Change team member role

  1. Go to the settings page and select the Team tab.
    Smilenotes Settings page showing the Team tab where team members are managed.
    Open Settings → Team to view and manage everyone on your account.
  2. Click View to see the member profile.
    Smilenotes team member profile showing the role dropdown used to change permissions.
    Open a team member profile to view details and change their role.
  3. Use the dropdown to select the user role then Save to update the role. → See the permissions table below for full details.

Team member roles

Click the icon to learn more about specific permissions.

Role
Admin & account owner permissions

Best for a business partner, or manager.

Role: Admin
Area Access
Full access
Limited
Restrictions
More info

Frequently asked questions

  • Admin / Account Owner – Can view all notes.
  • Clinician+ – Can view all notes.
  • Clinician – Can view their own notes and notes written by users with the Clinician role.
  • Support Staff – Cannot view clinical notes.

This structure helps maintain privacy while allowing appropriate clinical collaboration.

Only the Account Owner or users with the Admin role can change team member roles.

To update a role:

  1. Go to Settings → Team
  2. Open the team member profile
  3. Select the new role
  4. Click Save

Use Support Staff.

This role allows access to:

  • The appointment diary
  • Client profiles
  • File uploads

It does not allow access to clinical notes, subscription settings, or user management — helping protect sensitive information.

No.

Clinicians and Support Staff cannot delete:

  • Clients older than 24 hours
  • Files older than 24 hours
  • Past clinical notes

Only Admins have full deletion permissions.

Related articles

Next steps if you’re managing staff:

Updated: 3 March 2026