Legend:
✓Full access
◑Limited / conditional
✗No access / hidden
Role filter hides sections the selected role cannot access.
System Roles
🏢 Director
clinic_director
🩺 Veterinarian
clinic_veterinarian
💉 Para Vet
clinic_para_vet
🔬 Lab Technician
clinic_lab_technician
📋 Receptionist
clinic_receptionist
📦 Stock Manager
clinic_stock_manager
🐶 Pet Owner
clinic_pet_owner
ℹ️
Every non-director staff account is linked to one Director via an internal clinic ID. All data is fully isolated per clinic — staff under different Directors cannot see each other's records. A single user can hold multiple roles simultaneously.
User Management
User Management
Create and manage all clinic staff and pet owner accounts
User Management Dashboard
Full staff management panel — create new users, assign one or more roles, view all users in a searchable table, inline edit (name, email, password, roles), and delete accounts.
Director — Full Access
All Other Roles — No Access
| Action | Director | Everyone Else |
|---|---|---|
| Create a new user account | ✓ | ✗ |
| Assign roles (one or more per user) | ✓ Vet, Para Vet, Lab Tech, Receptionist, Stock Manager, Pet Owner | ✗ |
| Edit user details (name, email, password, roles) | ✓ Own clinic users only | ✗ |
| Delete a user account | ✓ Own clinic users only | ✗ |
| Search / list all users | ✓ Own clinic users only | ✗ |
ℹ️
Director accounts are managed separately (by WordPress Admin). A Director can only see and manage users that belong to their own clinic — never another Director's staff.
Case Management
Clinical Cases
Create, manage, and verify patient clinical cases with AI interpretation, PDF export, and WhatsApp notifications
Case Dashboard
Overview panel shown after login. Displays pending verification alerts and upcoming case reminders at a glance.
Director
Veterinarian
Para Vet
| Role | Pending Verification Alert | Upcoming Reminders | Quick-Add Case Button |
|---|---|---|---|
| Director | ✓ All pending cases in clinic | ✓ | ✓ |
| Veterinarian | ✓ Own + assigned Para Vet pending cases | ✓ | ✓ |
| Para Vet | ✗ Not displayed | ✓ | ✓ |
All Cases
Full clinical case list with search, status filters, bookmarks, PDF case summary, AI-powered interpretation, WhatsApp notification to owner, and custom field management.
Director
Veterinarian
Para Vet
| Role | Cases Visible | Create | Edit | Delete | Verify Cases | Manage Custom Fields |
|---|---|---|---|---|---|---|
| Director | All cases in clinic | ✓ | ✓ Any case | ✓ | ✓ | ✓ |
| Veterinarian | Own cases + assigned Para Vet cases | ✓ | ◑ Own + assigned Para Vet | ✓ Own + assigned | ✓ Para Vet cases | ✓ |
| Para Vet | Own cases only | ✓ | ◑ Own unverified cases only | ✗ | ✗ | ✗ |
⚠️
Cases created by a Para Vet are automatically marked "Pending Verification". Cases created by Director or Vet are auto-marked "Verified". Once a Para Vet case is verified by a Vet or Director, the Para Vet can no longer edit it.
Vet–Para Vet Assignment
Controls which Para Vets are assigned to which Veterinarians. This determines whose cases a Vet can see and verify.
Director
Veterinarian
Others — No Access
| Role | Create Assignments | View Assignments |
|---|---|---|
| Director | ✓ Assign any Para Vet to any Vet | ✓ All clinic assignments |
| Veterinarian | ✗ | ✓ Own assignments only |
Pets & Pet Owner Management
Pets & Pet Owners
Manage pet owner accounts, their registered pets, and the pet owner's self-service view
Pet Owner Management
Register and manage Pet Owner user accounts and all pets linked to each owner. Add new pets, remove pets, edit owner contact details.
Director — Full Access
All Other Roles — No Access
| Action | Director |
|---|---|
| Create Pet Owner accounts | ✓ |
| View all Pet Owners under clinic | ✓ |
| Edit Pet Owner name, contact, details | ✓ |
| Delete Pet Owner accounts | ✓ |
| Add pets to an owner | ✓ |
| Remove pets from an owner | ✓ |
All Pets — Staff View
Browse all pets registered in the clinic with links to each pet's case history.
Director
Veterinarian
Para Vet
Others — No Access
ℹ️
All three roles see all clinic pets — read-only view. Editing pet details happens in the Pet Registry section.
My Pets — Pet Owner Portal
Personal page for Pet Owners to view their own registered pets, basic health information, and upcoming vaccinations. Shows the clinic name for context.
Pet Owner — Read Only
Staff Roles — Cannot Access This Page
Vaccination Tracker
Vaccination Tracker
Upcoming and overdue vaccination schedule — view differs by role
Vaccination Schedule
Shows upcoming and overdue vaccinations. What you see depends on your role — staff see the whole clinic, Pet Owners see only their own pets.
All Logged-in Roles
| Role | Page Title Shown | Data Visible |
|---|---|---|
| Director & All Staff Roles | "Vaccination Tracker" | All clinic pets — full schedule with pet name, owner, due dates |
| Pet Owner | "My Pets' Vaccination Schedule" | Only the Pet Owner's own pets |
Lab Management
Lab Reports & Reference Ranges
Create and manage lab reports with AI interpretation, PDF export, scan reader, and a verification workflow
All Lab Reports
Complete lab report list with search, date and status filters, AI-powered result interpretation, PDF generation, and scan upload (upload a physical lab report image for AI to read).
Director
Veterinarian
Para Vet
Lab Technician
| Role | Create | Edit | Delete | Verify | Verification Filter | AI Interpretation |
|---|---|---|---|---|---|---|
| Director | ✓ | ✓ Any report | ✓ | ✓ | ✓ | ✓ |
| Veterinarian | ✓ | ✓ Any report | ✓ | ✓ | ✓ | ✓ |
| Para Vet | ✓ | ◑ Own unverified only | ✗ | ✗ | ✗ Filter hidden | ✓ |
| Lab Technician | ✓ | ◑ Own unverified only | ✗ | ✗ | ✗ Filter hidden | ✓ |
⚠️
Once a report is verified by a Vet or Director, Para Vet and Lab Technician can no longer edit it. The "show unverified / verified" filter is only visible to Director and Veterinarian.
Lab Reports — Pending Verification
Quick-access dedicated page showing only lab reports awaiting verification. Allows inline one-click verification from this view.
Director
Veterinarian
Para Vet / Lab Technician — No Access
Lab Reference Ranges
Define the normal reference ranges for each lab test parameter. These ranges are used by the AI interpretation engine to flag abnormal values automatically in reports.
Director
Veterinarian
Others — No Access
| Action | Director | Veterinarian |
|---|---|---|
| View reference ranges | ✓ | ✓ |
| Add new parameter range | ✓ | ✓ |
| Edit existing range | ✓ | ✓ |
| Delete range | ✓ | ✓ |
Indoor Patients
Indoor (Admitted) Patients
Manage admitted patients, task boards, diet & medication notes, discharge, and PDF summaries
Indoor Patients List
Main list of all currently admitted patients. Includes admit form, status tracking, diet and medication notes, edit panel, discharge workflow, and PDF summary generation per patient.
Director
Veterinarian
Para Vet
Receptionist
| Role | Patients Visible | Admit / Submit | Edit Patient Record | Delete Record | Discharge Patient |
|---|---|---|---|---|---|
| Director | All clinic patients | ✓ "Admit Patient" | ✓ | ✓ | ✓ |
| Veterinarian | All clinic patients | ✓ "Admit Patient" | ✓ | ✓ | ✓ |
| Para Vet | Only assigned active patients | ✗ | ✗ | ✗ | ✗ |
| Receptionist | All clinic patients | ◑ "Submit for Admission" only | ✗ | ✗ | ✗ |
ℹ️
The Receptionist's button shows "Submit for Admission" — this creates a pending request. A Director or Vet must finalise/confirm the admission. Para Vet only sees patients explicitly assigned to them through the indoor assignment system.
Indoor Patients Dashboard
Statistics summary for admitted patients — total admitted, breakdown by status, and occupancy overview.
Director
Veterinarian
Para Vet
Receptionist — Blocked
🔒
Receptionist is shown "Access denied" on this dashboard even though they can see the patient list. The dashboard is restricted to clinical staff only.
Para Vet Indoor Task Board
Task management board for indoor patients — view and update care tasks, medication schedules, treatment notes, and task completion status for each assigned patient.
Director
Veterinarian
Para Vet
Receptionist — Blocked
ℹ️
Designed primarily for Para Vet daily use, but Directors and Veterinarians can also access this board to review or update tasks. Receptionist is denied access.
Invoicing
Invoice Management
Create and manage patient invoices with GST, discounts, PDF export, and WhatsApp delivery
Invoice List & Creation
3-step invoice creation wizard: (1) select patient, (2) add services and products with quantity/price, (3) review totals, apply discount, apply GST, save. View all past invoices, download PDF, or send invoice via WhatsApp to the pet owner.
Director
Veterinarian
Receptionist
Para Vet — No Access
Stock Manager — Redirected Elsewhere
| Action | Director | Vet | Receptionist |
|---|---|---|---|
| View invoice list | ✓ | ✓ | ✓ |
| Create new invoice (3-step wizard) | ✓ | ✓ | ✓ |
| Apply discount & GST | ✓ | ✓ | ✓ |
| Download invoice as PDF | ✓ | ✓ | ✓ |
| Send invoice via WhatsApp | ✓ | ✓ | ✓ |
⚠️
When a Stock Manager visits the invoice page, they are automatically redirected to the Stock Management page instead. Para Vet has no access to invoicing at all.
Invoice Settings
Configure clinic-level defaults for all invoices — clinic name displayed on invoices, currency symbol, GST percentage, and default terms & conditions text.
Director — Full Access
All Other Roles — No Access
| Setting | Director |
|---|---|
| Clinic name on invoices | ✓ |
| Currency symbol | ✓ |
| GST percentage | ✓ |
| Default terms & conditions text | ✓ |
Stock & Services
Stock Management & Services Catalog
Track product/medicine inventory, manage the services catalog, monitor low-stock alerts, and audit stock changes
Services & Products Catalog
Manage the master catalog of services (consultations, procedures) and products (medicines, supplies) that appear as line items in invoices. Set name, price, and link to stock items.
Director
Stock Manager
Others — No Access
| Action | Director | Stock Manager |
|---|---|---|
| View catalog | ✓ | ✓ |
| Add new service or product | ✓ | ✓ |
| Edit service/product details & price | ✓ | ✓ |
| Delete service/product | ✓ | ✓ |
Stock Management
View and update physical stock quantities for all products and medicines. Director also has an exclusive Audit Log tab showing every stock change — who changed what, when, by how much, and why.
Director
Stock Manager
Others — No Access
| Role | View Stock Quantities | Adjust Quantities | Audit Log |
|---|---|---|---|
| Director | ✓ | ✓ | ✓ Full history — who changed, what, when, why |
| Stock Manager | ✓ | ✓ | ✗ Audit Log tab is completely hidden |
🔒
The Audit Log is visible only to the Director. Stock Manager can adjust quantities but cannot view the history of who made changes or the reasons recorded.
Stock Alerts
Dedicated page listing all items that have fallen to a low-stock threshold or are fully out of stock, with reorder quantity suggestions.
Director
Stock Manager
Others — No Access
Certificate Management
Veterinary Certificates
Issue, manage, and archive veterinary certificates with customisable templates and PDF generation
Issue a Certificate
Create a new veterinary certificate for a patient by selecting a saved template, filling in the required fields, and generating a signed PDF to download or share.
Director
Veterinarian
Others — No Access
| Action | Director | Veterinarian |
|---|---|---|
| Select certificate template | ✓ | ✓ |
| Fill in certificate fields | ✓ | ✓ |
| Generate & save certificate | ✓ | ✓ |
| Download as PDF | ✓ | ✓ |
Certificate Templates
Create and manage reusable certificate templates with custom layout, fields, and clinic branding. Templates are scoped to the clinic.
Director
Veterinarian
Others — No Access
| Action | Director | Veterinarian |
|---|---|---|
| View templates | ✓ | ✓ |
| Create new template | ✓ | ✓ |
| Edit template | ✓ | ✓ |
| Delete template | ✓ | ✓ |
All Issued Certificates
Archive of every certificate ever issued by the clinic. Search by pet, owner, date, and certificate type. Re-download any certificate as PDF.
Director
Veterinarian
Others — No Access
Internal Messaging
Internal Messaging System
Send messages to individuals or broadcast to the whole clinic group, with file attachments
Message Inbox
Displays all unread received messages with sender name, subject, timestamp, and an unread count badge. All roles within the same clinic group share a messaging space.
All Logged-in Roles
ℹ️
Messages are scoped to the director's clinic group. Staff under different Directors cannot see each other's messages.
Message Center (Compose & Send)
Full messaging interface — compose new messages, choose one or more recipients or broadcast to the entire group, attach files (images, PDFs, Word, Excel, ZIP supported), view sent and received folders, delete messages for yourself or delete for all.
All Logged-in Roles
| Feature | Director | Vet / Para Vet / Lab / Recep / Stock | Pet Owner |
|---|---|---|---|
| Compose & send a message | ✓ | ✓ | ✓ |
| Broadcast to entire clinic group | ✓ | ✓ | ✓ |
| Attach files to messages | ✓ | ✓ | ✓ |
| View sent & received folders | ✓ | ✓ | ✓ |
| Delete for me / Delete for all | ✓ | ✓ | ✓ |
| Appear in recipient picker (can be messaged by others) | ✓ | ✓ | ✗ Hidden from list |
⚠️
Pet Owners are excluded from the recipient picker. Staff cannot select a Pet Owner as a message recipient. Pet Owners can send messages to staff, but staff cannot reply through the messaging system — the communication is one-way from Pet Owner to clinic.
Pet Registry
Pet Registry
Central database of all pets — register, search, edit, and link to owners
Pet Registry
Register new pets, search and browse existing pet profiles, edit pet details (species, breed, age, weight, owner link, custom fields). Data is scoped to the clinic's director group.
Director
Veterinarian
Para Vet
Receptionist
Lab Tech / Stock Manager / Pet Owner — No Access
| Role | View All Pets | Register New Pet | Edit Pet Details |
|---|---|---|---|
| Director | ✓ | ✓ | ✓ |
| Veterinarian | ✓ | ✓ | ✓ |
| Para Vet | ✓ | ✓ | ✓ |
| Receptionist | ✓ | ✓ | ✓ |
WhatsApp Number Blocker
WhatsApp Number Blocker
Block specific mobile numbers from receiving automated WhatsApp notifications
WhatsApp Block Manager
Add phone numbers to a block list to prevent them from receiving any automated WhatsApp notifications from the clinic (appointment reminders, invoice delivery, case updates, etc.). Search the blocked list, add block reason, and unblock numbers at any time.
Director
Veterinarian
Para Vet
Others — No Access
| Action | Director | Veterinarian | Para Vet |
|---|---|---|---|
| View clinic's blocked numbers list | ✓ | ✓ | ✓ |
| Block a phone number | ✓ | ✓ | ✓ |
| Unblock a number | ✓ | ✓ | ✓ |
| Add optional reason for blocking | ✓ | ✓ | ✓ |
ℹ️
The block list is clinic-scoped — all three roles share and see the same block list within their clinic. Numbers are matched by the last 10 digits so both +91XXXXXXXXXX and the plain 10-digit format are treated as the same entry.
WhatsApp API Settings
WhatsApp Business API Settings
Per-director API credentials with global fallback, credit logic, and admin override control
Director's WhatsApp Settings Page
Each Director can configure their own WhatsApp Business API credentials (Business Account ID, Phone Number ID, API Token). The page shows a live status banner, a credit indicator, and a test-connection tool to send a real WhatsApp test message.
Director — Full Access
All Other Roles — No Access
| Action | Director (Normal Mode) | Director (Forced to Global by Admin) |
|---|---|---|
| View current status and credit indicator | ✓ | ✓ |
| Enter Business Account ID, Phone Number ID, API Token | ✓ | ✗ Form is locked |
| Save own API credentials | ✓ No credits deducted | ✗ Locked by admin |
| Remove own credentials (revert to global) | ✓ | ✗ Locked |
| Send a WhatsApp test message | ✓ Uses own credentials — free | ✓ Uses global — 1 credit deducted |
💡
Credit Logic: Own credentials saved → messages are credit-free. No own credentials saved → falls back to global credentials → credits are deducted per message. Admin sets "Force Global" → own credentials are ignored even if saved → credits are deducted.
🔒
When WordPress Admin has enabled "Force Global" for a Director, the settings form is replaced by a locked panel. The Director can see their credit status and test the connection but cannot change any settings — they must contact the WordPress Admin.
WhatsApp Settings — WordPress Admin Backend
This is a WordPress admin-panel page (not a front-end page). It is accessible only by the WordPress Super Administrator. Directors do not have access to this panel.
WordPress Super Admin Only
Directors — No Access to This Panel
| Tab | Action Available | WP Admin |
|---|---|---|
| 🌐 Global Settings | Set / update global WABA ID, Phone Number ID, and API Token | ✓ |
| Send a test WhatsApp message using global credentials | ✓ | |
| View whether a global API token is saved (masked display) | ✓ | |
| 👥 Director Control | View all Directors and their current credential status | ✓ |
| See which mode each Director is using (own / fallback global / forced global) | ✓ | |
| See whether each Director is currently deducting credits per message | ✓ | |
| Toggle "Allow Own" ↔ "Force Global" per Director (instantly locks or unlocks the Director's settings page) | ✓ |
ℹ️
Three states per Director: Using Own — Director has saved their own credentials, messages are credit-free. Fallback Global — Director has no own credentials, automatically uses the global ones, credits are deducted. Forced Global — Admin has toggled "Force Global", own credentials are ignored even if set, credits are deducted.
🔍
No features found for this role.This role has no dedicated access to any clinic features, or all matching features are currently filtered out.