Access roles help manage your team's permissions in the workspace, ensuring everyone has the right level of access for their responsibilities. These roles are divided into Admin Roles and Clinician Roles, each tailored to specific team functions.
Accessing Team Management Settings
To get started:
Go to Team Settings
Click on the Teams tab in your Heidi Health portal.
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 Admin Roles and Clinician Roles
Admin Roles: These roles focus on managing the workspace, including team settings and administrative tasks. The
Administratorhas access to the team settings, and can use clinical tools.Clinician Roles: The
Clinicianrole is designed for healthcare providers who need access to clinical tools and documentation but don’t require administrative permissions.
By assigning roles thoughtfully, you can balance operational efficiency with data security and role clarity within your team.
Admin roles
Role | Can do | Cannot do |
Administrator | This role is for people who need similar access as the Account Owner—they can manage the team and its settings. | They cannot delete the team, or downgrade the Account Owner. |
Clinician roles
Role | Can do | Cannot do |
Clinician | This role is for healthcare providers who need full access to create and manage clinical documentation. | They cannot modify team templates or settings.
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Change Team Members 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 view clinician notes (if enabled) and create documents but cannot edit transcripts.
Both Clinician & Administrator – Has full access to both roles.
Click Save to apply the new role settings.
How to Add a Team Member
Follow these steps to add a new team member in the system:
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 on it to open the team member entry form.
Enter the Team Member’s Details
Fill in the required information, including:
Email
Select Role (e.g., Administrator, Doctor, 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 remaining time on the administrators annual subscription.
Review the Updated Team List
Check the list to ensure the new team member has been added correctly.
The team member will now need to accept the invite sent to their email.
Enable Session Sharing
Note: Team Session viewing is only available in Together and Enterprise. If you don’t have access, you may need to start a 30-day trial to explore this feature.
To allow administrators to view clinician notes:
Go to Team Settings.
Locate the Session View option.
Turn it on or off as needed.
Choose which users can access session notes (e.g., Administrators only).
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 per user. If you have a clinician who requires Admin permissions, then add them to both roles.
How do I update a team member’s role? You can find the role by going to the Team tab on Heidi, and clicking the users role.