Roles & permissions

Everyone who logs in to CuspFlow has a role that determines what they can see and do. This keeps clinical, financial and HR data in front of the people who need it and away from those who don't.

The eight roles

Role	Typical use	Broad access
Owner	The clinic owner	Everything, including billing and staff access. Never locked out.
Administrator	Practice manager / operations	Everything, same as Owner.
Finance	Billing and accounts	Patients, appointments, financials, reports, claims, inventory, lab cases. No HR or settings.
HR	People management	Staff directory and payroll only. No patient or financial data.
Receptionist	Front desk	Appointments, waiting room, patients, families, checkout, lab cases; inventory view-only.
Doctor	Clinician	Patients, appointments, waiting room, treatment plans, lab cases. No billing or HR.
Nurse	Clinician	Same clinical access as Doctor.
Support Staff	Stock room	Inventory management only.

Pharmacists use the Receptionist role.

How access is decided

When someone opens a page, CuspFlow checks their permissions in order:

1. Owner and Administrator have full access to everything.
2. Otherwise, their base role is checked against the page.
3. Then any custom permission overrides granted to them specifically.
4. If none of those grant access, it's denied.

Custom permission overrides

Sometimes a person needs a little more than their role gives. An Owner or Administrator can grant granular extras under Settings → Staff Permissions — for example, letting a Receptionist manage the price catalog, or giving a Finance user the ability to record clinic expenses.

Available overrides include: viewing and managing patients, editing clinical records, managing treatment items, viewing and managing inventory, managing the price catalog, managing lab cases, viewing salaries and commissions, processing payroll, managing staff attendance, recording clinic expenses, and exporting CSV data.

The HR and Financials areas are deliberately tied to their base roles and are not handed out through custom overrides.

Important rules

• Only the Owner can change a staff member's role.
• The Owner is never locked out, even if a plan change would otherwise reduce available seats — they're the only one who can fix billing.
• Sensitive actions (payroll, billing, staff access) are enforced on the server, not just hidden in the interface.

See Staff management to assign roles and grant access.