Staff roles and permissions that actually hold

Every person on your team gets one of three roles: admin, manager or staff. Each role sees only what it's allowed to, so people get the tools for their job without access to everything else.

In general terms, admins look after the clinic's settings and decide who has access. The other roles are for the people running the day, with access sized to their responsibilities. During setup, we'll talk through who on your team should hold which role.

Plenty of software controls access by hiding buttons. The data is still there; the menu just doesn't show it. That is a thin layer of protection.

Velvet Lead is built on a Postgres database with row-level security, provided through Supabase. The rules about who can see what are checked by the database itself on every request. If a role isn't allowed to see something, the database doesn't return it, whatever the screen shows.

On top of that, each clinic has its own separate database. Your patients' details and enquiries aren't stored alongside another clinic's data.

Each team member signs in as themselves. There's no clinic-wide password on a sticky note at reception, and no need to change it every time the team changes.

Personal logins also make daily work clearer. Leads can be assigned to a named team member, and the activity history on each lead shows the work done on it.

Staff turnover is normal in clinics. Receptionists move on, locum practitioners finish a contract, a marketing assistant only helps for a season.

When someone's time with you ends, remove their access in the admin panel. It stops straight away. Nobody else's login is affected, and you don't have to reset anything for the rest of the team.

Your booking system holds names, phone numbers, email addresses, appointment history and marketing consent records. Patients expect that only the right people at your clinic can see those details.

Clear roles, personal logins and database-level rules are a sensible foundation. They don't replace your own clinic policies, but they make those policies far easier to follow. You can read more on our security page.

A dermatology clinic might give its practice manager a manager role and its front desk team staff access, while the owning doctor stays admin. A dental clinic with rotating associates can add and remove people as rotas change.

A cosmetic surgery practice often has patient coordinators handling enquiries; each can have their own login with leads assigned to them by name. A private doctor's practice with a small team still benefits from personal logins rather than one shared account.