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 an access expiry date (optional)
For a temporary or relief vet, set a date their access expires automatically. That suits a locum engagement with a known end date. Leave it blank for ongoing staff.
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Send the invite
The invitee receives an email with a setup link, valid for 14 days. 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. Resending refreshes the link for another 14 days.
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, with no write access |
| Locum | Temporary or relief vets | Same as Associate Vet: sign SOAPs, prescribe, dispense & witness controlled substances, minus the ability to void a sent invoice |
Controlled substance permissions
Several default packs include controlled substance permissions. The Vet, Associate Vet, and Locum 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 (Receptionist, Practice Manager, Read-only Auditor) 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.
Because Locum is seeded from the same permission set as Associate Vet, a relief or temporary vet can dispense and witness controlled substances from day one, before you've reviewed their pack. If your clinic wants a relief vet to earn that access separately, clone Locum into a custom pack with rx.controlled.dispense / rx.controlled.witness removed and assign that instead.
rx.controlled.witness isn't reachable on its own todayThe Vet Tech pack holds rx.controlled.witness, but the only screen that acts on it (Inventory → Controlled log) is itself gated on rx.controlled.reconcile, which Vet Tech doesn't hold. In practice, only Senior Tech, Owner/Admin, or a custom pack with both permissions can complete a witness through the app right now. See Controlled substances for the full explanation. If you need a Vet Tech witnessing independently, add rx.controlled.reconcile to their pack (or a custom one) in the meantime.
| 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
On Intelligence and Practice, only licensed-veterinarian seats are billed per-vet. Techs, assistants, and front desk are unlimited free seats on every paid tier. Adding a vet increases your subscription; you'll see the prorated charge on your next invoice. Your current seat count is visible in Settings → Plan & subscription.
Staff schedule & time clock
Staff schedule and Time clock are separate sidebar pages (Operations and Practice tiers, feature scheduling). The schedule is a planned roster of shifts; the time clock is what staff actually clocked. They're deliberately different artifacts, so the schedule doesn't silently become the payroll record.
- Staff schedule (
schedule.readto view,schedule.writeto create/edit shifts): build the planned roster by staff, role, and location. Anyone withschedule.readcan export the current view's date range as CSV or XLSX (one row per shift: date, staff, role, status, start/end, on-call, location, notes) to hand off or print. - Time clock (
timeclock.punchto clock yourself in/out,timeclock.manageto view or correct any staff member's entries): records actual worked hours. A manager withtimeclock.exportcan export a pay period as CSV or XLSX for payroll (Gusto, QuickBooks, ADP, etc.). The export reports worked hours only. Chartling holds no pay rates and applies no overtime rule, so any punch still open (not clocked out) for the period is excluded and flagged rather than guessed at.
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.
Yes. The same login can be a member of more than one clinic organization and switch between them from the workspace menu at the top of the sidebar. Permissions are set separately per clinic, so a pack assigned in one org has no effect in the other. Separately, on the Practice tier, a multi-location group can also link its clinics into a network (Settings → Network) for cross-site referrals and aggregate rollups. That's org-to-org linking, not a shared staff login.