Inviting users and defining roles

Understand how Welkin user access works, define role structures, and invite team members with the right permissions, regions, and portal access.

This page provides an overview of user management in Welkin. Detailed step-by-step instructions are in the Administration section (accessible from the left sidebar).

How user access works

In Welkin, every person who logs in is a User assigned one or more Roles. Roles control:

• Which patients the user can view (only their assigned patients, or all patients)

• Which features and modules they can access

• What actions they can take (view, edit, or full access per feature)

• Which regions they can access

Getting roles right before inviting users is important – it avoids having to retroactively adjust permissions for everyone.

Getting started with users

Follow these guides in order:

1. Define your roles – Before adding anyone, design the role structure for your organization. See Setting up Welkin Users.

2. Add users – Invite team members and assign them roles. See Add, Delete, Modify Users.

3. Grant Designer access – If any users need to configure the Designer portal, see Granting Designer Portal Access.

4. Assign seats and licenses – See Assigning Seats and Licenses.

Common role structure

Most organizations create at minimum:

Role	Typical access
Care Manager	Own patients only; full Care portal access
Care Supervisor	All patients in region; no Admin
Administrator	Full Admin configuration access

Adjust these to match your care team structure. For detailed role configuration, see the Administration section in the left sidebar.