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Kashfy uses four roles to control what each team member can see and do in the dashboard. Assign roles based on each person’s responsibilities at your clinic.

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Role overview

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Permissions by role

The Owner is automatically assigned to the account that created the clinic. There is one owner per clinic.Full access to:
  • All appointments across all branches and doctors
  • All patient records and conversations
  • All team management (invite, remove, change roles)
  • Billing and subscription settings
  • Clinic profile and settings
  • AI agent settings, custom instructions, and knowledge base
  • WhatsApp and widget configuration
  • Financial dashboard (invoices, payments, revenue)
  • Admin features and clinic suspension controls
The owner cannot be removed by other team members.
Admins have nearly the same access as the Owner, except for billing and financial controls.Can do:
  • View and manage all appointments
  • View and manage patient records
  • Invite and manage team members (except changing Owner)
  • Update clinic profile and settings
  • Configure AI, knowledge base, and custom instructions
  • Manage WhatsApp connection and widget settings
Cannot do:
  • Access billing and invoices
  • Change subscription plans
  • View the financial dashboard
Employees are receptionists or clinic coordinators. They can manage appointments and patients but cannot change settings or access sensitive financial data.Can do:
  • View and manage appointments (at their assigned branch, if branch-restricted)
  • View patient records and conversation histories
  • Create manual appointments
  • Update appointment statuses
  • Add notes to appointments and patients
Cannot do:
  • Change clinic settings, AI instructions, or WhatsApp configuration
  • View billing or financial data
  • Invite or manage team members
  • View doctors’ configuration or edit schedules
If an employee is assigned to a specific branch, they only see appointments and patients for that branch.
Doctors have a simplified view focused entirely on their own schedule and patients.Can do:
  • View their own upcoming and past appointments
  • See patient names and basic info for their appointments
  • Update status of their own appointments (arrived, completed, no-show)
  • Add notes to their own appointments
Cannot do:
  • View other doctors’ schedules or appointments
  • Access patient records beyond their own patients
  • View conversations, billing, or clinic settings
  • Invite team members or change any configuration
Doctors log in through the same dashboard but see a dedicated simplified view of their schedule only.

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Branch restrictions

Employees (and optionally Doctors) can be assigned to a specific branch. When branch-restricted:
  • They see only appointments for their assigned branch
  • They can only create appointments at their branch
  • Patient records they see are filtered to those who visited their branch
Owners and Admins always see all branches regardless of any branch setting.

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Changing a role

To change a team member’s role:
  1. Go to Dashboard → Settings → Team
  2. Click the member’s current role
  3. Select the new role from the dropdown
  4. The change takes effect immediately
Demoting an Admin to Employee will immediately restrict their access. Make sure they don’t have any in-progress tasks that require Admin access before changing their role.