This guide provides a complete breakdown of every permission available in Practice by Numbers, organized into six main components. Each component groups related features to make it easier to understand which functionalities are accessible based on user roles.
Use this article as a technical reference for configuring and troubleshooting user access. For instructions on accessing or assigning permissions, see Understanding and Setting User Permissions.
Main Components and Features
Component | Included Features |
General | Application-wide settings, insurance, desktop app |
Communication | Team Messaging, Communication Center, Reputation, Phone IQ |
Appointment | Schedule, Huddle, Patient Flow, Online Appointment Booking (OAB) |
Analytics | Practice IQ, Marketing IQ |
Payments | Payment dashboard, refunds, and payment settings |
Forms | Form creation, submissions, and settings management |
Key Updates to Permissions
Change Type | Previous Permission | New / Updated Permission(s) | Notes |
Renamed | Set Goals | Edit and Set Practice Goals | Updated for clarity |
Split | Query Revenue Opportunities | Run RevenueIQ Queries / Save Custom RevenueIQ Queries | Enables granular access control |
Removed and Replaced | Manage User Logins and Access Privileges | Can View User Accounts / Can Edit User Accounts | Improved user account management |
Permission Details by Component
Below are all permissions grouped by component.
Each table lists the permission name, its functionality, and any dependencies under Blocked By.
🧩 General
Permission | Functionality | Blocked By |
View practice management data | Grants access to practice-management–related data across multiple features. | — |
Manage everyone's tasks | Allows users to modify task assignees, due dates, and status. | — |
Change practice settings | Grants access to the Settings page. | — |
View patient window | Allows users to open and view the patient window. | — |
Use patient search | Enables the patient search button. Blocks View Patient Window if disabled. | — |
Can view user accounts | Allows access to the User Accounts page. | — |
Can edit user accounts | Enables editing of user accounts and roles. | Can view user accounts |
Can log in to iOS app | Grants access to log in to the PbN iOS app. | — |
Can edit, create, and delete custom/follow-up campaigns | Grants full campaign management capabilities. | — |
Can change communication settings | Grants access to modify practice communication configurations. | — |
Can edit templates (email/SMS/review replies) | Allows editing of reusable communication templates. | — |
Access billing settings | Grants access to the Billing Settings page. | — |
Edit Patient Portal settings | Allows modification of Patient Portal options. | — |
💻 Desktop App
Permission | Functionality | Blocked By |
Login to desktop app | Allows users to log into the desktop version of PbN. | — |
See production numbers on schedule (Desktop) | Displays production values on the desktop home page. | — |
🧾 Insurance
Permission | Functionality | Blocked By |
Run insurance verification | Allows initiation of insurance verifications. | View Insurance Dashboard |
Change insurance verification settings | Allows modification of insurance verification settings. | View Insurance Dashboard |
View Insurance Dashboard | Displays the insurance dashboard in the app. | — |
💬 Communication
Permission | Functionality | Blocked By |
Access team messaging | Grants access to internal team messaging. | — |
Access location messaging | Enables location-specific messaging. | Access team messaging |
Access communication center | Grants access to the Communication Center for patient messages. | — |
Respond to patient messages | Enables replying to patient messages. | Access communication center |
Delete messages from communication center | Allows deletion of patient messages. | Access communication center / Respond to patient messages |
See reviews and feedback | Allows viewing of patient reviews and feedback. | — |
Respond to reviews and feedback | Allows replying to reviews and feedback. | See reviews and feedback |
Change reputation settings | Allows managing connected social accounts (Facebook/Google). | — |
View phone call logs | Grants access to Phone IQ call logs. | — |
📅 Appointment
Permission | Functionality | Blocked By |
See schedule page | Allows viewing of the appointment calendar. | — |
Create appointments on schedule | Allows creating new appointments. | See schedule page |
See operations dashboard | Grants access to the Patient Flow dashboard. | Access team messaging / Access location messaging |
Change patient flow settings | Enables changing Patient Flow configurations. | Access team messaging / Access location messaging |
See huddle dashboard | Displays the Huddle page. | — |
See production numbers on schedule (Huddle) | Displays production numbers on Huddle. | See huddle dashboard |
See new appointment list | Displays Online Appointment Booking requests. | See schedule page |
Change OAB settings | Allows editing of Online Appointment Booking settings. | — |
📊 Analytics
Permission | Functionality | Blocked By |
View financial accounts data | Controls access to QuickBooks and financial KPIs. | — |
View built-in dashboards | Grants access to default dashboards. | — |
Edit and set practice goals | Allows editing practice goals and KPI targets. | — |
Run RevenueIQ queries | Grants access to the RevenueIQ dashboard. | — |
Save custom RevenueIQ queries | Enables saving custom queries. | Run RevenueIQ queries |
Create custom dashboards | Allows creating and modifying dashboards. | — |
Export data from dashboard graphs | Enables exporting KPI data. | — |
Export data from patient tables | Allows exporting patient-level data. | See patient table |
See patient table | Grants visibility into patient-level KPI tables. | — |
See marketing leads | Allows viewing marketing leads tables. | — |
Edit leads | Enables editing of Marketing IQ leads. | See marketing leads |
Buy numbers | Allows purchasing call-tracking numbers. | Change MarketingIQ settings |
Change MarketingIQ settings | Allows editing marketing configuration options. | — |
💰 Payments
Permission | Functionality | Blocked By |
View payments dashboard | Grants access to the Payments dashboard. | — |
Send payment requests and charge customers | Enables sending payment requests and processing charges. | Can see payment methods |
Manage refunds | Allows refunding transactions. | Can see payment methods |
Can change payment settings | Grants access to payment settings and plan configurations. | — |
Can add patients to payments follow-up | Allows users to add patients to payment follow-up lists. | — |
Can remove patients from payments follow-up | Allows removing patients from payment follow-up. | Can add patients to payments follow-up |
Can snooze patients from payments follow-up | Allows snoozing payment follow-ups. | Can add patients to payments follow-up |
Can remove patients from pending one-time requests | Allows canceling pending one-time requests. | Send payment requests and charge customers |
Can see payment methods | Displays the Payment Methods tab. | — |
📋 Forms
Permission | Functionality | Blocked By |
Can see forms page | Grants access to the Forms page and all form-related actions. | — |
Preview form submissions | Allows previewing submitted forms. | Can see forms page |
Modify a completed form | Allows editing completed forms and adding signatures. | Can see forms page / Preview form submissions |
Edit forms | Enables editing of form templates and settings. | Can see forms page |
Change form settings | Allows modification of form configurations and packages. | Can see forms page |
Send form request manually | Enables sending, resending, and manually submitting forms. | Can see forms page |
Download submitted forms | Allows downloading form PDFs. | Can see forms page / Preview form submissions |
Cancel pending forms | Enables canceling pending forms. | Can see forms page / Send form request manually |
Add tablets | Allows adding or unlocking tablets. | Can see forms page |
Delete tablets | Allows deleting tablets. | Can see forms page / Add tablets |
Can change forms master toggle setting | Allows activation or deactivation of Forms. | Can see forms page / Change form settings |
Notes
Blocked By: Indicates dependencies — certain permissions require others to be enabled first.
Included Permissions: Permissions currently enabled for the role.
Available Permissions: Permissions not yet enabled.