How to Create and Configure Roles

Overview

Roles in Welkin are created and managed in the Admin Portal. Each role is a named permission set that controls what users assigned to that role can access and do.

Creating a Role

1. Log in to the Admin Portal

2. Navigate to Users → Roles

3. Click + Add Role

4. Enter a Role Name (e.g., "Care Coordinator", "Clinician")

5. Optionally add a Description to explain the role's purpose

6. Click Save

Configuring Role Permissions

After creating a role, configure its permissions:

1. Click the role name to open the role editor

2. Under Permissions, toggle on the sections and features this role should have access to:

   • Patients – view, create, edit, or delete patient records

   • Encounters – view, create, complete, or delete encounters

   • Communications – send/receive messages, calls, and SMS

   • Documents – upload, view, or manage patient documents

   • Calendar – view and edit calendar events

   • Assessments – view and complete forms and assessments

   • Integrations – access specific integrations such as eRx or DocuSign

3. Configure Data Access – optionally restrict the role to only see patients in their assigned care team or region

4. Click Save

Assigning Roles to Users

1. Navigate to Users in the Admin Portal

2. Click the user to edit

3. Under Role, select the role(s) to assign

4. Save the user record

Notes

• A user can have multiple roles; permissions are additive (the most permissive setting wins)

• Role changes take effect immediately when saved

• For Designer-level role controls (security policies), see Security Policies (Admin)