Access roles help manage your team's permissions in the workspace, ensuring everyone has the right level of access for their responsibilities. Roles are divided into Administrator, Clinician, Assistant, and Template Manager, each tailored to specific team functions.
Accessing Team Management Settings
To get started:
In the left-hand menu, select Team
If you already have a team, your members will be listed here.
If you don't have a team yet, you can create one.
Understanding Roles
Admin Role: The
Administratorrole is for users who need full access to manage the workspace, including team settings and clinical tools.Clinician Role: The
Clinicianrole is designed for healthcare providers who need access to clinical tools and documentation.Assistant Role: The
Assistantrole is for support staff who help with documentation and session management without owning core sessions.Template Manager Role: The
Template Managerrole is for users who need to create and distribute templates across the organisation, without needing full admin access.
Role Overview
Role | ✅ Can do | ❌ Can't do |
Administrator | Manages the team and workspace settings. Has full access to all clinical tools - including sessions, transcriptions, notes, and documents. Can also manage team membership and billing. | - |
Clinician | Full access to create and manage their own clinical documentation, including sessions, notes, transcriptions, and downstream documents. | Cannot modify team templates or team settings. |
Assistant | Supports documentation and session management. Can create new sessions, add patient details, add context, view the core note, copy the note for transfer to EMR, and create downstream documents such as referral letters and patient explainers. | Cannot own sessions, delete notes, or start recording sessions. |
Template Manager | Creates, manages, and distributes templates across their team or organisation. Can create, edit, and delete templates; share templates with specific teams; publish templates org-wide; and view which teams exist in the organisation. | Cannot access patient data, sessions, notes, or recordings. Cannot manage billing, assign or change roles for other users, or access analytics dashboards. |
Administrator Role
The Administrator is a full-access role for users who manage the workspace alongside the Account Owner. Administrators can handle team membership, settings, billing, and clinical work all in one role.
This role suits:
Practice managers who run day-to-day operations and need access to both admin settings and clinical documentation
Clinical leads who need visibility across the team and control over workspace configuration
IT or admin contacts at larger clinics who manage team setup on behalf of clinicians
Clinician Role
The Clinician is the standard role for healthcare providers who need full access to clinical tools and documentation.
This role suits:
Doctors, nurses, and allied health professionals who use Heidi to record and document consultations
Any clinician who needs to create, edit, and manage their own sessions and notes
What a Clinician can do
Create, edit, and delete their own clinical sessions, notes, transcriptions, and documents
View and collaborate on team members' sessions and documents
Create and manage their own personal templates
What a Clinician cannot do
Modify team templates or team settings
Manage billing, team membership, or team settings
Assistant Role
The Assistant is a support role for staff who help with documentation and session management without needing full clinical access.
This role suits:
Medical receptionists and practice administrators who prepare or finalise documentation around a consultation
Scribes or administrative staff who support clinicians with note formatting and document creation
What an Assistant can do
Create new sessions for clinicians and add patient details
Add context to an existing session
View the core note and copy it for transfer to EMR
Create downstream documents such as referral letters and patient explainers
View and help with team members' sessions and documents
What an Assistant cannot do
Delete the core note created by a clinician
Create a session for themselves
Start a recording session
Template Manager Role
The Template Manager is a dedicated role that gives specific users the ability to create and share templates across their organisation — without requiring global admin access.
This role needs to be assigned by either a Team or Organisation Admin. Learn more about Heidi Teams.
This role suits users who own template management in the organisation — without needing full admin access:
Clinical leads who build and maintain templates for their team or specialty
Ops staff responsible for rolling out standardised note formats across a department
Superusers who support multiple teams and need to share templates broadly
What a Template Manager can do
Create, edit, and delete personal and team templates
Share templates with specific teams
Publish templates org-wide
View which teams exist within the organisation
What a Template Manager cannot do
Access patient data, sessions, notes, or recordings
Manage billing or subscriptions
Assign or change roles for other users
Access the analytics dashboard
Note: Template Managers do not appear in session-sharing settings, as this role does not include access to sessions or patient data.
If you don't see the Template Manager role in your member settings and you are a Team Administrator, contact our support team.
Change a Team Member's Role
Navigate to Team on the left-hand side.
Find the team member whose role you want to change.
Click the
role labelnext to their name.Select their new role:
Clinician – Can create and manage their own sessions.
Administrator – Can manage team settings and access clinical tools.
Both Clinician & Administrator – Has full access to both roles.
Click Save to apply the new role settings.
The Template Manager role can also be combined with other roles — for example, Clinician + Template Manager.
How to Add a Team Member
Follow these steps to add a new team member:
Go to the Team Management Page
Navigate to your team's settings or management page.
Ensure you are on the page displaying team details.
Click on "Add Team Member"
Locate the Add team member button in the top-right corner.
Click Add team member to open the entry form.
Enter the Team Member's Details
Fill in the required information, including:
Email
Select Role (e.g., Administrator, Clinician, Template Manager, etc.)
Save and Confirm
After entering the details, click Save or Confirm to add the member to the team.
The system will update the team list automatically.
You will be billed for the additional seat, pro-rated for the remaining time on the administrator's annual subscription.
Review the Updated Team List
Check the list to ensure the new team member has been added correctly.
The team member will receive an invite to the email address provided.
Enable Session Sharing
Heidi has two ways to share sessions with colleagues — use whichever fits your situation.
Option 1: Team-wide session visibility
This org-level toggle lets administrators view all clinician sessions across the team. Once on, it applies to all sessions.
Note: Team Session viewing is only available on Practice Tier and Enterprise. If you don't have access, you may need to start a 30-day trial to explore this feature.
Go to Team Settings.
Locate the Session View option.
Turn it on or off as needed.
Choose which roles can access session notes (e.g., Administrators only).
Template Managers do not appear in session-sharing settings, as they do not have access to sessions.
Option 2: Direct session sharing
Direct session sharing lets you share an individual session with a specific colleague — without giving your whole team access to all sessions. You can control exactly what they can do with it.
Access levels:
View — read-only access to the session and its contents
Edit — edit notes, update session status, add documents, edit context, and manage patient profiles
Full access — everything in Edit, plus the ability to share the session onwards to other colleagues
Only the session owner can delete a session.
How to share a session:
Open the session you want to share.
Click Share in the top-right corner.
Search for a team member by name or email.
Choose an access level (View, Edit, or Full access).
Click Confirm.
The team member will receive an email and an in-app notification with a link to the session.
How to change or remove access:
Open the session.
Click Share.
Find the person in the access list.
Update their access level or remove them.
Direct session sharing is currently available on web only. You can share with anyone in your organisation, including people on other teams. Sharing is additive - it does not replace your existing team visibility settings.
Managing Team Members & Billing
Heidi Health operates on a per-seat pricing model, meaning you pay for each team member's access.
You can add as many team members as needed.
FAQ
Can one person hold multiple roles?
Yes. You can assign multiple roles to a single user. For example, a clinician who manages templates can hold both the Clinician and Template Manager roles simultaneously.
How do I update a team member's role?
Go to the Team tab in Heidi and click the user's current role to update it.
What can a Template Manager access?
Template Managers can create, edit, delete, and share templates — including publishing them org-wide. They do not have access to patient data, sessions, recordings, notes, billing, or analytics.
Why can't I see the Template Manager role?
The Template Manager role may not be enabled for your workspace. Contact our support team if you believe it should be available to you.