Overview
RepeatMD’s Admin Panel provides you with full control over who can access what on your platform. With customizable user roles, you can easily assign permission levels based on job responsibilities, keeping sensitive data secure while helping your team stay productive.
Whether you're onboarding a new receptionist or limiting access to financial reports, this feature puts you in charge without needing RepeatMD support.
Check out this quick video walking through the feature.
Why It Matters
Managing staff roles and permissions helps you:
Save time by quickly assigning access without manual setup
Keep control over who can manage services, settings, or patient data
Reduce risk by limiting access to sensitive or business-critical tools
Improve team efficiency by ensuring staff only see what’s relevant to their role
Creating a New Staff Member
You can add staff members through the Staff Directory page in the Admin Portal.
📣 Follow these steps to create a new user:
Navigate to Admin Portal > Staff Directory.
Click "Create a new staff member".
Enter the user's details (name, email, job title).
The email address will be used for accessing the Admin Portal
Assign one or more roles to determine access level.
Click "Create staff member"—an email will be sent to the new user with login instructions.
Editing an Existing Staff Member
Editing allows you to update a staff member’s access as team roles change, ensuring secure and efficient platform access.
The following staff member account fields can be edited:
First and last name
Email address (this email address must be unique)
If the staff member you are trying to create also has access to another RepeatMD platform, please contact support@repeatmd.com to create access for this staff member.
Job title (optional)
Role
Settings
The ability to edit a staff member is limited to users with the “Manager”, “Administrator” or “RepeatMD Administrator” roles.
📣 Follow these steps to edit a staff member’s roles and settings:
Go to Admin Portal > Staff Directory.
Select the admin user and click "Edit staff member" on the top right.
Modify roles and access, job title, or contact details.
Click “Save changes”—updates take effect immediately.
💡Recommended user settings
We recommend toggling the following settings by default for each admin user level, but you can disable them if you have personalized needs.
| Manage client accounts | Create and manage Custom Plans | Create and manage text messages | View and export financial reports | Receive Shop notifications emails |
Administrator | ✅ | ✅ | ✅ | ✅ | ✅ |
Manager | ✅ | ✅ | ✅ | ✅ | ✅ |
Marketing | ✅ | ✅ | ✅ | ❌ | ❌ |
Staff | ❌ | ❌ | ✅ | ❌ | ❌ |
Deactivate and Reactivate Staff Members in the Admin Portal
⚠️ Only users with a “Manager,” “Administrator,” or “RepeatMD Administrator” role can manage staff member access in your Admin Portal.
Deactivating a staff member logs them out and blocks access to the Admin Portal.
Reactivating a staff member restores their access.
🚫 Who Can Deactivate Staff Members?
Managers can deactivate most staff members, except other Managers, Administrators, or RepeatMD Administrators.
Administrators can deactivate any staff member.
📣 Follow these steps to deactivate a staff member:
Go to Admin Portal > Staff Directory.
Select and click "Deactivate staff member" on the top right.
The confirmations window will pop up, select “Cancel or Deactivate staff member”
A “Deactivated” label will appear above the users name.
📧 How will Staff Members be notified of Admin Account Creation and Role Changes
Staff Members will receive email notifications:
When a staff member’s access is created, an email is sent to the address associated with the account to notify them of the account creation and provide instructions for accessing the Admin Portal.
When an existing staff member is granted additional roles, the user will receive an email notifying them of their newly increased access to the platform’s Admin Portal.
Note: Staff Members do not receive email notifications if their roles are reduced or their account is deactivated.
🆘 Roles and Access Reference Guide
For a more detailed description of the permissions available to each role, please click the “Click here for a detailed breakdown of each role” link at the bottom of the “ROLES & ACCESS” section. when creating or editing a staff member.
🚨Things to Keep in Mind
The "RepeatMD Administrator" role is restricted to RepeatMD employees.
The “Job Title” field of an admin user’s account does not affect the user’s access.
Review roles quarterly as your team or operations evolve
Limit Admin roles to trusted leadership to prevent unintended changes
**Click here** for instructions on how to sign into your Admin Portal.
FAQs
Q: Can I assign multiple roles to one team member?
A: Not currently. Each staff member can only have one role at a time.
Q: What happens if I disable a permission in a role?
A: The user immediately loses access to that feature in both the Admin Portal and the mobile app.
Q: Can staff see their permission levels?
A: No. Only Admins and Managers can view or edit roles and access settings.
Role Comparison Guide
Each role has a specific access level and set of capabilities. Here’s how they break down:
Role | Access Level | Ideal For | Key Permissions |
Administrator (Business Owners, Operators, Execs) | High | Full platform control | -Manage all settings and features -Add/edit any staff role -View/export all reports |
Manager (Practice Managers, Team Leads) | Medium | Day-to-day team ops | -Manage staff (excluding Admins) -Edit Shop content -Manage client visits and redemptions (optional) -Create/edit Custom Plans (optional) -View financial data (optional) |
Marketing (Brand/Marketing Managers) | Low | Engagement & promotion | -Customize app design -Manage promotions -Send text campaigns (optional) |
Staff (Front Desk, Receptionists) | Lowest | Client-facing tasks | -View/edit client info -Redeem treatments -Manage visits and plans (optional) -Export redemption reports |
Need help configuring staff roles? Email support@repeatmd.com