Roles & Permissions control what each user can do inside QuickerNotes and which properties (locations) they can access.
You can:
Create roles
Configure permissions
Assign roles to staff members
Assign property access to staff members
All role and property access management is done under:
Settings → Roles & Permissions
Creating a Role
Permission required: roles:create
Go to Settings → Roles & Permissions
Click New Role (top right)
Enter a role name and click Save
Select the new role from the list to configure its permissions
Assigning Permissions to a Role
Select a role from the list
Toggle on/off the permissions you want to grant
Click Save Permissions (bottom right)
Assigning Roles to Staff
Permission required: roles:assign
Staff are pulled directly from your Mindbody account.
Each staff member can have multiple roles.
Go to Settings → Roles & Permissions
In the Staff Members list, click Edit Roles next to the provider
Select the roles you want to assign (or deselect to remove)
Assigned roles appear as badges next to the staff member's name
Note for QuickerNotes Gateway Users
If your account is not connected to Mindbody or Booker (QuickerNotes Gateway), staff are not pulled in automatically.
To add a user:
Go to Settings → Roles & Permissions
Add a new user manually
Once the user is added:
Assign a role
Assign at least one property
Users will not be able to access or see any data until both a role and property are assigned.
Assigning Property Access to Staff
Property access controls which locations a staff member can see and work in.
If a user is not assigned to a property, they will not see:
Appointments
Clients
Forms
Notes
Any data from that property
To assign property access to a staff member:
Go to Settings → Roles & Permissions
In the Staff Members list, click Edit Property Access next to the staff member
Click to add or remove Properties
Assigned properties appear as badges next to the staff member's name.
Property access determines data visibility across the system.
To view different Properties, on the Appointments page:
Click Filter
Select a specific location or All Locations
Users will only see properties they are assigned to.
"All Locations" means all properties assigned to that user — not all properties in the system.
Property Management Permission
Permission required: property:manage
If enabled, the user can access the Property tab in Settings and manage:
Property timezone
Property logo
Document print footer
Short code automations
If disabled:
The Property tab is hidden
The user cannot modify property-level settings
Property assignment and property management are separate controls.
Troubleshooting: Mindbody looks disconnected, or Properties is missing
If a staff member logs in and:
QuickerNotes looks broken or empty
They cannot find Settings → Properties
They think Mindbody is not connected
First check whether they have a role assigned.
Being synced from Mindbody (or Booker) as staff does not give them access by itself. Until an admin assigns at least one role under Settings → Roles & Permissions, they cannot use QuickerNotes. Missing Properties is often a missing role (or missing property:manage), not a Mindbody disconnect.
What the staff member should do: Ask a clinic admin to assign them a role.
What the admin should do:
Go to Settings → Roles & Permissions
Find the staff member and click Edit Roles
Assign at least one role, then confirm they also have property access if needed
A product notice for users with no role is coming; screenshots of that screen will be added here after it ships.
Was working, then everyone empty: If appointments, clients, and forms suddenly disappeared for everyone (including the master account), this is usually a billing/subscription issue — not roles. A failed payment can auto-cancel the property subscription. Update your card under Settings → Billing, then re-subscribe under Settings → Properties. See Updating your billing information.