Provider Manager uses a role-based access system to ensure users only have access to the features and data they need. As an administrator, you can assign and update roles at any time. Understanding each role helps you maintain security and keep your system running smoothly.
⚠️ Important: You'll need Administrator permissions to assign or change user roles.
The available roles
There are four standard roles in Provider Manager, plus the option for custom roles where needed.
Role | Description |
Administrator | Full access to all features and data. Manages system settings, user accounts, and permissions. |
Manager | Oversees team operations and manages provider data. Can view and edit provider information, add notes, and assign contacts. |
Standard user | Accesses and updates provider records as part of daily responsibilities. Can view providers, add notes, and upload knowledge if permitted. |
Viewer | Read-only access for auditing or general viewing. Can view providers, notes, and knowledge but cannot edit anything. |
Custom role | Some organisations use bespoke roles tailored to specific needs. Permissions are defined by the administrator. |
What each role allows
Administrator
Administrators have the highest level of access. They can:
Create, edit, and deactivate user accounts.
Assign or change user roles.
Modify provider data, including sensitive information.
View audit trails and system-wide settings.
Manager
Managers can:
Manage provider and team data.
Add, edit, or remove notes and contacts.
📌 Note: Managers cannot manage users or system settings unless explicitly permitted by an administrator.
Standard user
Standard users can:
View and update assigned providers.
Add provider notes and upload files, depending on permissions.
📌 Note: Standard users cannot manage other users or change permission levels.
Viewer
Viewers can:
View provider details, notes, and knowledge.
📌 Note: Viewers have no editing or management capabilities.
Assign a user role
You can assign or update a user role at any time from the User Management section.
Click Administration, then click User Management.
Select the user you want to update.
Select the appropriate role from the Role dropdown.
Click Save.
⚠️ Important: Role changes take effect immediately. Always confirm the required level of access before making updates.
Good vs poor practice
Good practice:
Assign the least privileged role that allows the user to complete their responsibilities.
Review user roles regularly to ensure access remains appropriate.
Use custom roles only where standard roles don't meet specific needs.
Poor practice:
Assigning Administrator access to users who only need to view provider data.
Leaving former employees with active user accounts and permissions.
Using custom roles without documenting the permissions assigned.
Summary
Assigning the right roles ensures your team has the access they need while keeping your system secure. Review user roles regularly and always apply the principle of least privilege — give users only the access they need to do their job.