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Team and permissions

Give every team member the right access

Invite staff by link, set custom roles and give everyone their own login. Roles decide who signs notes and who runs campaigns, and the audit log shows who did what.

Book a demo See how it works
10provider credential types, from Medical Director to Laser Technician
30 mindefault session timeout
7-yeardefault audit log retention
Dolce Health · Admin · Team
Roles & permissionsNew role
OwnerMedical directorInjectorFront desk
View charts
Sign notes
Co-sign as MD
Take payments
Issue refunds
Run campaigns
Admin settings
Invites by linkAdmin
Custom roles and permissionsBuilt in
Dolce AI across your practiceAcross your practice

Dolce AI drafts. The right person approves.

Dolce AI drafts SOAP notes, forms, templates, review asks and campaign copy across your clinic. Your roles decide who can sign a note and who can run a campaign, so a draft becomes a record or a message only when the right person approves it.

Providers sign the AI draft

Dolce AI drafts the SOAP note. Only a team member whose role lets them sign can turn it into a signed, locked record.

Campaigns run under a role

Dolce AI writes the email or text. Your roles decide who on the team can run a campaign and send it.

Every approval has a name

Each person signs in as themselves, so the audit log ties each signature and action to the right person.

See all 8 Dolce AI workflows
Dolce AIDrafts. You decide.
Today insightsToday
SOAP notes & codesCharts
Template builderCharts
Patient summaryPatients
Form generatorForms
Revenue ideasMarketing
Review requestsMarketing
Email & SMS copyMarketing
How it works

How a new team member gets set up

1Step 1

Send an invite link

Invite a team member by link from Team Members in Admin. Resend it if it gets buried, or revoke it if plans change. Give them a role that matches their job.

2Step 2

Add provider details

For providers, add a title, specialties, credential, calendar color and commission percent. The color shows on the calendar, so each provider's schedule is easy to read.

3Step 3

Lock the shared computer

Step away and lock the screen with a PIN or password. The next person uses switch user to sign in as themselves. Idle sessions end after 30 minutes by default.

4Step 4

See who did what

Each person works under their own account, so the audit log ties every action to the right user. Records are kept for 7 years by default.

Dolce Health · Admin · Team
Roles & permissionsNew role
OwnerMedical directorInjectorFront desk
View charts
Sign notes
Co-sign as MD
Take payments
Issue refunds
Run campaigns
Admin settings
Dolce Health · Calendar
Thu, Sep 24
DayWeekProviderRoom
Book
9 AM101112 PM1
JPJenna P., NP
DRDana R., PA
AMAlicia M., RN
Ava V.Consult
Maya R.Botox
Lena T.Filler
Sofia L.Lip filler
Kim H.Dysport
Priya K.IV therapy
Nora B.Laser · BBL
Kim H.Botox
Appointment not bookedJenna P. already has Maya R. from 10:30 to 11:30. Pick another time or provider.
Dolce Health · Admin · Security
SecurityProtected
Session timeoutSign out after inactivity
30 minutes
Lock screenPIN or password, switch user on shared iPads
Two-factor sign-inAuthenticator app code at login
IP allowlistOffice Network · 203.0.113.0/24
Add
Audit log retentionEvery sign, amend, view and refund
7 years
Dolce Health · Admin · Audit log
Audit trailFilter
10:42 AMJenna P.Signed note #2231
10:44 AMDr. RaoCo-signed note #2231
11:02 AMDana R.Amended note #2198 · reason: corrected lot
11:15 AMFront deskViewed patient record · Maya R.
11:31 AMDana R.Issued refund INV-1036
Capabilities

Access control for a busy clinic

Invites by link

Send a team member an invite link. Resend it, revoke it, or deactivate and reactivate the account later.

Custom roles and permissions

Build roles for your front desk, injectors and medical director. Roles decide who signs notes and who runs campaigns, so every Dolce AI draft waits for the right person.

One account per person

Everyone signs in as themselves. The audit log then ties each action to the right person, which matters when charts are signed and amended.

Credentials on every provider

Choose from 10 credential types, including Medical Director, NP, PA, RN and Laser Technician. Add a title, specialties and a calendar color too.

Lock screen and switch user

Lock a shared workstation with a PIN or password. The next person switches user and signs in as themselves.

Timeouts and two-factor sign-in

Sessions end after 30 minutes idle by default. Two-factor sign-in is available as a setting, and an IP allowlist can limit sign-ins to your office network.

The 10 provider credential types
GroupCredential types
Medical directorOwner/Medical Director, Medical Director
PhysicianPhysician (MD/DO)
Advanced practiceNurse Practitioner (NP), Physician Assistant (PA)
NursingRegistered Nurse (RN), Licensed Practical Nurse (LPN)
EstheticsLicensed Esthetician, Medical Esthetician
LaserLaser Technician
FAQ

Questions about team & permissions

Can’t find what you need? Ask us on a demo call.

Ask on a demo
Can the front desk share one login?
Each person gets their own login, even at a shared computer. Lock the screen with a PIN or password, and the next person uses switch user. Separate accounts keep the audit log accurate.
What happens when someone leaves the clinic?
Deactivate their account in Team Members, and they can no longer sign in. Their past actions stay in the audit log under their name. You can reactivate them later if they come back.
Does Dolce support two-factor sign-in?
Two-factor sign-in is available as a setting. Session timeout, the lock screen and an IP allowlist sit in the same Security settings.
Can Dolce AI sign a note or send a campaign by itself?
No. Dolce AI drafts, and a person approves. Your roles decide who can sign notes and who can run campaigns, and the audit log shows who did it.
Can I control what each role sees?
Yes. Custom Roles & Permissions let you decide what each role can view and change. Build a front-desk role, an injector role and a medical director role to match how your clinic works.
How long are audit records kept?
The default retention is 7 years. The audit log records user actions, chart amendments and deletions, with paging and filters to find what you need. It's one of the HIPAA safeguards Dolce is built with, and there's more on our security page.
Works with

Connected to the rest of the visit

Admin

Locations & rooms

Add each location and its rooms, set up services with default providers and rooms, and brand what patients see. Switch between locations or view All Locations at once.

Learn more Clinical

MD review

Providers check and sign the note Dolce AI drafted, then submit it. Your medical director approves or requests changes from one queue, and every signature logs time, IP address and device.

Learn more Front desk

Calendar

See the day by provider or room, drag to reschedule and book from the waitlist. The server blocks double-bookings, and your bookings and cancellations feed Dolce AI's revenue recommendations.

Learn more

Invite your team and set their roles

Start a 14-day free trial, send invite links and give each person a role that fits their job.

Book a demo Start free trial