Access in circleOS is role-based, but the most useful day-to-day question is still simple:
Does this person have the right kind of account for the work they need to do?
The two roles most teams see today
In the current onboarding flow, the two roles surfaced most clearly are:
- Admin
- Appointment provider
Admin
Admins handle workspace setup and access management.
In practice, admin access is required for areas such as:
- Employees
- Locations
- Services
- Products
- API Keys
- other settings and integration pages
Appointment provider
This role is for care delivery work around appointments, patients, documents, and related clinical tasks.
It is not the same as admin access.
Other roles
You may still come across other role names in your workspace or identity system, but they are not part of the main self-serve onboarding flow inside the app.
If a person was provisioned outside the usual invite flow, their access may depend on those external role settings.
What permissions mean in practice
Permissions decide which parts of the product a signed-in person can actually open or edit.
For everyday troubleshooting, the most common pattern is:
- the person can sign in, but cannot open a page
- the person can open a page, but cannot change something
- the page itself is reserved for admins
Practical access rules
- Admin-only pages are still admin-only. A staff member can be active in the workspace and still be blocked from setup pages.
- Patient access is separate. Patient-facing access is not interchangeable with staff access.
- If in doubt, start with the invite and role. Many access issues come from how the account was provisioned, not from the record the user is trying to open.
Troubleshooting access
If someone cannot see a page or complete an action:
- Check whether they are meant to be an admin or an appointment provider.
- Check whether the page itself is part of Settings or another admin workflow.
- Confirm that their invite was accepted and the correct account was used to sign in.
- Ask a workspace admin to review the person's access setup.
If the problem is around Employees or other settings pages, assume admin access is required unless your workspace has a custom setup.