Set up user permissions and roles

When you're managing a team, it’s handy to control who can access what in your workspace. That’s where user roles and permissions come in. In splose, every user is assigned a role that determines what they can see and do. Let’s walk through how it works.

This guide will cover:

Overview of each user role and who it’s for
Default permissions that come with every role
How to customise access and set the right permissions
Best practices for managing access and keeping your workspace secure
FAQs

When you first sign up to splose, each role comes with default permissions you can customise. But first- let’s talk about the Account Owner. It’s the only role that doesn’t need to be assigned, unless you’re handing it over to someone else.

Account owner

Every workspace has one Account Owner- the person who created the splose workspace. This role holds the highest level of access and comes with a unique set of privileges, separate from any assigned role.

By default, the Account Owner is assigned the Practitioner Admin role. Once another user is invited and assigned that role, the Account Owner can change their own role if needed. Account ownership itself isn’t a role- it’s an additional layer of access on top of whatever role is selected.

Access for account owner includes:

Permissions & roles settings (manage permissions and roles for the workspace)
Security tab (including two-factor authentication and SSO settings)
API keys (creation and management)
Subscriptions page (management of billing and subscription info as well as AI subscription settings)
Transfer ownership

Key points:

Only one account owner per workspace
The account owner cannot be deleted from the workspace
The account owner can transfer ownership by going to
Settings → Users → Actions → Transfer ownership

‼️ Important notes about transferring account ownership

If the account owner is not assigned the Practitioner Admin role and tries to deactivate the only user who is, the action will fail. Every workspace must have at least one Practitioner Admin at all times.
Account ownership can only be transferred to Practice Manager and Practitioner Admin users

Default user roles overview

Here’s a quick snapshot of what each role have permissions to do as a default. We set default permissions to give each role the right level of access from the get-go so your team can hit the ground running without the risk of oversharing sensitive info. It keeps things secure, streamlined, and easy to manage as your workspace grows.

Role	Ideal for	What they can do
Practitioner admin Billed role	Practicing business owners, directors, clinical team leaders	Full access to everything besides account-owner-only functions
Practice manager Non-billed role	Business owners or directors who don't see clients, managers, operations, or admin leads	Can manage clients, settings, billing and reporting No access to clinical notes by default
Practitioner Billed role	Practicing allied health professionals	Can view and manage their own clients, appointments, forms, notes, and invoices Limited reports access for themselves and no settings access
Receptionist Non-billed role	Front desk, support staff	Can manage appointments, clients, and communications, but can’t access notes by default Can manage invoices and payments Limited reports and settings access
Accountant Non-billed role	Finance or accounts team	Can view financials and invoices but can’t access client notes and practitioner calendars Limited reports and settings access

Customising roles and permissions

Every role in splose can be customised. You can fine-tune permissions for access to:

Client data
Reports
Settings pages
Other pages

You’ll find these settings under Settings → Permissions & Roles, which is only accessible to the account owner.

⚠️ Please note that while these can be customised, if a checkbox is greyed out, that permission can’t be changed for the role- it’s either required or restricted for system integrity.

Need to revert your changes back to the default settings?

Simply click the Apply default settings button

Practitioner Admin

The Practitioner Admin role is designed for senior clinical leads or practice owners who need full access to the workspace- excluding a few account-owner-only functions. Every workspace must have at least one Practitioner admin.

Who is this role for?

Practice owners who also see clients
Clinical team leads or senior practitioners managing a team
Anyone who needs full control over the workspace- including client records, billing, settings and reporting- while still actively delivering services

It’s ideal when someone needs practitioner access plus admin powers, all in one.

Is this role considered a practitioner?

Yes. Practitioner Admins are treated as practitioners and appear in practitioner-specific features (e.g. calendars, waitlists, online bookings).

Practitioner Admin default access overview

Category	Access
Clients	All clients, including calendar access for all practitioners
Client data export	Can export data for all clients they have access to
Progress notes	All progress notes (view, email, download as PDF)
Forms	All forms
Letters	All letters
Finances	Invoices and payments for all practitioners
Reports	Full access to reports, including CSV export
Settings	Full access to settings pages, including forms, billing, templates, integrations and more
Other access	Products, waitlist, and all admin-level controls (excluding Permissions & Roles and Security tabs)

Practitioner Admin settings access (detailed)

Practitioner Admins have access to all settings pages, including:

Organisation details and locations
Integrations
SMS settings
splose AI
Templates (forms, progress notes, letters, body charts)
Services, rooms/resources, communication types, referral types
Financial settings like invoices, payments, tax rates
Data tools: import, export, client data
User management, tags and custom fields
Other pages like waitlist and products

Practitioner admins cannot access the Permissions & Roles page by default, the Security tab, or manage API keys → these are reserved for the account owner only.

Practitioner Admin reporting access

Practitioner Admins have full access to all reporting features in splose:

✅ Can access reports for all practitioners

✅ Can export reports to CSV

✅ Can view detailed reports, including invoicing, aged debtors, waitlist, forms, and performance

Practitioner Admin quick summary

Can this role…

✅ Have a calendar (billed role)

✅View all clients

✅ View and manage all practitioner calendars

✅ Access all clinical notes, forms and letters

✅ Manage invoices and payments

✅ Access all reports

✅ Export reports

✅ Modify all settings (excluding owner-only areas)

❌ Access permissions & roles (unless account owner)

❌ Access security and API keys (unless account owner)

❌ Access subscription settings (unless account owner)

This role is ideal for hands-on leaders who need full oversight- managing the entire workspace, supporting practitioners, and making high-level decisions while keeping things secure and streamlined.

Practice Manager

The Practice Manager role is designed for team members who handle the day-to-day operations of your practice- like managing clients, reports, finances and settings-without needing access to everything a practitioner or account owner would.

Who is this role for?

This role suits non-clinical leaders such as admin or operations managers. They’re typically across client workflows, reporting, workspace setup and billing.

Is this role considered a practitioner?

No- Practice Managers are not treated as practitioners and won’t appear in practitioner-specific features like calendars, waitlists or online bookings.

The only setting not enabled by default is splose AI- you can toggle that on if needed.

Practice Manager default access overview

Category	Access
Clients	Access to all clients
Client data export	Access can be enabled or disabled
Progress notes	Access can be enabled or disabled
Forms	Can access all forms
Letters	Access can be enabled or disabled
Finances	Invoices and payments for all practitioners
Reports	Full access to all reports, including CSV export
Settings	Broad access to settings pages including forms, billing, integrations and more (excludes splose AI by default)
Other access	Products and waitlist (excluding permissions & roles, security and subscription tabs)

Practice Manager default settings access (detailed)

Practice Managers can have access to most workspace settings, including:

Organisation details and locations
Integrations
SMS settings
Templates (forms, progress notes, letters, body charts)
Services, rooms/resources, communication types, referral types
Financial settings like invoices, payments, tax rates
Data tools: import, export, client data
User management, tags and custom fields
Other pages like waitlist and products

Practice Managers cannot access the Permissions & Roles page, the Security tab, or manage API keys → these are reserved for the account owner.

Practice Manager default reporting access

Practice Managers have full access to reporting in splose:

✅ Can access reports for all practitioners

✅ Can export reports to CSV

✅ Can view detailed reports, including invoicing, aged debtors, waitlist, forms and performance

Practice Manager default quick summary

Can this role...

❌ Have a calendar (not a practitioner role)

✅ View all clients

✅View and manage all practitioner calendars

✅ Access clinical notes, forms and letters (if enabled)

✅ Manage invoices and payments

✅ Access all reports

✅ Export reports

✅ Modify most settings (excluding owner-only areas)

❌ Access permissions & roles (unless account owner)

❌ Access security and API keys (unless account owner)

❌ Access subscription (unless account owner)

These default permissions for practice manager is great for running the practice behind the scenes- keeping things moving without touching sensitive clinical data unless needed.

Practitioner

The Practitioner role is designed for clinicians to manage their own clients, appointments, notes, forms, letters and finances- without accessing anything outside their caseload.

Who is this role for?

This role is ideal for allied health professionals who provide direct client services. Practitioners can handle everything related to their own clients but won’t see other practitioners' data unless explicitly given access.

Is this role considered a practitioner?

Yes- Practitioners are billed users and show up in calendars, waitlists, and reports.

Practitioner default access overview

Category	Access
Clients	Clients the practitioner has appointments with
Client data export	Can export data for their own clients
Progress notes	Progress notes from their own clients only
Forms	Forms for clients they have access to
Letters	Letters from their own clients only
Finances	Invoices and payments for their own clients
Reports	Can access reporting pages for themselves: Appointments, support activities, cases, progress notes, clients. Can't export these by CSV by default
Settings	No access to settings by default
Other access	Products and waitlist (if client on the waitlist has an appointment with them)

Practitioner default settings access (detailed)

Practitioners have no default access to workspace settings in splose. This means they cannot:

Modify organisation details or locations
Access integrations or SMS settings
View or edit splose AI
Manage forms, templates, or custom fields
Access billing settings like invoices, payments, or tax rates
Import, export or manage bulk client data from the settings page
View or change user groups or permissions

If needed, access to specific settings can be enabled manually by the account owner.

Practitioner default reporting access

Practitioners can view their own reports in splose:

✅ Can access reports for themselves
❌ Cannot access reports for other practitioners
❌ Cannot export reports to CSV

Practitioner default quick summary

Can this role...

✅ Have a calendar (billed role)
✅ View their own clients
✅ Manage their own appointments
✅ Access their own notes, forms and letters
✅ Create and manage invoices for their clients
✅ View their own reports
❌ Export reports
❌ Modify settings
❌ Access permissions & roles (unless account owner)

❌ Access security and API keys (unless account owner)

❌ Access subscription settings (unless account owner)

This role's default settings is set for clinicians to stay focused on delivering client care, with access only to what they need- nothing more, nothing less.

Receptionist

The Receptionist role is designed for team members who assist with admin tasks like scheduling, invoicing and basic client management- without needing access to sensitive clinical data or high-level workspace settings.

Who is this role for?

Receptionists, front desk staff or admin support team members. This role is ideal for anyone helping manage appointments, client forms and payments.

Is this role considered a practitioner?

No- Receptionists are not treated as practitioners and won’t appear in calendars, waitlists, or practitioner reporting.

Receptionist default access overview

Category	Access
Clients	Access to all clients
Client data export	Access can be enabled or disabled
Progress notes	Access can be enabled or disabled
Forms	Can access forms
Letters	Access can be enabled or disabled
Finances	Invoices and payments for all practitioners
Reports	Limited access to selected reports (e.g. appointments, cases, payments) with CSV export enabled
Settings	Minimal access- only SMS settings by default
Other access	Access to products and the waitlist

Receptionist default settings access (detailed)

Receptionists have limited access to workspace settings. By default, they can access:

SMS settings
Products and waitlist pages

All other setting pages- like templates, integrations, billing, services, user management and data tools are disabled by default and can be enabled manually by the account owner.

Receptionists cannot access the Permissions & roles page, the Security tab, or manage API keys.

Receptionist default reporting access

Receptionists can access a curated set of report types in splose:

✅ Can access selected reports like appointments, support activities, cases and payments

❌ Cannot export those reports to CSV unless enabled

❌Cannot access reports related to client forms, progress notes, billing performance or dashboard charts unless enabled

Receptionist default quick summary

Can this role...

❌ Have a calendar (not a practitioner role)

✅ View all clients

✅View and manage all practitioner calendars

❌ Access clinical notes and letters (unless enabled)

✅ Access forms

✅ Manage invoices and payments

✅ Access selected reports

✅ View other pages like the products and waitlist page

❌ Export selected reports (unless enabled)

❌ Modify most settings

❌ Access permissions & roles

❌ Access security and API keys

❌ Access subscription

This role's default permissions is perfect for supporting your team from the front desk- handling bookings and billing, while keeping sensitive data and key settings out of reach unless needed.

Accountant

The Accountant role is ideal for team members who manage financials and reporting in your practice- like bookkeepers, finance officers or external accountants.

Who is this role for?

This role suits finance professionals who need access to invoicing, payments, tax settings and relevant reports. They can also manage products and see client names for context, without accessing sensitive clinical data or broader workspace settings.

Is this role considered a practitioner?

No- Accountants are not practitioners and won’t appear in calendars, waitlists, or clinical tools.

Accountant default access overview

Category	Access
Clients	Access to all clients (view only- no clinical data access)
Client data export	Not available
Progress notes	No access
Forms	No access
Letters	No access
Finances	Invoices and payments for all practitioners
Reports	Access to financial reports only-uninvoiced, payments, aged debtors
Settings	Access to specific finance-related settings: invoices, payments, tax rates, services, integrations, locations
Other access	Access to products only

Accountant default settings access (detailed)

Accountants can access a select group of financial and operational settings, including:

Invoices and payments
Tax rates
Products
Services and locations
Integrations

They cannot access workspace setup settings, templates, user management, or clinical content.

Accountant default reporting access

Accountants have access to key financial reports only:

✅ Can access reports for all practitioners
✅ Can view uninvoiced, payments and aged debtors
❌ No access to clinical, client or performance reports
❌ Cannot export reports to CSV

Accountant default quick summary

Can this role...

❌ Have a calendar (not a practitioner role)
✅ View all clients (view only, no clinical data)
❌ View practitioner calendars
❌ Access clinical notes, forms and letters
✅ Manage invoices and payments
✅ Access select financial reports
❌ Export reports
❌ Modify general settings
❌ Access permissions & roles
❌ Access security and API keys
❌ Access subscription

Best practices for managing roles

Use the default roles as a starting point- then tweak only what’s needed
Review access regularly- especially when roles change or staff leave
Limit access to sensitive data unless it’s essential for the role
Enable 2FA or Single Sign On (SSO) for the workspace to improve security

How to edit roles

Go to Settings → Permissions & Roles (account owner only)
Select the role you want to edit
Tick or untick permissions- greyed-out options can’t be changed
Save changes

How to assign roles

Go to Settings → Users
For new users, click +New user and invite the user with the role you'd like to assign to them.
For existing users, click on the User from your list of users → Scroll down until you find 'Account role' → Select their new role from the dropdown menu → Click save.

FAQs

I don't like the default permissions settings. Can I customise them?

Absolutely! In fact, each role is designed to be customised. All you need to do is go to Settings → Permissions & Roles and customise to suit your practice's needs.
Practitioner Admins can't be customised as this role needs a high level of access.

What happens if I change a role's permissions later on?

Changes to a role’s permissions will apply to all users with that role. It won’t impact any data, but it will change what users can access moving forward.

Can I assign multiple roles to a single user?

No- each user can only have one role at a time. Choose the role that best fits their responsibilities.

What’s the difference between a practitioner and a practitioner admin?

Practitioner Admins have full access to all areas of splose, including other practitioners’ data, reports and settings. Practitioners can only access their own clients and data by default.

Why can’t I see the Permissions & Roles tab?

Only Account Owners can access this tab. If you’re not the Account Owner, you won’t be able to view or edit role permissions.

Can I customise permissions for just one user?

Not individually- permissions are set at the role level, so any changes will apply to everyone assigned to that role.

How can I ensure that a practitioner can only view and edit their own calendar and not other practitioners' calendars?

By default, practitioners can only access clients they have appointments with. If they can see other practitioners' calendars, it means their access has been updated to “All clients” in the Permissions & Roles settings.

Can I hide the Dashboard income chart from specific user roles?

Yes, users can be restricted from viewing income on the dashboard in splose. This will need to be ticked off under the permissions and roles settings→ Reports→ Access pages.

Can my practitioners see incomplete progress notes for all clients on their dashboard?

Access to the Incomplete progress notes section is based on permissions and roles. Practitioner Admins can view all notes. Practitioners will only see their own if their permissions are set to Clients the practitioner has an appointment with and Progress notes from the practitioner's clients. If they have access to All clients and Progress notes from the practitioner's clients, they won’t see notes from other practitioners- even for shared clients.
The only case they would be able to view other practitioners' notes is if the permissions is set to All notes or if they are a Practitioner Admin.

Set up services

Set up the Google Calendar integration

Set up Xero tracking categories

splose AI Settings

Set up the Physitrack integration