1 guide
Roles & Permissions
Who can see and do what, and how to give your team the right level of access.
CallidusOS has five staff roles. Each one builds on the permissions of the role below it:
Owner, full control over everything, including billing, user management, data exports, the audit log, and the ability to anonymise or delete patient records.
Admin, same access as the owner, except they can't transfer clinic ownership. Can manage users, billing, and data compliance.
Manager, operational management: can view and create invoices and expenses, manage leads, approve booking requests, and oversee day-to-day clinic operations. Cannot manage users, access the audit log, or perform data compliance actions (export/delete patient data).
Practitioner, access to appointments, clinical notes, prescriptions, face/injection mapping, and patient records (including viewing patient invoices). Cannot manage users, access the audit log, or perform data compliance actions.
Receptionist, front-desk access: scheduling, checking patients in, handling booking requests, and viewing basic patient information. Cannot write clinical notes, manage prescriptions, archive or restore patients, or change admin settings.
FAQ, Roles & Permissions
Q: I can't see the Audit Log, why?
A: The Audit Log is only visible to owners and admins. If you need to see it, ask your clinic owner to check your role.
Q: I can't delete or export patient data, why?
A: Data export and deletion/anonymisation require owner or admin access. These restrictions exist for data protection compliance. Ask your clinic admin if you need help.
Q: What's the difference between an owner and an admin?
A: They have almost identical access. The main difference is that only the owner can transfer clinic ownership. In day-to-day use, they work the same way.
Q: What can a manager do?
A: Managers handle day-to-day operations, they can create and view invoices, manage expenses, approve bookings, and oversee leads. They can't manage staff accounts, access the audit log, or export/delete patient data.
Q: Can receptionists view clinical notes?
A: Currently, the Clinical tab is visible to all staff roles who can access a patient profile. However, clinical note creation is primarily a practitioner function.
Q: Can receptionists archive or restore patients?
A: No, archiving and restoring patients requires manager access or above.
Note: Some features may not be available depending on your clinic's subscription plan, this is separate from role-based access.
Plan Tiers
CallidusOS offers two plans (plus a coming-soon third tier):
| Plan | Price | What's included |
|---|---|---|
| Foundation | £18/month | Owner plus 1 admin account, up to 150 active patients, plus reports and review collection: calendar, booking requests, invoicing, tasks, waitlist, patient management |
| Aesthetics | £50/month | Unlimited patients, 2 practitioners plus 3 admins included (extra seats £18/mo), everything in Foundation plus Face Mapping, Leads CRM, Prescriptions, Marketing, Inventory, and Memberships included |
| Calia Copilot (the premium AI tier, previously referred to as Calia AI Pro) | (coming soon) | Everything in Aesthetics plus an AI marketing, admin & platform-help assistant: marketing-copy drafting (ASA/POM-safe), admin note & template drafting, task automation, patient-comms help, and an admin control centre. It gives no medical advice |
New clinics start with a 14-day free trial, a banner at the top of the screen shows how many days you have left. After the trial ends, choose a plan to continue using CallidusOS.
If you can't see a feature like Leads, Prescriptions, or Inventory, your clinic may be on the Starter plan. Ask your clinic owner about upgrading to Aesthetics.
Still need a hand?
Ask Calia inside the app, or talk to our UK team by live chat, email or phone.