Admin & staff

The Admin area is where the Owner and Admins configure the clinic — who has a login, what they can do, which insurers you deal with, the procedure catalogue everything else refers to, and the audit log that records every meaningful change.

Roles

SmileDesk has six roles. Each person has exactly one.

• Platform Superadmin — SmileDesk's own operations team. Not part of your clinic; cannot see your clinical data.
• Clinic Owner — you. Only one per clinic; can do everything, including creating Admins.
• Admin — full clinic access except creating other Admins. Manages staff, catalogues, sees Reports.
• Doctor — clinical + patients + appointments + reports. Cannot manage staff or edit catalogues.
• Receptionist — patients, appointments, billing, messages. No clinical, no inventory.
• Staff — inventory (the store person). Read-only elsewhere as needed.

Adding a staff member

1. Open Staff from the sidebar.
2. Click Add user. Fill name, email, mobile in +91 9xxxx xxxxx format, and role.
3. Set a starter password. Share it in person or on SMS — never by email.
4. Save. The person can sign in immediately and change their own password from Profile.

Deactivating a user

Someone leaves the clinic — do NOT delete them. Deactivate:

1. Open their row on the Staff screen. Click Deactivate.
2. All their active sessions are killed immediately. The person is bounced from any tab they still have open.
3. Their audit history remains — you keep the record of who did what.

Permissions

Under Permissions you can see the exact permission matrix — every capability (e.g. patients:edit, billing:issue, inventory:write) mapped to the roles that hold it. You cannot change the matrix; it's fixed for consistency. If you need a per-user override, contact support — a special case can be arranged.

Insurers

The Insurers page holds the list of insurance companies / TPAs your clinic bills. Each has a name, a short code, and a default contact for follow-up.

1. Open Insurers → New insurer.
2. Name (e.g. "Star Health"), code ("STAR"), TPA if different.
3. Contact — phone and email your receptionist uses to chase claims.
4. Save. The insurer now appears in the invoice's insurance-payment dropdown and on the Insurance chase page.

Procedure catalogue

Under Procedures. Each row is one procedure with a short name and a price in ₹. Used to pre-fill invoices and to populate the treatment-plan dropdown on the clinical chart.

• Prices can be edited any time. Existing invoices freeze their line prices at the moment they were issued, so changing a price does NOT retroactively affect old invoices.
• You can mark a procedure inactive instead of deleting it — it disappears from dropdowns but old references remain intact.
• A procedure can have an optional default duration (minutes) — used when adding it to an appointment.

Audit log

The Audit log records every meaningful change: who created / edited / voided a record, and what changed. Rows are immutable — you cannot delete an audit entry.

• Filter by actor, action type (create, update, void, delete), and entity (patient, appointment, invoice, payment, prescription, item, batch, user, insurer).
• Patient-referring rows show the patient name, not just the ID, so you can scan quickly.
• Action labels are human-readable ("issued invoice INV-0117", "voided visit note for P0042", "deactivated user manisha@…").

Common pitfalls

• Sharing one login — the audit log becomes useless. One person, one login. Always.
• Deleting a procedure vs deactivating — deactivate. Delete breaks old plan items that referenced it.
• Ignoring the audit log — spend 5 minutes on it every Monday. Unexpected voids or after-hours edits are worth a conversation.