User Permissions Reference
General Permissions
Permission | Allows a user to… |
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Merge patients | Merge a patient’s records with another patient belonging to the same client. |
Transfer patients to different clinics | Transfer a patient’s records to a different client. |
Merge clients | Merge a client record into another client record. |
Send newsletter to all clients | View and create newsletters to send to clients in More > Marketing & Reminders > Outreach > Newsletters. |
Send targeted messages to clients | View and created targeted message campaigns to send to client in More > Marketing & Reminders > Automations > Targeted Messages. |
View Provider Punches | Access More > Scheduling > Staff Payroll to view provider punches and logged hours. |
Edit Provider Punch Times | Edit provider punches in More > Scheduling > Staff Payroll. |
Delete Provider Punch Times | Delete provider punches in More > Scheduling > Staff Payroll. |
Download all clients | Select Download All in Clients > Client Results grid to download a CSV file of all of the organization’s clients. |
Ability to view Centralized Inbox across all locations | View all messages in Inbox regardless of location. |
Ability to delete a message | Delete messages in Inbox. |
Disables Editing of the Schedule Page (N.B. Negative Permission) | When unchecked, the user can create and edit scheduled appointments. When checked, the user cannot create or edit scheduled appointments. |
Reporting Permissions
Permission | Allows a user to… |
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View accounts receivable reconciliation issues | Access the AR Reconciliation Issues report in Financials. |
View Controlled Drugs report | View, download, and email the Controlled Drugs report in More > Inventory & Services. |
Clinical Permissions
Permission | Allows a user to… |
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Delete encounters | Delete an encounter (from first tab of the encounter footer). |
Able to override encounter re-open lockdown period | Re-open an encounter that has already been signed. |
Change encounter’s dates | Change the encounter Date (from first tab of the encounter footer). |
Delete lab results | Delete lab order results in Patient Chart > Labs. |
Prescribe medications | Add medication prescriptions in encounters and Patient Chart > Medications. |
Refill medications | Refill prescriptions (Refill Rx button) in Patient Chart > Medications. |
Delete medications | Delete a medication order in an encounter when the order has not been finalized. |
Delete immunizations | Delete an immunization record in Patient Chart > Immunizations. |
Create/edit/delete macros | View, create, edit, and delete pre-written messages in More > Macros. Note: Users who do not have this permission granted can still use macros. |
Can make macros universal across all locations | Set a macro to be universal, meaning it can be used at all locations across the organization. |
Create new immunization manufacturers/vendors outside of product page | Create a new Manufacturer when adding an immunization. |
NOVA Permissions
Permission | Allows a user to… |
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Manage treatment templates | Create and manage NOVASheet templates in Admin settings. |
Billing Permissions
Permission | Allows a user to… |
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Ability to delete an invoice | Delete an open invoice by selecting the trash can icon in Patient Chart > Billing > Invoices. |
Ability to delete an estimate | Delete an open estimate by selecting the trash can icon in Patient Chart > Billing > Estimates. |
Add manual discounts to an invoice | Apply and remove discounts on an open invoice. |
Ability to manually alter line items' prices | Edit the Total Price of a line item on an open invoice. |
Ability to manually credit accounts | Issue a credit to the client after the invoice has been paid. Note: For this permission to function, the “Add an 'Issue Credit' button when viewing a patient invoice” preference must also be enabled for your organization in your Admin settings. |
Ability to process refunds | Process a refund (Issue Refund button) on a paid or partially paid invoice. |
Ability to change the provider on closed invoices | Change the Provider of a line item regardless of when the invoice was closed. |
Ability to change the provider on closed invoices up to the 15th of the next calendar month | Change the Provider of a line item on a closed invoice until the 15th day of the next month. |
Able to re-open posted invoices if they have a $0 balance | Re-open a closed invoice that has a Grand Total of $0.00. |
Edit the date of invoices | Change the invoice date (select Edit Details button on open invoice). |
Void payments | Void a payment in ‘Payments Towards this Invoice’ grid in open invoice. |
Change the taxable status of a line item | Mark a line item on an open invoice as Taxed or NOT Taxes for state, county, city, and other tax rates. |
Prevent user from being assigned as the provider on an invoice line | When checked, the user cannot be selected in the Provider column for a line item on an open invoice. |
Able to mark an invoice as uncollectible | Select Mark as Uncollectible for a due invoice in Patient Chart > Billing. |
Able to mark an invoice as in collections | Select Mark as Collections for a due invoice in Patient Chart > Billing. |
Disallow the ability to finalize invoices (N.B. Negative Permission) | When checked, the user is not able to finalize open invoices. |
Override the setting on a product that prevents it from being altered when on an invoice, estimate or encounter | Delete a line item on an open invoice that has the product setting “Prevent alteration from invoice, estimate or encounter” set to Yes. |
Financial Permissions
Permission | Allows a user to… |
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Create products | Create a new product in More > Inventory & Services. |
View products | View products grid in More > Inventory & Services. |
Edit products' details | Edit a product in More > Inventory & Services. |
Edit products' prices | Add and edit pricing details in the Prices section of product settings. |
Toggle products price locks | Set the product details setting Price Locked? to Yes or No. When set to Yes, users cannot edit the product price on invoices. |
Enable/disable products | Select Disable Product! for a record in the Products grid (More > Inventory & Services). |
Delete products | Delete a product record from More > Inventory & Services products database. |
Delete product location/tag based pricing | Delete pricing details in the Prices section of product settings |
Create product manufacturers | Add new manufacturer records in More > Inventory & Services > Categorize > Manufacturers. |
View product manufacturers | View grid of manufacturer records in More > Inventory & Services > Categorize > Manufacturers. |
Edit product manufacturers | Edit existing manufacturer records in More > Inventory & Services > Categorize > Manufacturers. |
Delete product manufacturers | Delete manufacturer records in More > Inventory & Services > Categorize > Manufacturers. |
Create packages | Add new product package in Financials > Manage > Packages. |
View packages | View product packages grid in Financials > Manage > Packages. |
Update packages | Edit existing product packages in Financials > Manage > Packages. |
Delete packages | Delete product packages in Financials > Manage > Packages. |
Lock packages from being edited | Set the product package setting Is Locked? to Yes or No. When set to Yes, users cannot edit the package details. |
Adjust inventory | Adjust In Stock inventory counts for a product in More > Inventory & Services. |
Manage Wellness Plan Setup | Access the Financials > Manage > Wellness Plans grid. |
Cancel Patient Wellness Plans | Edit, enable, or disable wellness plans in Financials > Manage > Wellness Plans. |
Hide Financials (N.B. Negative Permission) | When checked, hides the Financials tab from the user in Global Navigation. User will not be able to access the Financials page. |
Use Pricing Tool | Access and use the Price Changes tool in More > Admin > Tools to create a new price change for a product. |
Require ‘Location’ or ‘Location Tag’ when setting prices (N.B. Negative Permission) | When checked, requires the Location and Location Tag fields when adding or editing a product price in More > Inventory & Services. By default, these fields are optional in the Edit Price window. |
Scheduling Permissions
Permission | Allows a user to… |
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Delete appointments | Delete an appointment in Schedule by selecting the trash can icon in the appointment details window. |
Hide Schedule Tab (N.B. Negative Permission) | When checked, hides the Schedule tab from the user in Global Navigation. User will not be able to access the Schedule page. |
Admin Permissions
Permission | Allows a user to… |
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Edit the organization’s preferences/settings | View and edit organization preferences in More > Admin > Settings > Preferences. |
Manage the organization’s roles | View and edit user roles in More > Admin > Staff > User Roles. |
Add new users and edit user’s information | Create and edit user profiles in More > Admin > Staff > Users. |
Edit user information | Edit user profiles but not create new user profiles in More > Admin > Staff > Users. |
Add new user licenses, view report and modify existing licenses | Add and manage licenses in the Licensing tab of user profile. |
Manage API keys and associated API users | Create and manage API keys in More > Admin > Integrations > API Keys. |
Manage location settings | View the organization’s locations in More > Admin > Locations. |
Edit basic location settings | Edit the Basic Info section of location settings (name, contact info, time zone, tax rates, etc.). |
Edit integration location settings | Edit the Integrations section of location settings (for non-lab integrations). |
Edit marketing location settings | Edit the Marketing section of location settings (social media links, logo, etc.). |
Edit print location settings | Edit the Printing section of location settings (enable PrintNode, set label orientation and size, etc.). |
Edit location schedules | Edit the Scheduling section of location settings (create provider schedules, enable daycare, enable waitlist, create departments, edit hours of operation, etc.). |
Create and Delete location schedules | Create and manage custom schedules for the location (Scheduling > Edit Schedules > Custom Schedules). |
Edit cages for locations | Create and manage Treatment Kennel List in location settings. |
Edit wards for locations | Create and manage Boarding Wards and Boarding Kennels in location settings. |
Manage blocks in boarding | Create a schedule block in the Boarding calendar (accessed from Global Navigation). |
Edit custom location attributes | Edit the Custom Location Attributes section of location settings. (Custom location attributes are used with the Vetspire API.) |
Ability to modify a user’s active status | Set the user profile setting Is Active? to Yes or No (in More > Admin > Staff > User Roles > select the user to edit > Settings tab). |
View the organization’s users | View grid of user profiles in More > Admin > Staff > Users. |
Apply client and patient tags | Apply tags to client profiles and patient charts.
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Edit the scheduling constraints of providers | Edit the Scheduling Constraints setting in user profile settings. (For example, this permission enables you to set a provider’s user profile to ‘No Double Booking’.) |
Edit the appt type limits of providers | Edit appointment type limits for a provider in their user profile settings. This setting allows you to enable and disable specific appointment types for providers. |
Ability to assign any location to a User | Assign a user profile to location(s) in their user profile settings. |
Configure Labs | Create, edit, update, and delete lab integrations for a location in More > Admin > Integrations > Labs. |
Manage reminders/marketing setup | Access the Marketing & Reminders page from More menu in Global Navigation. |
Manage encounter templates | Create and manage encounter templates in More > Admin > Encounter Types. |
Access to Analytics | Access the Analytics page from More menu in Global Navigation. |
Configure RingCentral | Access the RingCentral settings page in More > Admin > Integrations. |
Manage cadences | Create and manage reminder cadences in More > Marketing & Reminders. |
Perform DataSync operations | Access the DataSync settings page in More > Admin > Vetspire (bottom of the menu). DataSync enables you to import your data from your legacy PIMS directly into Vetspire. |
Delete historical data (DataSync) | Delete historical imported data (Delete Historical Attachments button) for a location in the DataSync Settings section of location settings. |
Manage Integrations | Access the Extra Integrations settings page in More > Admin > Integrations. (Required to manage SyncEngine integration.) |
Ability to manage the Vetspire subscription billing information | Access the Vetspire Subscription page in More > Admin > Vetspire (bottom of the menu). This is where you can link a payment method to your organization’s Stripe account. |
rDVM Permissions
Permission | Allows a user to… |
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View rDVM’s | Access the rDVMs settings page in More > Admin > Configure. Note: Granting any other rDVM Permission gives the user access to the rDVMs settings page. |
Edit basic rDVM information | Update an existing rDVM record in More > Admin > Configure > rDVMs. |
Edit basic and advanced rDVM information | Edit fields in the Additional Info section of an rDVM record’s settings in More > Admin > Configure > rDVMs. |
Create an rDVM | Create an rDVM record (select Add New) in More > Admin > Configure > rDVMs. |
Delete an rDVM | Delete an rDVM record in More > Admin > Configure > rDVMs (select a record to edit, then select the Delete rDVM button). |
Merge rDVMs | Merge an existing rDVM record into another in More > Admin > Configure > rDVMs (select a record to edit, then select Merge Rdvm into Another to open the Merge Rdvm window). |
Full access to rDVM marketing tools | Access the rDVM Marketing Tool page from More menu in Global Navigation. |
Ability to use mass upload for rDVM’s | Access and use the Mass Upload/Change rDVM’s tool in More > Admin > Tools to update rDVM records via a CSV upload. |