The Staff section in Admin is where you create and edit user accounts, assign roles, and control what each staff member can access in Instinct EMR and ITP. You will need the admin_staff permission to use it.
The Staff section is found under the Practice category in Admin
Before you begin
You must have the admin_staff permission to access the Staff section in Admin.
All users must be assigned the Staff role as a baseline—additional roles layer on top of it.
If you can't see the Admin tab
The Admin tab is only visible to users with a role that includes the admin_staff permission.
Staff → Manage → Manage Roles opens the Manage User Roles window
If it's missing:
Ask your practice administrator to go to Admin → Staff and search for your user account in the Staff list.
Once your user account is found, confirm that a Role with admin_staff is assigned to you.
Log out and log back in if any changes to your Roles or Permissions are made as permission changes take effect on the next login.
Adding a new staff member
In Admin, navigate to the Staff section.
2. Click + New User at the top of the page.
Admin → Staff → New User
3. Enter the staff member's First Name, Last Name, Initials, and PIN. Initials and PIN must be unique to each user.
4. In the Class field, select Doctor or Staff.
5. Assign at least the Staff role. Add additional roles as needed (for example, a doctor with admin access would have Staff, Doctor, and Admin).
6. Click Save.
Note: A user's PIN is never displayed after it's set — this is a security feature. If a staff member forgets their PIN, an admin must set a new one. |
How to assign a permission to an existing role
Permissions are set at the role level, not the individual user level. To change what a user can do, update the role assigned to them.
In Admin, go to Staff and click Manage at the top of the page.
In the Roles panel on the left, select the role you want to edit.
The permissions list on the right shows all available permissions. A blue check mark means that permission is currently enabled for that role.
Check or uncheck permissions as needed.
Click Save.
To apply changes, open the user account from the Staff list and confirm whether the updated role is assigned to them (depending on the goal). The user must log out and back in for the change to take effect.
In this example, the blue checkmark indicates that the permission for admin_account_alerts is enabled for the Admin role
Tip: For a full list of available permissions, see the EMR User Roles and Permissions Guide or the ITP User Roles and Permissions Guide. |
Creating a custom role
The following default Roles are available: Admin, Auditor, Cashier, Doctor, Staff, and Calendar Scheduler (if your hospital has the Appointment Calendar feature).
You can create additional roles to fine-tune access for your team:
In Admin → Staff, click Manage at the top of the page, then select Manage Roles from the drop down menu.
Select Manage → Manage Roles to access and manage available Roles
2. Scroll to the bottom of the Roles list and click + New.
3. Enter a Label and Description for the role.
Label and Description are required fields when creating a new Role
4. Check the permissions you want the role to have.
5. Click Save.
6. Open a staff member's user account and assign the new role by clicking Add to the right of Roles.
After adding a role for a user, click Save to ensure changes are saved
Tip: Commonly used custom Roles are Doctor Manager, Technician Manager, Front Desk Manager, Admin Inventory, Admin Analytics, Admin Appointment Builder, and Admin Charts Builder. |
Editing or inactivating a staff member
Use the Search Bar in the upper right of the Staff Admin page to find the user.
Click the user's name to open their Staff Form and make edits.
To inactivate someone who has left your practice, click the Active toggle to turn it off.
The Active toggle will be on the left side of the toggle bar when a user is inactive
Note: Users are never deleted in Instinct—they're inactivated to preserve any historical data tied to their account. |
Frequently asked questions
Does a role or permission change take effect immediately? No. The user will need to log out and log back in for the updated permissions to take effect.
Can I delete a staff member? No. Users are inactivated rather than deleted to protect historical records associated with their account.
How do I know which permission to assign for a specific feature? Check the EMR User Roles and Permissions Guide or the ITP User Roles and Permissions Guide for a full list of available permissions.
Still need help?
Contact support via live chat or email: [email protected]