Overview
RepeatMD’s Admin Panel gives you full control over who can access what on your platform. With customizable user roles and per-user settings, you assign permission levels based on job responsibilities. Sensitive data stays protected while your team stays productive.
This article is for Administrators and Managers who onboard practice staff, adjust access as roles change, and deactivate former team members.
Before You Start
You need the Manager or Administrator role to create, edit, or deactivate staff members.
Open Staff Directory from the left-side navigation in the Admin Panel.
Each staff member can have one role at a time. Use optional settings toggles to fine-tune access within that role.
Staff must be added here before they can log in to the Admin Panel. Login emails are sent only to registered staff emails.
Why It Matters
Managing staff roles and permissions helps you:
Save time by assigning access without RepeatMD support for every new hire.
Keep control over who can manage services, settings, or patient data.
Reduce risk by limiting access to financial reports and account changes.
Improve team efficiency by ensuring staff only see tools relevant to their role.
How It Works
Staff Directory: All admin users are listed in Staff Directory. From here you create accounts, edit roles and settings, and deactivate or reactivate access.
Roles vs. settings: Each staff member receives one role (Administrator, Manager, Marketing, or Staff). Optional settings toggles further restrict or expand access within that role, such as financial reports or custom plan management.
Platform-specific access: A staff member’s roles, settings, and platform access are specific to each platform they can access. If your team manages multiple platforms, configure access on each platform separately. See Switch between multiple platforms (Admin Panel).
Multi-platform email conflicts: If a staff member already has access to another RepeatMD platform under the same email, contact support@repeatmd.com to grant access to an additional platform.
Deactivation vs. deletion: Deactivating a staff member logs them out and blocks Admin Panel access. Their record remains in Staff Directory so you can reactivate later.
Email notifications: Staff receive email when an account is created or when roles are increased. They do not receive email when roles are reduced or when an account is deactivated.
Recommended settings by role
Setting | Administrator | Manager | Marketing | Staff |
Manage patient accounts | Yes | Yes | No | Yes |
Create and manage Custom Plans | Yes | Yes | No | Yes |
Create and manage text messages | Yes | Yes | Yes | No |
View and export financial reports | Yes | Yes | No | No |
Receive Shop notification emails | Yes | Yes | No | No |
You can disable any recommended setting if your practice has personalized needs.
Role comparison
Role | Access level | Ideal for | Key permissions |
Administrator | Highest | Business owners, operators, executives | Full platform control; add or edit any staff role; view and export all reports |
Manager | Medium | Practice managers, team leads | Manage staff (excluding Admins); edit shop content; optional patient visits, custom plans, and financial data |
Marketing | Low | Brand and marketing managers | Customize app design; manage promotions; optional text campaigns |
Staff | Lowest | Front desk, receptionists | View and edit patient info; redeem treatments; optional visits and plans; export redemption reports |
For a detailed permission breakdown, click Click here for a detailed breakdown of each role at the bottom of the Roles & Access section when creating or editing a staff member.
Step-by-Step Instructions
Create a new staff member
Open Staff Directory in the left-side navigation.
Click Create a new staff member.
Enter the user’s name, email, and job title.
Assign a role to set the base access level.
Review optional settings toggles. See the recommended settings table in How It Works.
Click Create staff member.
An email is sent to the new user with login instructions. If they do not receive it, see Troubleshoot missing admin login codes (Admin Panel).
Edit an existing staff member
Open Staff Directory.
Click on the staff member.
Click Edit staff member in the top-right corner.
Update roles, settings, job title, or contact details.
Click Save changes. Updates take effect immediately.
Editable fields: first name, last name, email (must be unique), cell phone number (must be unique), job title (optional), role, and settings.
Who can edit: users with the Manager or Administrator role.
Deactivate a staff member
Open Staff Directory.
Click on the staff member.
Click Deactivate staff member in the bottom-right corner.
In the confirmation window, click Deactivate staff member.
A Deactivated label appears above the user’s name. The staff member is logged out and cannot access the Admin Panel.
Who can deactivate:
Managers can deactivate most staff except other Managers or Administrators
Administrators can deactivate any staff member.
Reactivate a staff member
Open Staff Directory.
Select the deactivated staff member.
Click Reactivate staff member (or equivalent action on the profile).
Confirm the action. Access is restored immediately.
Best Practices and Pro Tips
Review roles quarterly as your team or operations evolve.
Limit Administrator roles to trusted leadership to prevent unintended platform changes.
Use Staff or Marketing roles for front-desk and marketing team members who do not need financial reports.
Toggle settings intentionally. A Manager with financial report access can export sensitive revenue data.
Deactivate promptly when someone leaves the practice. Deactivation is reversible but blocks access immediately.
Watch the Loom walkthrough linked in Next Steps for a video tour of Staff Directory.
Common Mistakes and FAQs
Q: Can I assign multiple roles to one team member?
A: No. Each staff member can have only one role at a time. Use settings toggles to adjust access within that role.
Q: What happens if I disable a permission in a role’s settings?
A: The user immediately loses access to that feature in both the Admin Panel and the mobile app.
Q: Can staff see their own permission levels?
A: No. Only Administrators and Managers can view or edit roles and access settings.
Q: Does job title affect access?
A: No. Job title is informational only. Role and settings control access.
Q: What is the RepeatMD Administrator role?
A: It is restricted to RepeatMD employees. Do not assign it to practice staff.
Q: Why can’t my new hire log in?
A: Confirm their email is in Staff Directory and matches what they enter on the login screen. See Troubleshoot missing admin login codes (Admin Panel).
Q: Do staff get email when I reduce their access?
A: No. Email notifications are sent for new accounts and role increases only.
Next Steps and Support
Need help configuring staff roles? Email support@repeatmd.com