Roles and permissions

How staff types work as roles in LeapHealthOS, the starter roles and what they can do, and the permission grid you edit for each role.

In LeapHealthOS a person's role is their staff type, such as Doctor, Nurse or Front Desk. Each staff type carries a set of permissions: which actions it may take on each area of the product, and how far each permission reaches. This page is for administrators and implementation staff who set up roles for a new organisation or change what a role can do.

Where you manage roles

Open SettingsPlatform ConfigurationSystem Settings and select the Organisation tab. The tab has these sections, top to bottom:

Section	What you do there
Staff types	Add staff types, rename their labels, set their category, switch them active or inactive, and arrange them in a hierarchy.
Permissions	Pick a staff type and choose, for each resource and action, how far the permission reaches.
Org tree	Set centre and department heads. See Org tree, reporting lines and access scope.
Assignments	Set each staff member's primary assignment and manager. See the same page.
Access scope	Choose, per resource, which attribute decides the unit a record belongs to. See the same page.
Escalation policies	Decide how stalled tasks climb to other people. See Where tasks come from and how they are assigned.

Who can change roles

Adding, editing and deleting staff types and saving permissions needs the Configure permission on Org. Among the starter roles, only Tenant Admin has it.

Staff types are roles

Every staff member has exactly one staff type. The staff type decides what the person may do (their permissions, described below) and which onboarding wizard lists the type (its category).

Each staff type has these fields:

Field	What it means
Code	The permanent key, for example `SENIOR_NURSE`. Use capital letters, digits and underscores, starting with a letter. You cannot change a code on this screen.
Label	The name people see, for example "Senior Nurse". Edit it in place; it saves when you leave the field.
Category	Clinical, Non-clinical or None. Clinical types are offered in the Clinical Staff onboarding wizard, non-clinical types in the Non-Clinical Staff wizard. Types with category None are not offered in either wizard.
Active	Inactive types are hidden from the onboarding wizards and from the role list in Edit User.
Parents	The staff types this type sits under. A type inherits every permission of its parents.

Add a staff type

Open the Organisation tab

Administrator

Settings > Platform Configuration > System Settings

Select the Organisation tab and find the Staff types section.

Enter the new type

Type a Code (it is converted to capitals as you type), a Label, and choose a Category.

Save it

Select Add staff type.

Expected result: The new type appears in the list. It has no permissions yet.

Give it permissions

Either set its permissions in the Permissions section, or place it under a parent type with Add parent so it inherits that parent's permissions.

Grant permissions to every new staff type

Empty cells in the permission grid grant nothing. Fill in the grid for a new type, or give it a parent, before you assign it to staff.

Inheritance

Use Add parent on a staff type's row to place it under another type. The row then shows a chip such as "under Nurse"; select the chip's remove icon to take the parent away. The list is indented to show the hierarchy.

A type inherits every permission of its parents, and of their parents, all the way up.
When a type receives the same resource and action at different reaches, from itself and from a parent, the widest reach applies.
You cannot create a loop. If the parent already inherits from this type, you see "That parent already inherits from this staff type, so the hierarchy would loop."

When you pick a type in the Permissions section, a note such as "Also inherits from NURSE" lists the types it inherits from. The grid shows only the type's own grants, not the inherited ones.

Deactivating and deleting

You cannot deactivate or delete a staff type while any staff member carries it. You see "Staff members still carry this staff type. Move them to another staff type first." Change those users' role in Users first.
Deleting a staff type removes its permissions and its place in the hierarchy.

Deleting a staff type cannot be undone

The confirmation reads "Its permissions and its place in the hierarchy are removed. This cannot be undone." If you only want to stop using a type, switch it to Inactive instead.

Starter roles

When your organisation's type registry is first created, LeapHealthOS adds seven starter staff types with default permissions. If a staff type with the same code already exists, it is left as it is.

Code	Label	Category	Intended for
`TENANT_ADMIN`	Tenant Admin	Non-clinical	Organisation-wide administrators
`CENTRE_ADMIN`	Centre Admin	Non-clinical	Managers of one or more centres
`DOCTOR`	Doctor	Clinical	Doctors
`NURSE`	Nurse	Clinical	Nurses
`FRONT_DESK`	Front Desk	Non-clinical	Reception and front-desk staff
`LAB`	Lab	Clinical	Laboratory staff
`PHARMACY`	Pharmacy	Clinical	Pharmacy staff

You can change the grants of any starter role in the Permissions section.

The administrator account your organisation was created with can do everything Tenant Admin can.

Which clinical workspaces and front-desk menus appear in the sidebar also depends on the staff type's code, and the starter Front Desk, Lab and Pharmacy codes are not among the codes the sidebar recognises. See Roles, navigation and switchers.

The permission grid

A permission is a combination of a resource (an area of the product), an action, and a reach (how far it applies). The list of resources and actions is fixed by LeapHealthOS; you choose which combinations a staff type gets and at which reach.

Resources

The grid has one row per resource:

Resource (as shown in the grid)	Area of the product
Tasks	The task worklist and task actions.
Appointments	Booking and managing appointments.
Patients	Patient registration, profiles and records.
Billing	Bills and payments.
Settings	System Settings and other configuration screens.
Journeys	Building, publishing and running journeys. See Who can do what in Journeys.
Notification Routing	Notification rules.
Staff	Staff profiles, centre assignments and schedules.
Org	Centres, departments, staff types, permissions and the org tree.
Inventory	Stores, items and stock.

Actions

The grid has one column per action: Read, Create, Update, Delete, Assign, Work, Configure, Publish and Override.

Action	Meaning
Read	See records and lists.
Create	Add new records.
Update	Change existing records.
Delete	Remove records.
Assign	Give work or places to people.
Work	Carry out day-to-day work on a record.
Configure	Change setup and configuration.
Publish	Release something for use, such as a journey.
Override	Take an exceptional action outside the normal rules.

Reach

Each cell in the grid offers these choices, from narrowest to widest:

Choice in the grid	Reach
—	No permission.
Own	The person's own work, for example tasks assigned to them.
Unit	The departments the person is assigned to.
Unit and below	The person's departments and every department beneath them.
Centre	The centres the person is assigned to.
Organisation	The whole organisation.

Keep each person's centre assignments up to date so that their reach matches where they work.

Edit a staff type's permissions

Pick the staff type

Settings > Platform Configuration > System Settings

In the Organisation tab, go to Permissions and choose a type in Staff type.

Expected result: The grid shows one row per resource and one column per action.

Set each cell

For each resource and action, choose a reach from the drop-down, or — to grant nothing.

Save

Select Save permissions. Select Reset instead to throw away your unsaved changes. Both buttons appear once you change a cell.

Expected result: You see "Saved". Saving replaces the type's whole permission set with what the grid shows.

Changes apply to everyone who carries the staff type, and to every type that inherits from it.

Default grants of the starter roles

Tenant Admin holds every action on every resource at Organisation reach.

The table below shows the other starter roles. Each cell lists the actions granted and, in brackets, the reach. An empty cell (—) means no permission.

Resource	Centre Admin	Doctor	Nurse	Front Desk	Lab	Pharmacy
Tasks	Read, Create, Update, Assign, Work, Override (Centre)	Read, Update, Work (Own)	Read, Work (Unit)	Read, Work (Own)	Read, Work (Unit)	Read, Work (Own)
Appointments	Read, Create, Update, Assign, Work, Override (Centre)	Read, Update, Work (Own)	Read, Work (Centre)	Read, Create, Update, Work (Centre)	—	—
Patients	Read, Create, Update, Assign, Work, Override (Centre)	Read, Create, Update, Publish (Centre)	Read, Create, Update (Centre)	Read, Create, Update (Centre)	Read, Create, Update, Work, Publish (Centre)	Read, Work (Centre)
Billing	Read, Create, Update, Assign, Work, Override (Centre)	—	—	Read, Create, Update (Centre)	—	—
Settings	—	Read (Organisation)	Read (Organisation)	Read (Organisation)	Read (Organisation)	Read (Organisation)
Journeys	Read, Create, Update, Assign, Work, Override (Centre)	Read (Centre)	—	—	—	—
Notification Routing	Read, Create, Update, Assign, Work, Override (Centre)	—	—	—	—	—
Staff	Read, Create, Update, Assign, Work, Override (Centre)	Read, Work (Own)	Read, Work (Own)	Read (Centre), Work (Own)	Read, Work (Own)	Read, Work (Own)
Org	Read, Create, Update, Assign, Work, Override (Centre)	Read (Centre)	Read (Centre)	Read (Centre)	Read (Centre)	Read (Centre)
Inventory	Read, Create, Update, Assign, Work, Override (Centre)	—	—	—	—	Read, Create, Update (Unit)

No starter role other than Tenant Admin holds Delete or Configure. Apart from Tenant Admin, only Doctor and Lab hold Publish, and only on Patients. If centre managers need to change setup, such as departments, clinic details or schedules, grant the specific Configure permissions they need to their staff type.

rolespermissionsstaff typesaccessadmin