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 (including creating and editing employees), payroll, attendance. No patient or financial data.
Receptionist	Front desk	Appointments, waiting room, patients, families, checkout, lab cases; inventory view-only. Of Financials: only Overdue Payments and Cash Reconciliation (clinic-wide summary totals hidden by default, see below).
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 see the Financial Reports page, 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, exporting CSV data, each individual Financials page (Overview, Overdue Payments, Financial Reports, Cash Reconciliation, Staff Commissions, Clinic Expenses), and viewing clinic-wide financial summaries (the aggregate totals at the top of a Financials page).

The HR area stays tied to its base roles. Financials is now per-page, each page, and the summary totals, can be granted to a specific person through an override.

Financials access

Financials is split into individual pages so front-desk staff can do their job without seeing clinic-wide money.

• Owner, Administrator, Finance, all Financials pages, with full totals.
• Receptionist (by default), Overdue Payments (to chase balances) and Cash Reconciliation (to reconcile the till). On both, the clinic-wide summary cards at the top are hidden, the per-patient / per-session list underneath is still visible, unless the person is granted the "view financial summaries" override.
• Doctor, Nurse, HR, Support Staff, no Financials access.

An Owner can hand any individual Financials page, or the summary totals, to a specific staff member as an override.

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.