| Role | Description |
|---|---|
| No Role Set | Standard user, limited to their assigned clinic(s) |
| Finance | Day-to-day billing tasks |
| Finance Admin | Full financial administration |
| Embryology Admin | Manages embryology procedures and cryo operations |
| Access All Patients | Can see all patients across all clinics |
| Admin | Full control within the clinic account |
✓ = allowed – = not allowed ◑ = conditional (see note below table)
| Action | No Role Set | Finance | Finance Admin | Embryolog Admin | Access All Patients | Admin |
|---|---|---|---|---|---|---|
| Add a new patient | ◑ | – | – | – | ✓ | ✓ |
| View or edit a patient's profile | ◑ | – | – | – | ✓ | ✓ |
| Delete a patient | – | – | – | – | – | ✓ |
| Link two patients as a couple or related contact | ◑ | – | – | – | ✓ | ✓ |
| Edit or remove a patient relationship | ◑ | – | – | – | ✓ | ✓ |
◑ Conditional access — the patient must belong to one of the user's assigned clinics
| Action | No Role Set | Finance | Finance Admin | Embryology Admin | Access All Patients | Admin |
|---|---|---|---|---|---|---|
| View, create, or manage appointments | ◑ | – | – | – | ✓ | ✓ |
| View or create appointment documents (e.g. transcripts, summaries) | ◑ | – | – | – | ✓ | ✓ |
| Edit or delete appointment documents | ◑ | – | – | – | ✓ | ✓ |
| Regenerate an appointment document | ◑ | – | – | – | ✓ | ✓ |
| Export a patient messaging conversation | – | – | – | – | – | ✓ |
◑ Conditional access — the patient must belong to one of the user's assigned clinics
| Action | No Role Set | Finance | Finance Admin | Embryology Admin | Access All Patients | Admin |
|---|---|---|---|---|---|---|
| View all tasks across all patients | – | – | – | – | – | ✓ |
| View tasks assigned to you or your patients | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Action | No Role Set | Finance | Finance Admin | Embryology Admin | Access All Patients | Admin |
|---|---|---|---|---|---|---|
| Access the finance admin area | – | – | ✓ | – | – | – |
| View and manage deposits | – | ✓ | ✓ | – | – | ✓ |
| Cancel an invoice | – | ✓ | ✓ | – | – | ✓ |
| View the list of quotes | – | ✓ | ✓ | – | – | ✓ |
| Convert a price quote into an invoice | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Create, edit, or delete credit notes | – | – | ✓ | – | – | ✓ |
| Refund a payment | – | – | ✓ | – | – | ✓ |
| Credit line items on an invoice | – | – | ✓ | – | – | ✓ |
| Manage patient subscriptions | – | – | ✓ | – | – | ✓ |
| Manage payment methods | – | – | ✓ | – | – | ✓ |
| Manage payment terms | – | – | ✓ | – | – | ✓ |
| Manage tax rates | – | – | ✓ | – | – | ✓ |
| Record or transfer transactions | – | – | ✓ | – | – | ✓ |
| Access Adyen payment reports | – | – | ✓ | – | – | ✓ |
| View or update billing email settings | – | – | ✓ | – | – | ✓ |
| Manage frozen storage billing strategies | – | – | ✓ | – | – | ✓ |
| Edit an unpaid or outstanding patient payment | ◑ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Delete a draft patient payment | ◑ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Mark a payment as paid, credit or cancel it | ◑ | ✓ | ✓ | ✓ | ✓ | ✓ |
◑ Conditional access — the payment must be in the correct status (e.g. unpaid, draft)
| Action | No Role Set | Finance | Finance Admin | Embryology Admin | Access All Patients | Admin |
|---|---|---|---|---|---|---|
| View, record, or update an egg collection (aspiration) | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Delete an egg collection record | – | – | – | – | – | ✓ |
| Undo (rollback) an egg collection | – | – | – | ✓ | – | ✓ |
| View, record, or update a fertilisation | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Delete a fertilisation record | – | – | – | – | – | ✓ |
| Undo (rollback) a fertilisation | – | – | – | ✓ | – | ✓ |
| Undo (rollback) a thaw procedure | – | – | – | ✓ | – | ✓ |
| Export embryology device data | – | – | – | ✓ | – | ✓ |