Team management with roles, permissions, and branch access

What it does

Open Team from the account menu, on the web or in the BOC app for iPhone and Android. The Staff tab lists every team member with email, phone, gender, and role, and each row has WhatsApp, an on/off switch, and Move to another branch. Filter narrows the list by role and gender, and the Trashed switch shows removed staff with a Restore button. The Roles & Permissions tab lists each role with its display name, whether it is a staff role, and the permissions it holds.

Add New Staff opens a short form: name, phone, email, date of birth, gender, role, branch, and working branches. BOC emails a login password to the address you enter, and at the first sign-in the person can set a password of their own. For a role that holds Full Access, View Roles, or Create Staff Account, BOC first sends a confirmation code to that email, so every admin-level account reaches a real inbox. Working branches let one person be booked on several branches with a single staff file.

The Seats line at the top of Team shows the seats in use and the seats on your plan. Add more shows how many seats your plan includes, and you buy extra seats in the BOC app with How many seats? and Buy seats, monthly or yearly. Turning the switch off on a row signs that person out on the web and in the app and frees the seat, while their file and history stay in BOC. For people with Full Access, Billing in the account menu shows the Billing History of your BOC subscription, with each plan payment and each Extra staff seat, and Download invoice for one payment or any period.

Six ready roles and who sees which files

Every BOC workspace starts with six roles: Owner, Manager, Doctor, Cashier, Call Center, and Staff. Owner holds Full Access. Manager starts with every other screen, all customer files, and all branches, while HR, roles, and staff accounts stay with the Owner until you add them. Doctor opens All Files and the Doctor Room, including another staff member's room and the room's revenue. Cashier runs the calendar, appointments, customer files, and the cashier board; Call Center books and edits appointments and customer files; both can request a discount. Staff works their own Doctor Room queue with Own patient files only. The six core roles keep their names, you can change their permissions, and Create New Role & Permission builds a role of your own.

Customer files have two levels. All Files opens every customer file in the clinic. Own patient files only keeps a person to the customers who have visits with them, which suits a doctor or therapist who follows their own patients. Inside the Customer File group, notes, prescriptions, insurance, diseases, images, files, and the dental chart each have their own switches. The Staff role switch decides whether people with that role appear in the staff list when someone books; Call Center and Cashier start with it off, so the booking list shows the people who treat clients.

Branch access sits at the end of the role form, in the Business Setup group. View All Branches lets the role see and switch every branch, including branches you add later. Otherwise you tick the branches that role may open, such as Hamra or Verdun. Moving a customer to another branch needs Change Customer Branch, and moving a staff member needs Create Staff Account.

Money, rooms, HR, and settings, one permission at a time

Permissions follow the screens your team uses. With every module switched on, the role form holds 18 groups and close to 190 permissions: Full Access, Dashboard, Calendar, Edit Past Appointment, Pause, Pause past appointments, Appointments, Cashier, Doctor Room, Customer File, Staff File, HR, Packages, Sale Products, Internal Use Products, Buy, Inventory, and Business Setup. Each group shows its count and has Select all, so you can build a role in a minute and then trim it.

Money has its own switches. View Dashboard Sales shows totals, cash, Visa, and wallet on the dashboard. On the cashier, View Amount Due, View Paid, and View Summary decide which figures a person sees on the visit cards and the totals bar, and View Past Cashier Days opens the boards of other dates. A receptionist can mark visits Waiting, In Room, and Done while the day's takings stay with the manager.

Sensitive actions are separate permissions too: Undo Done Appointment, Edit Paid, Edit Past Appointment for Available, Done, Postpone, and Paused visits, Accept Discount and Review, Export Data, Delete Activity Log, and Create and Edit Roles and Permissions. In HR, Pay Salary, Pay Commission, Pay Bonus, Pay Advance, Face Verification, HR Contracts, Correct Attendance, and Export HR are each their own switch, and in the Doctor Room so are View Another Staff Member's Room, View Doctor Room Revenue, and Open Full Patient File.

How it works in BOC

1. Open Team. From the account menu on the web or in the BOC app, open Team. The Staff tab lists your people and the Roles & Permissions tab lists your roles.
2. Pick or create a role. Open one of the six ready roles, or press Create New Role & Permission. Give it a display name, set the Staff role switch, and tick permissions group by group.
3. Set files and branches. Choose All Files or Own patient files only, then tick View All Branches or the branches this role may open.
4. Add the person. Press Add New Staff, fill in name, phone, email, gender, role, and branch, and tick working branches. For an admin-level role, enter the confirmation code BOC sends to that email; BOC then emails the login password.
5. Adjust as the team changes. Use the switch on a staff row to turn access off or on, and Move to another branch when someone changes location. Each change is written to the Activity Log.

Who it is for

Clinics Clinics give reception the calendar and cashier, give doctors their own patient files, and keep settings with the manager.

Dental clinics Dental clinics let each dentist open the Doctor Room and the dental chart for their patients while the front desk takes payment.

Dermatology and laser Laser clinics give operators the room queue and keep discounts, package settings, and revenue with the manager.

Beauty salons Beauty salons add stylists with a Staff role so clients can book them, and give the desk a Cashier role that stays off the booking list.

Spas Spas give therapists working branches and the room queue, and let the front desk book and take payment.

Barbershops Barbershops give every barber a personal login, so each booking, payment, and change carries a name.

Physiotherapy Physiotherapy practices give each therapist Own patient files only, so they work from their own patients' files and notes.

Sports clubs Sports clubs give coaches the calendar and keep packages, prices, and data export with the office.

Private coaches A coach who works alone switches on Staff role for their own role and is booked on every session, and new coaches get their own login later.

What your team gains

• Six ready roles: Owner, Manager, Doctor, Cashier, Call Center, and Staff.
• Up to 18 permission groups by screen, each with Select all.
• All Files or Own patient files only, set per role.
• Branch access per role, or View All Branches for managers.
• Separate switches for sales totals, amounts due, paid amounts, and HR pay.
• One login per person, with email codes for admin-level accounts and their email and password changes.
• Team, roles, seats, and branch moves on the web and in the BOC app.

Questions

Related features

• Multi-branch
• Activity Log
• Staff Commission