Team & permissions
Invite staff and give each person exactly the access they need.
On this page
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Go to Settings → Team & permissions and click Invite by email
Enter the staff member's email address.
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Select a permission pack
Choose the pack that matches their role. See the Permission packs table below.
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Set the invite expiry (optional)
Invites expire after 7 days by default. You can extend this to 30 days for staff who won't onboard immediately.
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Send the invite
The invitee receives an email with a setup link. They create their account and are immediately linked to your clinic. If they miss the window, resend the invite from their row in the team list.
When someone accepts an invite, their account is linked to your clinic organization. They won't be able to access any other clinic's data.
Permission packs
Chartling uses permission packs instead of fixed roles. A pack is a curated set of permissions appropriate for a type of staff member. You choose a pack when inviting; you can adjust it later.
| Pack | Who it's for | Key capabilities |
|---|---|---|
| Vet | Licensed DVMs | Sign SOAP notes, prescribe, dispense & witness controlled substances, full patient record access |
| Associate Vet | Associate or new-grad DVMs | Same as Vet — sign SOAPs, prescribe, dispense & witness controlled substances |
| Vet Tech | Credentialed vet technicians | Record vitals, run labs, treatment execution, witness controlled substance dispenses |
| Senior Tech | Lead or senior technicians | All Vet Tech capabilities plus witness and reconcile controlled substances |
| Receptionist | Front desk, client service | Scheduling, check-in, invoicing, client communications |
| Practice Manager | Non-clinical managers | Reports, billing read, inventory operations, audit log view |
| Owner / Admin | Clinic owners, senior managers | Full access including all controlled substance permissions, team management, and billing |
| Read-only Auditor | External reviewers, compliance staff | View-only access to clinical and billing records — no write access |
| Locum | Temporary or relief vets | Similar to Vet — can sign SOAPs and prescribe during the engagement |
Controlled substance permissions
Several default packs include controlled substance permissions. The Vet and Associate Vet packs include rx.controlled.dispense and rx.controlled.witness. The Vet Tech pack includes rx.controlled.witness. The Senior Tech pack includes rx.controlled.witness and rx.controlled.reconcile. The Owner / Admin pack includes all three. Other packs have no controlled substance access by default. Chartling grants permissions through packs, not per-user checkboxes — to give one person controlled substance access, an Admin either assigns them a pack that already includes it, or creates a custom pack with exactly the permissions needed (rx.controlled.dispense, rx.controlled.witness, and/or rx.controlled.reconcile) under Settings → Team & permissions → Permissions and assigns that pack to them.
| Permission | What it allows |
|---|---|
rx.controlled.dispense | Dispense a controlled substance to a patient |
rx.controlled.witness | Witness a controlled substance dispense (must be a different user from the dispenser) |
rx.controlled.reconcile | Run and sign off on the controlled substance reconciliation report |
Seat counts
Your Chartling plan includes a seat limit that controls how many team members you can invite. Your current seat count is visible in Settings → Billing. To adjust seats, go to Billing → Manage subscription — changes are prorated for the current billing period.
Customizing permissions
Chartling grants access through packs, not per-user checkboxes — there's no individual override screen on a staff member's profile. To give someone access outside their current pack, either move them to a different existing pack, or go to Settings → Team & permissions → Permissions and create a custom pack with exactly the permissions you need (you can clone an existing pack as a starting point), then assign that pack to them. Changes take effect immediately — the user doesn't need to log out.
Removing access
To remove a staff member, go to Settings → Team & permissions, find their row, and deactivate their account. Deactivated users can't log in. Their records — SOAP notes they signed, actions they took — are preserved. Removing a user does not alter the audit trail.
Transfer any unsigned visits or pending items before deactivating. Unsigned visits are visible under Visits → Unsigned.
FAQ
Traditional role-based systems give a user a single role with a fixed permission set. Chartling's packs work the same way — Vet, Vet Tech, Receptionist, etc. — but they're fully editable: clone any pack, add or remove individual permissions, and save it as a custom pack. There's no per-user permission override on top of a pack — if one person needs a different set of permissions than everyone else on their pack, give them their own custom pack.
Yes. Clone the Vet pack under Settings → Team & permissions → Permissions, uncheck the billing-related permissions, save it as a new pack (e.g. "Vet — no billing"), and assign that pack to them instead of the standard Vet pack.
Their signed SOAP notes, dispense records, and audit log entries are all preserved permanently. Deactivation only prevents future logins — it does not alter historical records.
Not within a single Chartling account. Each account is scoped to one clinic organization. If you operate multiple locations, contact support — multi-location support is on the roadmap.