Restricting What Staff Can See

Not every team member needs access to every part of your account. This article walks you through how to hide specific sections, like billing or account settings, from staff members so they can focus on the parts of Dental Marketing Tool that are relevant to their role.

Why Restricting Access Matters

Your front-desk team needs to see patient conversations, the calendar, and contact records. They probably do not need to see your billing details, subscription information, or platform-wide settings. Limiting what each person can see reduces confusion, prevents accidental changes, and keeps sensitive account information visible only to the people who manage it.

Restrictions are set at the user level, so you can customize access for each individual staff member rather than applying a one-size-fits-all rule. Before you restrict access, make sure the team member already has an account. If you have not added them yet, see Adding a Team Member first.

Where to Find User Permissions

1. Open the main menu and click Settings.
2. Under the My Staff section, click Team Members.
3. Find the staff member you want to adjust and click their name or the Edit button next to their row.
4. Scroll down to the Permissions section of their profile.

Sections You Can Show or Hide

The permissions panel lists the main areas of the platform. You can toggle each one on or off for the individual user. Common sections you may want to restrict include:

• Billing: hides subscription details, invoices, and payment information. Recommended for all front-desk and clinical staff who do not manage the account financially.
• Settings: prevents staff from making changes to your practice profile, integrations, phone numbers, or other account-wide configurations.
• Marketing: hides campaign tools and the social planner from staff who are not responsible for outreach.
• Launching Ads: keeps ad campaign management visible only to the people who run your advertising.
• Reputation: controls who can send review requests or respond to reviews on behalf of the practice.

Sections the staff member does not have access to will simply not appear in their navigation. They will not see a locked screen or an error message. The option just will not be there.

Saving Your Changes

1. After adjusting the toggles, scroll to the bottom of the user's profile page.
2. Click Save.
3. The new permissions take effect immediately. The staff member will see the updated navigation the next time they load the platform, or right away if they refresh their browser.

Using Roles as a Starting Point

If you are adding several team members with similar responsibilities, start by assigning a role that roughly matches what they need, then fine-tune individual permissions from there. For example, a front-desk coordinator might start with a standard staff role and then have billing and settings hidden afterward. See User Roles and Permissions for a breakdown of what each built-in role includes by default.

Adjusting Access as Roles Change

Staff responsibilities change over time. A front-desk coordinator who takes on a practice manager role may eventually need access to sections that were previously hidden. Revisit the permissions panel any time a team member's responsibilities shift. You can also remove a user entirely if they leave the practice. See Editing or Removing a User for details on both updating and deactivating accounts.

Once your team's permissions are set, you may also want to configure when each staff member appears as available for patient bookings. The Setting Staff Availability for Booking article covers how to control scheduling access on a per-user basis.