Roles, Permissions & Team Assignment
This guide walks you through creating security roles, configuring what each role can see and do, and assigning a role to a team member’s user account in DrWell Connect. Who can do this: A team member whose security role includes access to Settings → Roles & Permissions (with the Add Roles, Edit Roles, or Delete Roles permissions) and, for team assignment, access to Settings → Team Members (with Add Team Members / Edit Team Members).
This guide walks you through creating security roles, configuring what each role can see and do, and assigning a role to a team member's user account in DrWell Connect.
Who can do this: A team member whose security role includes access to Settings → Roles & Permissions (with the Add Roles, Edit Roles, or Delete Roles permissions) and, for team assignment, access to Settings → Team Members (with Add Team Members / Edit Team Members).
Before You Start
- Roles control access. Every team member is assigned exactly one role, and that role determines which pages they can open and which actions they can take across DrWell Connect.
- The Administrator role is locked. Each account includes a built-in Administrator role marked with a System badge. It always has full access, automatically inherits new features as they're added, and cannot be renamed or deleted — you can only edit its description.
- Plan a role per job function. Most practices create a small set of roles such as Office Manager, Front Desk, or Billing, then assign each team member the role that matches their responsibilities.
Tip: If a button appears grayed out with the message "You don't have access to perform this function," your own role is missing the matching permission. Ask an Administrator to update your role.
Part 1: Creating a Role
Step 1 — Open Roles & Permissions
- Sign in to DrWell Connect.
- Go to Settings → Roles & Permissions.
- Click Add Role (top right).
A slide-out panel titled Add New Role opens.
Step 2 — Name the role
- Enter a Role Name (for example, Office Manager).
- Optionally add a Description explaining what the role is for.
Step 3 — Configure permissions
Use the toggles and checkboxes in the Permissions section to choose what this role can access (see Part 2: Permissions Reference below for every option).
Step 4 — Create the role
Click Create Role. You'll see a confirmation that the role was created, and it now appears as a card on the Roles & Permissions page.
Editing an existing role
- On the Roles & Permissions page, click a role card to open its details.
- Click the pencil (edit) icon at the top of the panel.
- Update the name, description, or permissions, then click Save Changes.
Note: For the built-in Administrator role, the name and permissions are locked — only the description can be changed.
Deleting a role
- Click the role card to open its details.
- Click the trash (delete) icon.
- In the Delete Role confirmation dialog, click Delete.
Warning: Deleting a role cannot be undone. The Administrator system role cannot be deleted.
Part 2: Permissions Reference
Permissions are organized by module. Each module has a main access toggle; turning it off hides the module entirely and clears its sub-permissions. When a module is on, checkboxes control specific actions within it.
Dashboard
| Permission | What it allows |
|---|---|
| Dashboard access | Always on — every role can see the Dashboard. |
| Hide Financial Widgets | When checked, revenue and other financial widgets are hidden from this role's Dashboard. |
Marketplace
| Permission | What it allows |
|---|---|
| Marketplace (access) | Open the Marketplace module. |
| Import treatment plans | Import treatment plan templates from the Marketplace. |
| Overwrite treatment plans | Overwrite an existing template when re-importing. |
Catalog
| Permission | What it allows |
|---|---|
| Catalog (access) | Open the Catalog module. |
| Edit Default Sigs | Edit the default sig (directions) text for catalog medications. |
Treatment Plans
| Permission | What it allows |
|---|---|
| Treatment Plans (access) | Open the Treatment Plans module. |
| Edit Templates | Create and modify treatment plan templates. |
| Add New Treatment Plan | Start a new treatment plan for a patient. |
| Customize Patient Plans | Adjust an individual patient's plan. Requires "Add New Treatment Plan" — it is nested under that option and turns off automatically if the parent is unchecked. |
Patients
| Permission | What it allows |
|---|---|
| Patients (access) | Open the Patients module. |
| Add Patient | Create new patient records. |
| Inactivate Patient | Mark a patient inactive. Requires "Edit Demographics" — the checkbox is disabled until Edit Demographics is on. |
| Edit Demographics | Edit patient name, contact, and demographic details. |
| Add Note | Add notes to a patient's record. |
| Add Medication | Add medications to a patient's record. |
| Inactivate Medication | Mark a patient medication inactive. |
| Add Allergy | Add allergies to a patient's record. |
| Inactivate Allergy | Mark a patient allergy inactive. |
Orders
| Permission | What it allows |
|---|---|
| Orders (access) | Open the Orders module. |
| Pending Orders — View | See the Pending Orders tab. |
| Pending Orders — Save/Submit Order | Save or submit pending orders. |
| Pending Orders — Edit Pending Order | Edit orders while they are still pending. |
| Submitted Orders — View | See the Submitted Orders tab. |
| Batch Shipping — View | See the Batch Shipping tab. |
Financial
| Permission | What it allows |
|---|---|
| Financial (access) | Open the Financial module. |
| Invoices — View | See invoices. |
| Invoices — Print Invoice | Print/download invoices. |
| Invoices — Void Invoice | Void an invoice. |
| Payments — View | See payments. |
| Payments — Refund Payment | Issue refunds. |
| Payments — Unapply Payments | Unapply a payment from an invoice. |
| Subscriptions — View | See patient subscriptions. |
| Payouts — View | See payout reports. |
Settings
Turning on Settings access reveals five sub-areas, each with its own access toggle and action checkboxes:
| Area | Permissions |
|---|---|
| Team Members | Access; Add Team Members; Edit Team Members; Inactivate Team Members; Reset Passwords |
| Roles & Permissions | Access; Add Roles; Edit Roles; Delete Roles |
| Locations | Access; Add Locations; Edit Locations; Inactivate Locations (requires "Edit Locations") |
| Pricing | Access; Add Schedules; Edit Schedules; Archive Schedules (requires "Edit Schedules") |
| Notifications | Access; Edit Notifications |
Note on dependent permissions: Some checkboxes depend on another being enabled first — Inactivate Patient requires Edit Demographics; Customize Patient Plans requires Add New Treatment Plan; Inactivate Locations requires Edit Locations; Archive Schedules requires Edit Schedules. The dependent option stays disabled (and switches off automatically) until its parent is enabled.
Tip: Granting a module's access toggle with no checkboxes gives view-only access to that module.
Part 3: Assigning a Role to a Team Member
Adding a new team member with a role
- Go to Settings → Team Members.
- Click Add Team Member (top right).
- Fill in the member's details — First Name, Last Name, optional Title, Email, Phone Number, and Username (suggested automatically from the name).
- In the required Role dropdown, select the role this person should have.
- Click Add Team Member.
- In the Activation Email dialog, confirm or edit the email address that will receive the activation link, check "I confirm this email address is correct," and click Send Activation Email.
The new team member receives an email with a link to set their password and activate their account. Their access is governed by the role you selected from their very first sign-in.
Important: The activation email may contain access to protected health information (PHI) once the account is active — double-check the address before sending.
Changing an existing member's role
- On the Settings → Team Members page, click the member's card.
- Click the pencil (edit) icon in the member panel.
- On the Details tab, choose a different role in the Role dropdown.
- Click Save.
The change takes effect the next time the member's permissions are checked — typically immediately on their next page load.