User Roles and Permissions

Every person you add to Dental Marketing Tool is assigned one of two roles. Understanding the difference helps you keep your practice data secure while giving your team the access they need to do their jobs.

The Two Roles: Admin and User

When you add a team member, you choose their role before sending the invitation. There are exactly two options:

• Admin: Full access to the platform, including all settings, billing, and staff management.
• User: Access to day-to-day tools like conversations, calendars, and contacts, with the ability to restrict specific areas further.

What Admins Can Do

The Admin role is intended for the practice owner and anyone who manages the account at an operational level. Admins can do everything a User can do, plus:

• Add, edit, or remove other team members
• Change role assignments for existing users
• Access billing, subscription details, and payment methods
• View and change account-wide settings (phone numbers, integrations, branding)
• Create and modify automation workflows and campaigns
• Connect or disconnect integrations such as Google and Facebook
• Access all contacts, conversations, and reporting across the practice

What Regular Users Can Do

The User role is designed for front-desk staff, treatment coordinators, and others who need to work with patients day to day but do not need access to account settings. By default, Users can:

• View and reply to conversations in the shared inbox
• Manage appointments on their assigned calendars
• Look up and update patient contact records
• Send review requests and respond to patient messages
• Use saved replies and internal notes
• View reports relevant to their activity

Users cannot access billing, change account settings, add new staff members, or view areas that an Admin has restricted. If a team member needs access to something they cannot reach, an Admin will need to either adjust their role or update the access settings.

Checking or Changing a Team Member's Role

1. Open the main menu and click Settings.
2. Select My Staff from the left panel.
3. Find the team member in the list and click their name to open their profile.
4. Under the Permissions section, find the role selector and choose Admin or User.
5. Click Save to apply the change. The update takes effect immediately. The team member will see the new access level the next time they load the platform.

How Many Admins Should You Have?

Most practices work well with one or two Admins. The practice owner is typically the primary Admin, and one trusted office manager may share that role. Everyone else, including front-desk staff and hygiene coordinators, generally works well as a User. Limiting the number of Admins reduces the chance of accidental changes to billing or integrations.

Once your roles are set up correctly, you may want to review Setting Staff Availability for Booking so each team member shows up correctly on the scheduling calendar. You can also visit Editing or Removing a User if you need to update a name, email address, or remove someone who has left the practice.