# Users and Roles

Create user accounts in Veterian — defining roles and permissions, marking a user as a veterinarian, and the settings that decide who can be booked.

Every person who uses Veterian needs an account, and each account takes its access from the roles assigned to it.

## Where to Find This Section

1. Open **Clinic Admin**.
2. Go to **Users & Roles**.

## Define Roles First

A user cannot be created without a role, so define the roles first.

A role consists of a name and a set of **Permissions**, grouped by area of the system. You can select or clear each group as a whole.

> **Note**
> Selecting some permissions automatically includes others they depend on. Veterian lists these before applying the change.

Permission changes apply immediately.

## Adding a User

Open **Users & Roles** → **New** and fill in **Basic Information**.

| Field | Notes |
|---|---|
| **Name**, **Surname** | Required |
| **Email** | Required. This is what the user signs in with |
| **Password** | Required on a new account. Have them change it at first login |
| **Phone** | Required |
| **Identity**, **Gender**, **Birth Date** | Optional |
| **User Roles** | Required. **A user can hold more than one role**. Assign several and their access is the combination of them. **Clinic Admin** is the role with full access to everything |

If you reach this form with no roles defined yet, **Create a new role** takes you directly to the role screen.

## Account Status

A user can be disabled rather than deleted. **Account Status** controls this: *If enabled, the user will be able to log in with their credentials. All other user operations will be available. If the user is no longer needed, disable it.*

Disable the account when someone leaves; their historical records stay intact.

## Veterinarian Settings

### Doctor of Veterinary Medicine

**Doctor of Veterinary Medicine** marks the user as a veterinarian, which allows them to be assigned on visits and medical records. Two further fields appear with it:

- **Title**: how the name is presented, for example *Dr.* or *Prof. Dr.*
- **Professional Number**: printed on prescriptions, below the veterinarian's name and above the signature line

## Scheduling Settings

These three settings decide whether a person can be booked.

### Visible in Calendar

Controls whether the user appears on the appointment calendar. A user who is not visible there cannot be assigned to an appointment.

### Online Appointment

When enabled, clients can book this user themselves online rather than phoning the clinic. This is not limited to veterinarians; you can enable it for grooming and similar services too.

### Use Clinic Schedule

*If the user is not assigned to a shift, appointments can be scheduled according to the clinic’s default working hours.*

If it is off and no shift is assigned, the user has no working time, and booking them raises a **Staff Not Working** warning on the appointment form. See [Create an appointment](/appointments/create-an-appointment).

### Visit/Appointment Types

Select the **Visit/Appointment Types** this staff member can work with. The selection applies across every visit and appointment area of the system.

> **Warning**
> A staff member with no visit/appointment type selected does not appear in the assignable list when an appointment is created. If the list here is empty, add them under **Definitions** → **Visit/Appointment Types** first.

## Notification Settings

Choose whether this user receives **Email Notifications** and **SMS Notifications**.

## Language Settings

- **Language** sets the interface language for this user. Left unset, the country language is used.
- **Locale** controls how dates and monetary values are formatted for them.

> **Note**
> Changing either one refreshes the session, and you are redirected out and back automatically.