User permissions customization - Dentolize & Medicolize University

Each user belongs to a permission group that decides what they can see and do. Dentolize comes with ready-made groups such as Owners, Doctors, Reception, Nurses, Accountant, Inventory and Manager. Go to Settings → Permission Groups.

➕ Create or edit a group

Click New Permission, or a group to edit it:

Enter the Name, a Description and a Group Color.
To start from an existing group, click Copy from Group.
Go through the tabs on the left (Data, Patients, Settings, Inventory, Treasury, Analytics…) and tick the permissions:
- View All: see all records. View Created/Assigned Only: see only records they created or are assigned to.
- Add New, Edit, Delete / Disable / Merge. Edit and Delete need one of the View boxes first.
Click Submit.

📋 What each permission does

How the columns work

Most tabs show one row per area, with these columns:

Column	What it allows
View All	See every record in this area.
View Created/Assigned Only	See only records the user created, or that are assigned to them (for patient records, where they are the doctor). View All and this column can’t both be ticked.
Add New	Create new records.
Edit	Change existing records. Needs one of the two View boxes first.
Delete / Disable / Merge	Delete records (for patients: disable or merge them). Needs one of the two View boxes first.
Change Creation Date	Choose the record’s date instead of today, for example to enter a past visit. Needs Edit (on the Settings tab, Add New).
View Total/Logs	Open the clinic-wide list for this area (for example Finances → Invoices), not just the records inside one patient’s file.

The Owners group has every permission. Three permissions restrict instead of grant (Allow only one day in dashboard range date, View Speciality Operations Only and Hide Operation Prices); they don’t affect Owners.

Data

Permission	What it allows
Dashboard (Appointments, Payments and Invoices)	See the appointments, invoices and payments tables on the home dashboard, even without other patient permissions.
Dashboard Charts	See the dashboard’s summary numbers and charts, and the charts on a patient’s profile.
Allow only one day in dashboard range date	Restricts: the dashboard shows one day only, without the date picker. A user with the matching View Total/Logs permission isn’t limited.
Logs	Open Logs → Communications, User Actions and Deleted Records.
Phone Numbers	See patients’ phone numbers, and use the WhatsApp and payment-link buttons. Without it, numbers are hidden.
Download Data	Show the download/export button on tables.
View patients for branches with access only	Restricts patients, searches and appointments to the branches the user belongs to.
Edit Types	Edit the clinic’s lists: appointment, expense, income, payment and inventory types, patient tags and referral sources.
Edit Operator	Change the doctor on invoices, payments and payment steps.
Edit Invoiced Operations	Edit treatments after they’ve been invoiced, and add treatments to or remove them from an invoice (that also needs Invoices → Edit).
Sign Documents	Sign forms, invoices, payments, quotations and medical records.
Approve Tasks	Approve tasks that need approval.
View Speciality Operations Only	Restricts treatments to the user’s own specialty chart, and hides the patient’s Notes tab.
Edit Appointment Status Only	Change an appointment’s status without being able to edit anything else in it.
Edit Patient ID	Change a patient’s file number.
Edit Patient Points	Add, edit and transfer patients’ loyalty points.
Hide Operation Prices	Restricts: hides treatment prices and totals, and the Invoice button in the chart.
Chat	See the Support Chat and Internal Chat. Private Support is open to everyone.
E-Invoice Batches	See the status of e-invoice batches (Saudi Arabia only).

Patients

These rows use the columns above:

Row	What it covers	View Total/Logs opens
Appointments	The patient’s appointments. Change Creation Date also allows changing an appointment’s duration.	Logs → Appointments and Feedback
Details	The patient file itself. Delete means archive or merge the patient.	Patient Links, Duplicate Patients and Archived Patients
Invoices	Invoices.	Finances → Invoices
Quotations	Treatment quotations.	Logs → Quotations
Payments	Payments and refunds.	Finances → Payments, Points and Online Payments
Medical	The medical history questionnaire.	Encounters and Medical Logs
Clinical	Clinical examinations.	—
Medical History	Treatments in the chart, notes, forms and prescriptions.	Logs → Operations, Prescriptions and Patient Forms
X-Rays	X-rays and images.	—
Patient Reminders	Reminders for the patient.	—
Files	Files uploaded to the patient.	—

More permissions on this tab:

Permission	What it allows
Search Patients	Find and open patients by searching, without browsing the full patients list. View Created Only limits it to the user’s own patients.
Report / Cancel Patient E-Invoices	Send patient invoices to ZATCA, or cancel them (Saudi Arabia only).
Report / Cancel Insurance E-Invoices	Send insurance invoices to ZATCA, or cancel them (Saudi Arabia only).
Claims (view, create, edit, delete, add or remove invoices, change status, analytics)	Work with insurance claims (Saudi Arabia only).
Update Status / Insurance Approval for Operations Only	Change a treatment’s status (for example to Completed) and mark insurance approval, without full Medical History → Edit.
Reverse Operations Status	Move a Completed or In Progress treatment back. Needs the permission above.

E-invoice and claims permissions only take effect for clinics in Saudi Arabia with those features turned on.

Settings

These rows use the columns above. View All opens the page; Add New, Edit and Delete manage its records.

Row	What it covers
Permission Groups	Permission groups (this page).
Branches	Branches, their print designs and settings. View also lets the user see data for all branches at once in lists and reports.
Users	Users, doctors’ percentages and working hours. View also shows other users’ attendance. Only Owners can give the Owners group.
Expenses	Expenses, monthly expenses and expense payments. Change Creation Date lets users choose the expense date.
Income	Income.
Insurance Companies	Insurance companies, policies and classes.
Labs and Suppliers	Labs, suppliers, lab items and lab orders. Add New creates lab orders; Edit marks them received or delivered.
Files	The clinic-wide Files log.
Tasks	Tasks. A user can always complete tasks assigned to them.
Counters	Counters and their balance.
Salary Hub	Bonuses, deductions and doctors’ percentages. Change Creation Date lets users choose the date.
Business Registration / Zatca Integration	Open these settings pages (Saudi Arabia).

Practice Settings

These rows use the columns above:

Row	What it covers
Price Lists	Price lists, including bulk price changes.
Procedures and Prices	Procedures, groups and steps. Delete also merges procedures.
Conditions	Conditions (diagnoses). Delete also merges them.
Clinical	Clinical examination items.
Medical	The medical history questionnaire and note templates.
Medications	The medications list for prescriptions.
Free Forms	Consent and free-form templates. Add New is also needed to fill a form for a patient.

Inventory

Row	What it covers
Inventory	Inventory items. Edit also changes an order’s status.
Inventory Storage	Storages. Delete merges a storage into another.
Inventory Stock	The stock in each storage.

Inventory Orders: for each order type (Purchase, Sell, Refund, Price Adjustment, Usage, Internal Transfer, Master Distribution, Return to Master, Disposal, Amount Adjustment, Initial Balance), View shows those orders, Add New creates them and Edit changes them. Usage → Add New is also needed to add materials used from the patient’s chart. Amounts and values: amount is the quantity, value is its cost, and locations means per storage instead of totals.

Permission	What it allows
Master Inventory	See the master storages and their stock.
Branch Amount / Branch Value	See each item’s quantity / value in the branch.
Branch Locations Amount / Value	See the quantity / value in each branch storage.
Master Amount / Master Value	See each item’s quantity / value in the master storages.
Master Locations Amount / Value	See the quantity / value in each master storage.

Communications

Row	View	Add New / Edit / Delete	Send
SMS	Message templates, the Communications log and the patient’s Messages tab.	Create, edit and delete message templates. Delete also cancels scheduled messages.	Send messages to patients and leads.
WhatsApp Bot	The WhatsApp inbox. View Created Only shows only conversations assigned to the user.	Edit blocks chats and edits conversation details.	Send WhatsApp messages.

Permission	What it allows
Hide WhatsApp messages	Hide an offensive message from the rest of the team, and show it again if hidden by mistake.

Custom Fields, Attendance and Treasury

Permission	What it allows
Custom Fields → Edit	Add, edit and delete custom fields.
Attendance → Delete	Delete attendance records and edit other users’ records. Seeing other users’ attendance needs Settings → Users → View.
Treasury → View Assigned Only	See the Treasury page, for the treasuries the user is added to.
Treasury → View Created Only	Same, but only treasuries the user created, and only their own transactions.
Treasury → Add New / Edit / Delete	Create, edit or delete treasuries. Edit also confirms received transfers.
Treasury → Internal Transfer	Move money between treasuries. The user must be added to both treasuries.

Only Owners see every treasury. Everyone else only sees the treasuries they’re added to as users.

Analytics

All Analytics includes all of these. Analytics must also be turned on for the clinic by Dentolize.

Permission	What it shows
Reports	Analytics → Reports
Doctors	Doctors and Salaries
Patients, Appointments, Invoices, Payments, Operations, Expenses, Income, Inventory	The matching Analytics report, and the totals on the matching list page
Top 25 Patients	Top 25 Patients
Income Statement	Income Statement and Referral Statement
Quotations, Labs, Treasury, Communications	The Show Analytics totals on those list pages
Leads	The analytics of a leads journey

Summary Dashboard

These control the cards on the Dashboard’s Summary tab (see Today’s summary):

Permission	What it shows
Patients	New patients, birthdays and new leads
Appointments	New appointments and average feedback
Operations	Completed treatments
Finance Flow	Cash in and out, and points
Tasks	Completed and pending tasks
Communications	Messages sent and failed
Branch Inventory / Master Inventory	The Dashboard’s Inventory tab: low stock and expiring items

Leads

Shown when CRM is turned on for the clinic.

Permission	What it allows
Leads (View All, View Created/Assigned Only, Add New, Edit, Delete)	Work with leads. View Created/Assigned Only shows only leads assigned to the user.
Edit Lead Settings	Manage journeys, stages, reject reasons and lead links.
Bulk Move	Move all the leads in one stage to another stage at once.

Timeline

Each permission shows that kind of event in the patient’s Timeline tab: Appointment, Note, Invoice, Operation, Prescription, Patient Form and Payment (Payment also shows treatment amounts). Generate Patient QR-Code creates a link or QR code to share the patient’s timeline.

Click Test on the groups list to try the system with a group’s permissions, then Reset Permissions to go back.

Saving a group logs out all its users. The Owners group has every permission and can’t be edited; adding a user to it asks for your password.