Role Management

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Info
Only Admins can manage role permissions. Please contact your Administrator for assistance.

Roles determine the scope of a user's access to features and data. A user can have one or many roles and will inherit the scope of their assigned roles.

Watch the guided demo below to create and configure roles.

You can also follow the same steps using the written guide below.

1. Role Permissions

For each role, you have the flexibility to specify the following actions:

View: This action allows users to view record entries.
Create: Users can add fresh entries to the record.
Edit: Users can modify existing entries.
Delete: Users can remove entries from the record.
Bulk Export: Users can export CSV from the record.

The table below shows a list of actions that can be enabled or disabled for each role within Clevero:

Action	Entries	Fields	Forms
View	✅	❌	❌
Create	✅	✅	✅
Edit	✅	✅	✅
Delete	✅	✅	✅
Bulk Export	✅	❌	❌

2. Create a New Role

Go to the "System Settings" and select "Roles".
Click on the "Add Role" button to start creating a new role.
Fill in the following details for the role:

Field	Details
Name	Provide a descriptive name for the role.
Identifier	This is a unique identifier for the role.
Icon	You can choose an icon that represents the role.
Dashboard Layout	Define the layout for the role's dashboard.
Grant Administrator Rights	Decide whether this role should have administrator rights.
Is Portal Role (REQUIRED)	Check this box to signify that this role is a portal role.
Custom Auth Domain & Auth Domain URL	If the portal is using a custom domain name for authentication, check the "custom-auth-domain" checkbox and fill in the "auth-domain-url" (For example: https://patient.portalabc.com.au).

3. Configure Role Permissions

Let's explore how to configure each permission type.

3.1. Record Access

Record Access controls user interactions with record components, such as Entries, Fields, and Forms.

3.1.1. Entries

For each role, you can specify the actions allowed for entries within records:

View: Users can see the entries of the record.
Create: Users can add new entries to the record.
Edit: Users can modify existing entries.
Delete: Users can remove entries from the record.
Bulk Export: Users can export CSV from the record.

You can apply permissions across all records or define them for specific records.

3.1.2. Fields

Define role-based actions for fields within records:

Create: Users can create new fields within the record.
Edit: Users can modify existing fields.
Delete: Users can remove fields from the record.

You can apply permissions across all records or define them for specific records.

3.1.3. Forms

Configure role-based actions for forms associated with records:

Create: Users can generate new forms and assign them to records.
Edit: Users can modify existing forms.
Delete: Users can remove forms from records.

As with other record access permissions, you can apply these actions to all records or define them for specific records.

3.2. Functionality Access

Functionality access lets you define the functions and operations users can perform within the Clevero system.

Here are some of the permission configurations available under functionality access:

Functionality Access	Details
Manage System Settings	Fine-tune and manage system-wide settings.
Manage Email Templates	Create, modify, and manage email templates used for communications within the system.
Manage SMS Templates	Create, edit, and handle SMS templates for text-based notifications.
Manage Document Templates	Create, edit, and maintain document templates for generating standardised documents within the system.
Manage PDF Builder	Create and manage electronic signature templates for document signing processes.
Manage Email Blasts	Send mass emails or notifications to a targeted group of recipients for announcements, promotions, or updates.
Manage Rules	Define and administer rules that control automated actions or workflows within the system.
Export Data	Export and download data from the system.
Can Configure Custom Portals	Create and configure custom portals.
Enable Self-Service Scheduling	Enable a self-service scheduling feature.
Manage 1:1 Scheduling Events	Oversee one-on-one scheduling events.
Manage Round Robin Scheduling Events	Enables users to manage round-robin scheduling events and distributing appointments or tasks among available resources.
Manage Dashboards	Create, modify, and manage dashboard layout used for showcase reports and quick-link widgets in a visually engaging manner.
Manage Reports	Create, modify, and manage reports used for accurate and relevant information for decision-making or record-keeping
Manage Portals	Create, modify, and manage portals used to allow user groups with limited or transactional roles to provide, review, and update information.
Manage Portal Users	Create, modify, and manage portal user roles used to control user access, permissions, and roles within an online portal
Bulk Import Files	Enable users to update multiple data entries simultaneously with just a few clicks!
Online Forms	Enable users to create digital forms configured and can be embedded in a web page or sent to the user via a link. Any information submitted through a form will be automatically stored in the system.
CSV Import	Enable users to import multiple data entries simultaneously with just a few clicks!

📌 Need Help?

If you require assistance or encounter any issues, please don't hesitate to contact us for further support.