Appointment Book

Permission	Type	Explanation
Appointments	Slider	Access to view, create and edit appointments on the book.
Day Notes	Slider	Access to notes attached to a calendar day.
Waiting List	Slider	Access to the appointment waiting list.
Practitioner Queue	Slider	Access to the practitioner queue feature.

Appointment Book Features

Permission	Type	Explanation
Add/Edit Notes	Toggle	Can add or edit notes on an appointment.
Add/Edit Rule Outs	Toggle	Can add or edit rule-out blocks on the calendar.
Display Fees on Appointment Details Page	Toggle	Shows fee amounts when viewing appointment details.
Allow Overbooking of Group Appointments	Toggle	Allows booking more patients into a group appointment than its capacity.

Invoices

View & Create Permissions

Permission	Type	Explanation
View Invoices	Toggle	Can view invoices.
Create Invoices from Appointments (including App. Items)	Toggle	Can generate invoices, including item codes, directly from an appointment.
Add and Edit Item Codes (invoiced from appointment)	Toggle	Can add or edit item codes when invoicing from an appointment.
Create Invoices and Items from Patient File	Toggle	Can create invoices and items directly from a patient's file.
Create Statements	Toggle	Can create statements.
Create Quotes	Toggle	Can create quotes.
Create Payments	Toggle	Can record payments.
Create Refunds	Toggle	Can process refunds.
Create Write Offs	Toggle	Can create write-offs.

Edit Permissions

Permission	Type	Explanation
Edit Previously Saved Invoices	Toggle	Can edit an invoice after it has been saved.
Edit Previously Saved Quotes	Toggle	Can edit a quote after it has been saved.
Edit Previously Saved Items	Toggle	Can edit an invoice item after it has been saved.
Edit Previously Saved Payments	Toggle	Can edit a payment after it has been saved.
Edit Invoice Date	Toggle	Can change an invoice's date.
Edit Invoice Due Date	Toggle	Can change an invoice's due date.
Edit Item Date	Toggle	Can change the date on an invoice item.
Edit Item Practitioner	Toggle	Can change the practitioner assigned to an invoice item.
Edit Item Fees	Toggle	Can change the fee amount on an invoice item.
Edit Discounts	Toggle	Can apply or change discounts on invoice items.
Edit Payment Date / Time	Toggle	Can change the date or time recorded against a payment.
Edit Payment Allocations	Toggle	Can change how a payment is allocated.
Edit Payment Business	Toggle	Can change which business a payment is recorded against.
Edit Payment Amount	Toggle	Can change the amount recorded on a payment.
Edit Payment Method	Toggle	Can change the payment method recorded on a payment.

Delete Permissions

Permission	Type	Explanation
Delete Payments	Toggle	Can delete payments.
Delete Invoices and Items	Toggle	Can delete invoices and invoice items.
Delete Refunds	Toggle	Can delete refunds.
Delete Write Offs	Toggle	Can delete write-offs.
Delete Statements	Toggle	Can delete statements.
Delete Quotes	Toggle	Can delete quotes.

Within Locked Accounting Periods

Only shown if Accounting Periods is enabled. Accounting Periods restrict changes to financial data in historical date ranges; these two permissions grant exceptions to that lock.

Permission	Type	Explanation
Full Access (Create, Edit, Delete and Allocate)	Toggle	Allows full changes to invoices, payments, refunds and write-offs within a locked accounting period.
Allocate Only (Payments, Refunds and Write-Offs)	Toggle	Allows allocating payments, refunds and write-offs within a locked accounting period, without full edit rights.

Contacts

Permission	Type	Explanation
Referrers & Organisations	Slider	Access to referrer and organisation contact records.
Third-Party Payers	Slider	Access to third-party payer records.
Marketing Sources	Slider	Access to marketing source records.
Suppliers	Slider	Access to supplier records.

Clinical Notes

Permission	Type	Explanation
Full Clinical Administrator Permissions	Toggle	Grants full access to all clinical notes and files, including those marked Confidential. When turned on, this overrides the individual permissions below. Note: user-level restrictions by business, profession or practitioner still apply.
Clinical Notes Access	Toggle	Can view clinical notes. Only applies when Clinical Administrator is off.
Create Notes	Toggle	Can create new clinical notes.
Draft Notes	Toggle	Can save clinical notes as drafts.
Create Confidential Notes	Toggle	Can mark a clinical note as confidential.
Copy Note	Toggle	Can copy an existing clinical note.
Edit Notes Written by Other Practitioners	Toggle	Can edit clinical notes authored by another practitioner.
Edit Notes After Revision Period	Toggle	Can edit a clinical note after its revision window has closed.
Edit Author of Note	Toggle	Can change which practitioner a note is attributed to.
Edit Note Date	Toggle	Can change the date recorded on a clinical note.
Delete Note	Toggle	Can delete a clinical note.
Download, Print, Email	Toggle	Can download, print or email a clinical note.
Share Notes	Toggle	Can share a clinical note with another user or party.
Clinical Memos	Slider	Access to clinical memos. Only shown when Clinical Administrator is off.

Reports

Permission	Type	Explanation
Saved Report Filters	Toggle	Can save and reuse report filters.
Scheduled Reports	Toggle	Can schedule reports to run automatically.
Banking Sheet	Toggle	Run the Banking Sheet report.
Transactions	Toggle	Run the Transactions report.
Outstanding Invoices	Toggle	Run the Outstanding Invoices report.
Billing	Toggle	Run the Billing report.
GST Reconciliation	Toggle	Run the GST Reconciliation report.
Stock Levels	Toggle	Run the Stock Levels report.
Account Balance	Toggle	Run the Account Balance report.
Future Income	Toggle	Run the Future Income report.
Appointment	Toggle	Run the Appointment report.
Time Management	Toggle	Run the Time Management report.
Recalls	Toggle	Run the Recalls report.
Active/Inactive Patients	Toggle	Run the Active/Inactive Patients report.
Birthday List	Toggle	Run the Birthday List report.
Patient List	Toggle	Run the Patient List report.
Patient Statistics	Toggle	Run the Patient Statistics report.
Forms	Toggle	Run the Forms report.
Treatment Plan	Toggle	Run the Treatment Plan report.
Referrals	Toggle	Run the Referrals report.
Cheques	Toggle	Run the Cheques report.
Bank Transfers	Toggle	Run the Bank Transfers report.
Future Appointments	Toggle	Run the Future Appointments report.
Tasks	Toggle	Run the Tasks report.
Item Codes	Toggle	Run the Item Codes report.
Reconciliation	Toggle	Run the Reconciliation report.
Stock Adjustments	Toggle	Run the Stock Adjustments report.
Patient Visit Average	Toggle	Run the Patient Visit Average report.
Tyro Health Online	Toggle	Run the Tyro Health Online report.
Day List	Toggle	Run the Day List report.
Payments	Toggle	Run the Payments report.
Owing At	Toggle	Run the Owing At report.
Pass Redemptions	Toggle	Run the Pass Redemptions report.
Passes	Toggle	Run the Passes report.
Patient Contacts	Toggle	Run the Patient Contacts report.
Statements	Toggle	Run the Statements report.
Stock Profits	Toggle	Run the Stock Profits report.
Campaigns	Toggle	Run the Campaigns report.
Activity	Toggle	Run the Appointment Activity report.
Tyro Health EFTPOS Transactions	Toggle	Run the Tyro Health EFTPOS Transactions report.
Medicare Easyclaim	Toggle	Run the Medicare Easyclaim report.
Tyro Health EFTPOS HealthPoint	Toggle	Run the Tyro Health EFTPOS HealthPoint report.
Utilisation	Toggle	Run the Utilisation report.
Waiting List	Toggle	Run the Waiting List report.
NDIS Bulk Export	Toggle	Run the NDIS Bulk Export.
Messages	Toggle	Run the Messages report.
Return to Work SA Export	Toggle	Run the Return to Work SA export.
ACC Bulk Export	Toggle	Run the ACC Bulk Export.
Invoice Adjustments	Toggle	Run the Invoice Adjustments report.

Dashboards

Permission	Type	Explanation
Dashboard	Slider	Access to the main dashboard.
Performance Dashboard	Slider	Access to the performance dashboard.

Reporting Options

These are Yes/No switches that control what a user can do once a report has been generated.

Permission	Type	Explanation
Print PDF	Toggle	Can print a report as a PDF.
Export to CSV/Excel	Toggle	Can export report results to CSV or Excel.
Export Dashboards	Toggle	Can export dashboard data.
Export Performance Dashboards	Toggle	Can export performance dashboard data.
Email Report	Toggle	Can email a report.
Send Bulk Email	Toggle	Can send a bulk email to patients listed in a report.
Send Bulk SMS	Toggle	Can send a bulk SMS to patients listed in a report.
Apply Tags in Bulk	Toggle	Can apply tags to multiple patients at once from a report.
Apply Mailchimp Tags in Bulk	Toggle	Can apply Mailchimp tags to multiple patients at once from a report.
Archive Patients in Bulk	Toggle	Can archive multiple patients at once from a report.
Change Default Practitioners in Bulk	Toggle	Can change the default practitioner for multiple patients at once from a report.

Security

Permission	Type	Explanation
Reset Security Questions	Toggle	Can reset another user's security questions.
Change Password	Toggle	Can change another user's password.

Tools

Permission	Type	Explanation
My Files	Toggle	Access to the My Files tool.
My Tasks	Toggle	Access to the My Tasks tool.
Unblock Email Address	Toggle	Can unblock an email address that has bounced or been blocked.
Form Triage	Toggle	Access to the Form Triage tool for routing and reviewing incoming forms.

Settings

Sliders (No Access / Read-Only / Edit) controlling access to each Settings page. Read-Only lets the user view the page; Edit lets them change it.

Permission	Type	Explanation
SMS	Slider	Access to the SMS settings page.
General	Slider	Access to the General settings page.
Occupations	Slider	Access to the Occupations settings page.
Health Funds	Slider	Access to the Health Funds settings page.
Contact Relationships	Slider	Access to the Contact Relationships settings page.
Recall Types	Slider	Access to the Recall Types settings page.
Task Types	Slider	Access to the Task Types settings page.
Tags	Slider	Access to the Tags settings page.
Tag Categories	Slider	Access to the Tag Categories settings page.
Treatment Plans	Slider	Access to the Treatment Plans settings page.
Warnings & Alerts	Slider	Access to the Warnings & Alerts settings page.
Patient Default	Slider	Access to the Patient Default settings page.
Payer Defaults	Slider	Access to the Payer Defaults settings page.
Businesses	Slider	Access to the Businesses settings page.
Settlement Accounts	Slider	Access to the Settlement Accounts settings page.
Users	Slider	Access to the Users settings page.
Roles	Slider	Access to the Roles settings page.
Access Schedules	Slider	Access to the Access Schedules settings page.
IP Addresses	Slider	Access to the IP Addresses settings page.
Practitioners	Slider	Access to the Practitioners settings page.
Rosters	Slider	Access to the Rosters settings page.
Days Off	Slider	Access to the Days Off settings page.
Professions	Slider	Access to the Professions settings page.
Appointment Book	Slider	Access to the Appointment Book settings page.
Appointment Manager	Slider	Access to the Appointment Manager settings page.
Appointment Types	Slider	Access to the Appointment Types settings page.
Quick Notes	Slider	Access to the Quick Notes settings page.
Resources	Slider	Access to the Resources settings page.
Reasons	Slider	Access to the Reasons settings page.
Appointment Reminders	Slider	Access to the Appointment Reminders settings page.
Column Order	Slider	Access to the Column Order settings page.
Billing	Slider	Access to the Billing settings page.
Automatic Invoicing	Slider	Access to the Automatic Invoicing settings page.
Accounting Periods	Slider	Access to the Accounting Periods settings page.
Fee Categories	Slider	Access to the Fee Categories settings page.
Schedules	Slider	Access to the Schedules settings page.
Item Codes	Slider	Access to the Item Codes settings page.
Item Groups	Slider	Access to the Item Groups settings page.
Clinical Notes	Slider	Access to the Clinical Notes settings page.
Clinical Notes Templates	Slider	Access to the Clinical Notes Templates settings page.
Clinical Notes Quick Buttons	Slider	Access to the Clinical Notes Quick Buttons settings page.
Auto-Completes	Slider	Access to the Auto-Completes settings page.
Email Templates	Slider	Access to the Email Templates settings page.
Letter Templates	Slider	Access to the Letter Templates settings page.
SMS Templates	Slider	Access to the SMS Templates settings page.
Spreadsheet Templates	Slider	Access to the Spreadsheet Templates settings page.
PDF Templates	Slider	Access to the PDF Templates settings page.
Online Booking	Slider	Access to the Online Booking settings page.
Forms	Slider	Access to the Forms settings page.
Telehealth	Slider	Access to the Telehealth settings page.
Confirmations	Slider	Access to the Confirmations settings page.
Follow Ups	Slider	Access to the Follow Ups settings page.
Fee Adjustments	Slider	Access to the Fee Adjustments settings page.
Payment Types	Slider	Access to the Payment Types settings page.
AI Clinical Templates	Slider	Access to the AI Clinical Templates settings page.
AI Settings	Slider	Access to the AI Settings settings page.
Invoice Reminders	Slider	Access to the Invoice Reminders settings page.
Passes	Slider	Access to the Passes settings page.

Each of these corresponds directly to the equivalent page under the main Settings menu.

Integration Settings

Permission	Type	Explanation
Tyro Health Online Integration	Slider	Access to the Tyro Health Online integration settings.
Physitrack Integration	Slider	Access to the Physitrack integration settings.
Tyro Health EFTPOS Integration	Slider	Access to the Tyro Health EFTPOS integration settings.
Gmail Integration	Slider	Access to the Gmail integration settings.
Office 365 Integration	Slider	Access to the Office 365 integration settings.
Allow user to register their own Gmail address	Slider	Can connect their own Gmail account for sending/receiving email.
Allow user to register their own Office 365 address	Slider	Can connect their own Office 365 account for sending/receiving email.
Stripe Integration	Slider	Access to the Stripe integration settings.
Mailchimp Integration	Slider	Access to the Mailchimp integration settings.
Healthengine Integration	Slider	Access to the Healthengine integration settings.
NDIS Integration	Slider	Access to the NDIS integration settings.
Parchment Integration	Slider	Access to the Parchment integration settings.
Return to Work SA Integration	Slider	Access to the Return to Work SA integration settings.
ACC Integration	Slider	Access to the ACC integration settings.
VALD Integration	Slider	Access to the VALD integration settings.
Teams Integration	Slider	Access to the Microsoft Teams integration settings.
Zoom Integration	Slider	Access to the Zoom integration settings.
Xero Integration	Slider	Access to the Xero integration settings.
HealthLink Settings Page	Slider	Access to the HealthLink settings page.

Role & Data Access Permissions Guide