In many small clinics there is one shared password. Reception uses it, the assistant uses it, the doctor uses it, and nobody knows who changed what. Then one day a discount appears that nobody remembers giving, or a new hire sees everyone's salary.
In Kashfy everyone signs in with their own account, and you decide what each person can see and do. This post walks through adding your team, setting permissions, and where the limits are. Full details are on the Team & Roles page.
Six built-in roles from day one
Kashfy ships with six roles: Owner, Manager, Reception, Doctor, Doctor's assistant and Finance manager. You don't have to build anything from scratch. For most clinics that's enough: reception books, checks patients in and takes payments, doctors see their patients, and the owner sees everything.
How to add someone
- Open Settings, then Team.
- Type their email and pick a role.
- If you have several branches, pick the branches they can open.
- A new person gets an invite email. Someone who already has a Kashfy account gets a link you send them.
Doctors are added from the Doctors page, each with their own invite link. Everyone signs in with their own email and password, or with Google. Once they verify their mobile number, they can sign in with that too.
Roles built to your clinic
If the built-in roles don't fit, open the Roles tab. Start from Manager or Reception, name the role in Arabic and English, and switch each permission on or off. The permissions include:
- Book and cancel
- Check patients in
- Open and end the day
- See patients
- Use the inbox
- Take payments
- See Finance
- Add expenses
- Use the stock
- Manage attendance
- See and pay salaries
A change to a role applies to everyone in it right away. If you decide reception shouldn't cancel bookings, you switch it off once instead of chasing each employee.
Money and salaries: owner only
Finance, expenses and salaries are marked sensitive, and only the owner can give them. A manager sees those switches but can't change them. There's also the blind cash count: reception types what they counted in the drawer without seeing what it should be, and Kashfy does the comparison. See the Finance page.
The doctor's assistant
A Doctor's assistant is linked to the doctors they help. Each doctor decides whether that assistant sees the full record and takes payments, and whether that applies to the doctor's own patients or the whole clinic. The doctor controls access to their own patients.
Branches, attendance and security
With several branches, you can limit a member to some branches only. On the Team plan and up, staff record attendance with a button in the app, a reception QR that changes every 30 seconds, or only when they are near the branch. They request leave from the app.
Every account can turn on two-step verification and see its active devices, signing out any device it doesn't recognise. That helps when someone leaves and you want the door closed.
Limits to know
- Staff are unlimited on every plan. Plans are priced by doctors and included bookings, not by staff count.
- Only the owner can create Manager-based custom roles.
- Attendance and leave need the Team plan or higher. See pricing.
- Permissions protect you from mistakes and curiosity; they don't replace choosing who you trust carefully.
A simple way to start
Start with the least access that works and add more when someone needs it. Ask everyone to sign in with their own account from day one, and never share a password. After a week, review who really needs what.
