User Roles and Permissions Reference (Admin)

Accounting

AR Reconciliation

Read

Access the AR Reconciliation Issues report in Financials.

Accounts

Client Tags

Create

Create tags for client profiles in More > Admin > Configure > Client Tags.

Delete

Delete client tags.

Update

Edit client tags.

Client and Patient Tag

Apply

Apply tags to client profiles and patient charts.

Clients

Download List

Select Download All button in the Clients > Client Results table to download a CSV file of all of the organization’s clients.

Merge

Merge a client record into another client record.

Custom Client Fields

Create

Create custom client profile fields in More > Admin > Configure > Custom Fields.

Delete

Delete custom client fields.

Custom Patient Fields

Create

Create custom patient information fields in More > Admin > Configure > Custom Fields.

Delete

Delete custom patient fields.

Electronic Signature

Create

Add an electronic signature file to a provider's user profile.

Update

Change the electronic signature file saved to a provider's user profile to a new file.

License

Manage

Add and manage licenses in the Licensing tab of user profile settings.

Provider

Create

Create and edit user profiles in More > Admin > Staff > Users.

Download List

Download Excel file of all staff in More > Admin > Staff > Users.

Read

View grid of user profiles in More > Admin > Staff > Users.

Update

Edit user profiles in More > Admin > Staff > Users.

Note: This permission does not allow users to create new user profiles.

Update Active/Inactive Status

Set the user profile setting Is Active? to Yes or No.

Update Appointment Type Limits

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.

Update Locations

Assign a user to location(s) in their user profile settings.

When this permission is granted, users can assign other users to any of your organization’s locations.

For this permission to work, the user must also have the Provider > Read permission granted.

Update Schedule Constraints

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’.)

Provider Commission

Create/Delete/Update

Manage Commission Percentages in a user’s profile settings.

Provider Role

Manage

View and edit user roles in More > Admin > Staff > User Roles.

Admin

API Key

Manage API Keys And Associated API Users

Create and manage API keys in More > Admin > Integrations > API Keys.

Boarding Cages

Edit Cages For Location

Create and manage Boarding Kennels in location settings.

Boarding Wards

Edit Wards For Location

Create and manage Boarding Wards in location settings.

Configuration

Manage

Access multiple pages under More > Admin. This permission is essential for Admin users to access Admin pages.

DataSync

Create/Update

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.

Note: This permission is intended to only be used by Vetspire Support. Please contact Vetspire Support for assistance with DataSync.

Delete

Delete historical imported data for a location in the DataSync Settings section of location settings.

Department

Manage

Enable organization departments for a location in More > Admin > Locations.

Marketing

Manage

Access the Marketing & Reminders page from More menu in Global Navigation.

Org Department

Manage Organization Departments

Create and manage organization-level departments in More > Admin > Configure > Departments.

Org Preference

Edit the Organization's Preferences/Settings

View and edit organization preferences in More > Admin > Settings > Preferences.

Relationship

Manage Organization Relationships

Access More > Admin > Configure > Relationships where they can view, add, and edit patient associate relationship types.

Reservations

Manage Blocks In Boarding

Create a schedule block in the Boarding calendar.

RingCentral

Manage

Access the RingCentral settings page in More > Admin > Integrations.

Vetspire Subscription

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.

Analytics

Analytics

Read

Access the Analytics page from More menu in Global Navigation.

Billing

Coupon

Create

Create discount coupons in Financials > Manage > Coupons.

Delete

Delete discount coupons in Financials > Manage > Coupons.

Update

Edit discount coupons in Financials > Manage > Coupons.

Credit Memo

Create

Add to and adjust Credit on Account balance in Patient Chart > Billing.

Estimate

Delete

Delete an open estimate by selecting the trash can icon in Patient Chart > Billing > Estimates.

Invoice

Delete

Delete an open invoice by selecting the trash can icon in Patient Chart > Billing > Invoices.

Manually Discount Invoice

Apply and remove discounts on an open invoice.

Mark Invoice As In Collection

Select Mark as Collections for a due invoice in Patient Chart > Billing.

Mark Invoice As Uncollectible

Select Mark as Uncollectible for a due invoice in Patient Chart > Billing.

Note: Marking an invoice as uncollectible is irreversible. This action cannot be undone.

Override Product Setting That Prevents It From Being Altered On 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.

Re-Open Posted Invoice With 0$ Balance

Re-open a closed or locked invoice that has a Grand Total of $0.00.

Update Invoice Date

Change the invoice date (select Edit Details button on open invoice).

Update Line Item Price

Edit the Total Price of a line item on an open invoice.

Update Provider On Closed Invoice

Change the Provider of a line item on an invoice regardless of when the invoice was closed.

With this permission enabled, users can also edit the Provider of a line item on a locked invoice. Invoices can be set to automatically lock in More > Admin > Settings > Preferences > Billing Preferences > ‘Lock finalized invoices at midnight after X days’.

Update Provider On Closed Invoice 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.

Invoice Item

Change The Taxable Status Of A Line Item

Mark a line item on an open invoice as Taxed or NOT Taxed for state, county, city, and other tax rates.

Payment

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 in More > Admin > Settings > Preferences.

Process Refunds

Process a refund (using the Issue Refund button) on a paid or partially paid invoice in Patient Chart > Billing.

Void

Void a payment in ‘Payments Towards this Invoice’ table on an open invoice.

Pricing Tool

Read

Access and use the Price Changes tool in More > Admin > Tools to create a new price change for a product.

Product

Create

Create a new product in More > Inventory & Services.

Create New Immunization Manufacturers/Vendors Outside Of Product Page

Create a new Manufacturer when adding an immunization.

Delete

Delete a product record from More > Inventory & Services.

Enable/Disable

Select Disable Product! for a product record in More > Inventory & Services.

Mass Upload

Use the Mass Upload/Change Products tool in More > Inventory & Services > Tools > Products Upload.

Read

View products grid in More > Inventory & Services.

Toggle Price Lock

Set the product details setting Price Locked? to Yes or No. When set to Yes, users cannot edit the product price on invoices.

Update

Edit details of a product record in More > Inventory & Services.

Product Manufacturer

Create

Add new manufacturer records in More > Inventory & Services > Categorize > Manufacturers.

Delete

Delete manufacturer records in More > Inventory & Services > Categorize > Manufacturers.

Read

View grid of manufacturer records in More > Inventory & Services > Categorize > Manufacturers.

Update

Edit existing manufacturer records in More > Inventory & Services > Categorize > Manufacturers.

Product Package

Create

Add new product package in Financials > Manage > Packages.

Delete

Delete product packages in Financials > Manage > Packages.

Lock

Set the product package setting Is Locked? to Yes or No. When set to Yes, users cannot edit the package details.

Read

View product packages grid in Financials > Manage > Packages.

Update

Edit existing product packages in Financials > Manage > Packages.

Product Price

Delete

Delete location/location tag-based pricing details in the Prices section of product settings.

Update

Add and edit pricing details in the Prices section of product settings.

Purchase Orders

Create

Create purchase orders for inventory products in More > Inventory & Services > Order > Purchase Orders.

Delete

Delete purchase orders.

Read

View purchase orders.

Update

Edit purchase orders.

Purchase Order Item

Create

Add line items to purchase orders in More > Inventory & Services > Order > Purchase Orders.

Delete

Remove line items from purchase orders.

Read

View line items in purchase orders.

Update

Edit line items in purchase orders.

Reconciliation Note

Create Reconciliation Note In End Of Day Report

Reconcile the End of Day report in Financials > End of Day (using the Mark Reconciled button).

Note: The user role must also have the Reports > End of Day > Read permission enabled to be able to reconcile End of Day.

Update Reconciliation Note In End Of Day Report

Undo a reconciliation for a selected date in Financials > End of Day.

Note: The user role must also have the ‘Create Reconciliation Note in End of Day Report’ permission enabled to be able to create a new reconciliation.

Revenue Center

Create

Create Revenue Centers in Financials settings to track revenue generated by invoiced products linked to the Revenue Centers.

Delete

Delete a Revenue Center in Financials.

Update

Edit a Revenue Center in Financials.

Clinical

Complication

Create

Create custom selections for Complications to add to an encounter (in More > Admin > Configure > Complications).

Delete

Delete a custom Complication.

Update

Edit a custom Complication.

Encounter

Delete

Delete an encounter (from first tab of the encounter footer).

Override Lockdown Period

Re-open an encounter that has already been signed after the time period set in More > Admin > Settings > Preferences > ‘Prevent Encounters Being Re-opened After’. 

Update Dates

Change the encounter Date (from first tab of the encounter footer).

Encounter Type

Manage

Create and manage encounter templates in More > Admin > Encounter Types.

Immunizations

Delete

Delete an immunization record in Patient Chart > Immunizations.

Macro

Make Universal

Set a macro to be universal, meaning it can be used at all locations across your organization.

Manage

View, create, edit, and delete pre-written messages in More > Macros.

Note: Users who do not have this permission granted can still use macros.

Medications

Delete

Delete a medication order in an encounter when the order has not been finalized.

Prescribe

Add medication prescriptions in encounters and Patient Chart > Medications.

Prescribe Controlled Drugs

Prescribe medication products that have the Controlled Drug? setting set to Yes.

Refill

Refill prescriptions (using the Refill Rx button) in Patient Chart > Medications.

Patient

Merge

Merge a patient’s records with another patient belonging to the same client.

Transfer Different Client

Transfer a patient’s records to a different client.

Patient Document

Delete

Delete files from Patient Chart > Uploads.

Patient Tag

Create

Create tags for patient charts in More > Admin > Configure > Patient Tags.

Delete

Delete patient tags.

Update

Edit patient tags.

Vitals

Delete

Remove a patient’s weight.

Note: This permission also allows users to reset the Vitals section of an encounter via the Vetspire API.

Conversations

Conversations

Delete

Delete messages in Patient Chart > Messages.

Read Centralized Inbox

View Inbox messages for all locations in your organization (under the Every tab).

Entities

Alert

Create

Create custom alert labels for patient charts in More > Admin > Configure > Patient Alerts.

Delete

Delete patient alerts.

Update

Edit patient alerts.

Cage

Create

Create new entry in Treatment Kennel List in location settings.

Delete

Delete entry in Treatment Kennel List.

Update

Edit entry in Treatment Kennel List.

Client Referral Source

Create

Create Client Referral Source in More > Admin > Configure > Referral Sources.

Delete

Delete Client Referral Source in More > Admin > Configure > Referral Sources.

Update

Edit Client Referral Source in More > Admin > Configure > Referral Sources.

Consent Form Template

Create

Add form template in More > Admin > Configure > Consent Forms.

Delete

Delete form template in More > Admin > Configure > Consent Forms.

Update

Edit form template in More > Admin > Configure > Consent Forms.

Custom Location Attributes

Create

Add custom attributes in location settings (More > Admin > Locations).

Note: Custom location attributes are used with the Vetspire API.

Delete

Delete custom location attributes.

Update

Edit custom location attributes.

Entity Validation

Create/Delete/Update

Enable and disable required client, patient, immunization, and tasks fields in More > Admin > Configure > Required Fields.

Location

Manage

View the organization’s locations in More > Admin > Locations.

Note: The user role must have this permission enabled to be able to use the other Entities > Location permissions.

Update Basic Information

Edit the Basic Info section of location settings (name, contact info, time zone, tax rates, etc.).

Update Custom Attributes

Edit the Custom Location Attributes section of location settings. (Custom location attributes are used with the Vetspire API.)

Update Integration Settings

Edit the Integrations section of location settings (for non-lab integrations).

Update Marketing Settings

Edit the Marketing section of location settings (social media links, logo, etc.).

Update Print Settings

Edit the Printing section of location settings (enable PrintNode, set label orientation and size, etc.).

Location Attribute

Create

Add Location Attribute in More > Admin > Configure > Location Attributes for use across the organization.

Delete

Delete Location Attributes.

Read

View Location Attributes.

Update

Edit Location Attributes.

Location Tag

Create

Add tags to apply to location settings across the organization in More > Admin > Configure > Location Tags.

Delete

Delete Location Tags.

Update

Edit Location Tags.

Org

Read

View the Organization page in More > Admin > Settings.

Update

Edit organization details in More > Admin > Settings > Organization.

Org Lab

Manage

Create, edit, update, and delete diagnostic integrations for a location in More > Admin > Integrations > Labs. 

Org Preference

Create

Edit organization preferences in More > Admin > Settings > Preferences.

Delete

Delete entry in organization preference field.

Read

View organization preferences.

Update

Edit organization preferences.

Inventory

Inventory Adjustment

Create

Add In Stock inventory counts for products in More > Inventory & Services.

Update

Edit/adjust In Stock inventory counts for products in More > Inventory & Services.

Product Category

Create

Add product category tags in More > Inventory & Services > Categorize > Tags.

Delete

Delete product category tags.

Update

Edit product category tags.

Product Type

Create

Create product types in Financials > Manage > Types.

Delete

Delete product types.

Read

View product types.

Update

Edit product types.

Lab

Lab Result

Delete

Delete lab order results in Patient Chart > Labs.

Marketing

Auto Message

Create

Create targeted message campaigns in More > Marketing & Reminders > Automations > Targeted Messages.

Delete

Delete targeted messages.

Read

View targeted messages.

Update

Edit targeted messages.

Newsletters

Create

Create newsletter to send to clients in More > Marketing & Reminders > Outreach > Newsletters.

Delete

Delete marketing newsletter.

Read

View marketing newsletter.

Send

Send marketing newsletter to clients.

Update

Edit marketing newsletter.

Targeted Marketing

Send

Send targeted messages to clients in More > Marketing & Reminders > Automations > Targeted Messages.

Note: This permission is only for sending targeted messages that have already been configured. User roles with the Marketing > Auto Message permissions enabled can create and manage targeted messages.

NOVA

NOVASheet

Delete

View and select the Delete button at the top of an open NOVASheet to remove the sheet from the patient’s chart.

Provider Transfer

Create Shifts

Add new provider shifts to open NOVASheet.

Update Shifts

Edit provider shifts on a NOVASheet in the Shift Log.

Treatment Sheet Template

Manage

Create and manage NOVASheet templates in Admin settings.

Payroll

Provider Punch Time

Create

Add new punch times to a timecard in More > Scheduling > Staff Payroll.

Delete

Delete provider punches in More > Scheduling > Staff Payroll.

Read

Access More > Scheduling > Staff Payroll to view provider punches and logged hours.

Tip: Enable this permission to grant users view-only access to More > Scheduling so they can view their punches.

Update

Edit provider punches in More > Scheduling > Staff Payroll.

Plans

Wellness Plan

Cancel

Cancel the wellness plans that a patient is enrolled in under Patient Chart > Plans.

Manage

Create and edit wellness plans in Financials > Manage > Wellness Plans.

Protocols

Cadences

Manage

Create and manage reminder cadences in More > Marketing & Reminders.

Protocol

Create

Create protocols in More > Marketing & Reminders > Reminder Protocols.

Delete

Delete protocols.

Update

Edit protocols.

Triggered Cadence

Update

Create and manage protocol reminder cadences in More > Marketing & Reminders > Reminder Cadences.

Reminders

Reminder

Create

Create automatic appointment reminder messages in More > Marketing & Reminders > Reminders > Appt. Reminders.

Delete

Delete appointment reminders.

Read

View appointment reminders.

Update

Edit appointment reminders.

Reports

Controlled Drugs

Read

View, download, and email the Controlled Drugs report in More > Inventory & Services.

End of Day

Read

View and download the End of Day reporting dashboard in Financials > End of Day.

Schedule

Appointment

Delete

Delete an appointment in Schedule by selecting the trash can icon in the appointment details window.

Note: If this permission is not granted, users are still able to change an appointment status to Cancelled.

Appointment Type

Create

Create appointment types for scheduling in More > Admin > Configure > Appointment Types.

Delete

Delete appointment types.

Update

Edit appointment types.

Appointment Type Tag

Create

Create tags to group appointment types in More > Admin > Configure > Appointment Type Tags.

Delete

Delete appointment type tags.

Update

Edit appointment type tags.

Location Hours

Update

Edit hours of operation for a location in More > Admin > Locations > Scheduling section of location settings.

Location Schedule

Create/Delete

Create and manage custom schedules for the location (Scheduling > Edit Schedules).

Note: The user role must also have the Location Schedule > Update permission enabled to be able to create and manage custom schedules.

Update

Edit the Scheduling section of location settings, including Scheduling Basics.

Schedule Template

Create

Create schedule templates in More > Admin > Configure > Schedule Templates.

Delete

Delete schedule templates.

Update

Edit schedule templates.

Tasks

Task Category

Create

Create task categories in More > Admin > Configure > Task Categories.

Delete

Delete task categories.

Read

View list of task categories.

Update

Edit task categories.

Triggers

Trigger

Create

Add new automation triggers in More > Admin > Automate > Triggers.

Delete

Delete automation triggers.

Read

View automation triggers.

Update

Edit automation triggers.

rDVMS

rDVMS

Create

Create an rDVM record (select Add New button) in More > Admin > Configure > rDVMs.

Delete

Delete an rDVM record in More > Admin > Configure > rDVMs (select a record to edit, then select the Delete rDVM button).

Edit Advanced rDVM Information

Edit fields in the Additional Info section of an rDVM record’s settings in More > Admin > Configure > rDVMs.

Edit Basic rDVM Information

Update an existing rDVM record in More > Admin > Configure > rDVMs.

Merge

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). 

Read

Access the rDVMs settings page in More > Admin > Configure.

Note: Granting any other rDVM permission gives the user access to the rDVMs settings page.

Read Marketing Tools

Access the rDVM Marketing Tool page from More menu in Global Navigation.

Use Mass Upload

Access and use the Mass Upload/Change rDVMs tool in More > Admin > Tools to update rDVM records via a CSV upload.

Negative Permissions

Financial

Hide Financial Tab

When checked, hides the Financials tab from the user in Global Navigation. User will not be able to access the Financials page.

Invoice

Disallow The Ability To Finalize Invoices

When checked, the user is not able to finalize open invoices.

Invoice Item

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.

Product Price

Require Location On Pricing

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.

Schedule

Disables Editing Of The Schedule Page

When unchecked, the user can create and edit scheduled appointments and event blocks.

When checked, the user cannot create or edit scheduled appointments and event blocks.

Hide Schedule Tab

When checked, hides the Schedule tab from the user in Global Navigation. User will not be able to access the Schedule page.

Support

Hide Support Chat

When checked, prevents the user from chatting with Vetspire Support via the chat tool in the bottom-right corner of the app.