Understanding Roles and Permissions

ProTerapia has three roles within each clinic. Each role has specific permissions to ensure privacy and organization.

Available Roles

Owner

The Owner is the person who created the clinic and manages the subscription. They have full access to all features:

• Everything a Therapist can do (often the Owner also sees patients)
• Manage users — invite, deactivate, and change roles
• Clinic settings — name, address, hours, logo
• Types of therapy — create, edit, and remove
• Financial dashboard — consolidated view of all therapists
• Subscription and billing — manage plan and payment method via Stripe
• Audit logs — track changes made in the system
• Tera Knowledge Base — manage FAQs and clinic policies

Therapist

The Therapist is the professional who sees the patients:

• Patients — add, edit, and view all patients
• Availability — set their weekly calendar, days off, and breaks
• Calendar — view and manage their own appointments
• Sessions — record session notes with specific data by type of therapy
• Finances — view only their own financial summary
• Tera Copilot (Pro) — use the AI assistant for insights about their own patients

Assistant

The Assistant handles reception and scheduling:

• Patients — add and edit (without access to session notes — privacy barrier)
• Calendar — view and schedule for all therapists
• Availability — check the availability of all therapists (read-only)

The Assistant does not have access to: session notes, financial data, clinic settings, or AI functions.

Summary Table of Permissions

Resource	Owner	Therapist	Assistant
Patients	All	All	All (without session notes)
Appointments	All therapists	Own only	All therapists
Sessions / Notes	All	Own patients only	No access
Availability	All therapists	Own only	Read-only
Financial dashboard	All therapists	Own only	No access
Clinic settings	Full	No access	No access
Manage users	Full	No access	No access
Subscription / Billing	Full	No access	No access
Tera AI (Pro)	Full	Own patients only	No access
Tera Knowledge Base	Manage	Read	No access

How to Change a Member’s Role

1. Go to Settings > Users
2. Click on the member you want to change
3. Select the new role from the dropdown menu
4. Click Save

Only the Owner can change roles.