Curaeon Help Centre / KB-034
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KB-034Accounts & accessReference
Draft. This article is awaiting technical review and may change — if anything here conflicts with advice from our team, follow the team.

Choose the right role and permissions for a new staff member

Pick one of Curaeon's four roles for a new starter, know what each can and cannot see, and understand which extras can be granted without changing the role.

This article is about staff accounts in Curaeon (Settings → Users), not the support portal (KB-003 — Add or deactivate a portal user for your clinic).

The four roles

Roles decide what appears. This is enforced by the server, not just hidden in the screen: a role that cannot do something cannot do it by another route, so choosing the right one is the whole job.

Role What they get
Reception Calendar, bookings, patient demographics, recalls, billing, correspondence. Can record observations. Not clinical notes or prescribing.
Nurse Observations, immunisations, vaccine stock, filing scanned correspondence and sending reminders. Not clinical notes, prescribing or, by default, Utilities.
Clinician The full clinical record: consults, notes, prescribing, requests, results, referrals, care plans.
Admin Settings, staff and roles, rosters, fees, templates, audit log, integrations.

Consequences that surprise people:

Today, as a clinician sees it — the tabs across the top (My day, Clinical, Front desk, Practice, Billing) are where role shapes what each person is shown.
Today, as a clinician sees it — the tabs across the top (My day, Clinical, Front desk, Practice, Billing) are where role shapes what each person is shown.

Permissions beyond the role

Settings → Permissions is where a role is given something it does not have by default. There are fourteen permissions, and KB-121 — Change what each role may do in Settings → Permissions lists every one with what it allows and which roles hold it by default. One example: utilities.run, which lets a role other than admin and reception use Utilities. If a nurse runs the front desk on Saturdays, this kind of grant avoids giving them Admin.

Changes to who may do what are recorded in the Audit log and listed in the weekly Security review. A permission granted for a locum's fortnight should be taken back when it ends.

Setting up the new starter

  1. Open Settings → Users and add the staff member with their work email address.
  2. Choose the narrowest role from the table that covers their everyday work.
  3. If they need one extra thing, grant it under Settings → Permissions rather than moving them up a role.
  4. Send them to KB-031 — Set up two-factor sign-in for Curaeon, and fix a code that is rejected, already used or timed out for their first sign-in, which enrols two-factor.
  5. For a practitioner, add a roster under Settings → Rosters so the Calendar can book them.

What Curaeon records about them

Their sign-ins, what they opened and why, and what they changed all go to the Audit log. Activity on their entry in Users shows their history. A page a role may not open is refused and recorded — so when a colleague says "it won't let me in", the log says exactly what was refused.

Where the manual is silent

Each person has exactly one role, and a permission is given to a role, not to a person (KB-121 — Change what each role may do in Settings → Permissions). The manual uses "Admin", "administrator" and "practice manager" for what appears to be the same access. If a job does not fit the table — a nurse who also invoices — raise a ticket under Accounts & access → Permissions and describe the work, not the role you think it needs.

Still stuck? Raise a ticket at support.curaeon.com.au or call 1300 XXX XXX. If your clinic can't see patients right now, call and choose option 1. Support is staffed Monday to Friday, 8:00–18:00 Sydney time; outside those hours a call or text to the same number is answered on a best-effort basis.