CLINIC GUIDE
Team & Permissions: your whole clinic
If you run your practice solo, this view is not for you. If you have a receptionist, assistant, or partner, this is where you invite them to the account and define what each one can do — without sharing a password.
Why it matters
Invite a Member
Permissions by Role
The common mistake
Do not share your password with reception
In LATAM/Spain the common practice is that the surgeon opens TrazaLab and leaves the session active so reception can upload files or check cases. That breaks traceability: every action is signed by the surgeon. With Team & Permissions each person has their own login and every action is attributed to whoever did it.
PER-PERSON TRACEABILITY
When reception uploads a clinical photo, the log says "Uploaded by Reception — María Soto, 10:42", not "Uploaded by Dr. Mendoza". If an error appears later, you know where in the flow it was introduced and who introduced it — not dramatically, just to fix.
DO NOT SHARE YOUR PASSWORD
Sharing the password violates TrazaLab security policy and, more importantly, leaves your main account exposed. If reception leaves the job, you cannot revoke access without changing your own password and notifying the lab. With individual permissions, you revoke reception with one click and the rest keeps working.
TYPICAL TEAM CASES
Clinic with 1 surgeon + 1 receptionist: most common. Clinic with 2 partner surgeons + shared assistant: split permissions by area. Clinic with implant coordinator who creates orders while surgeon operates: coordinator handles 70% of the wizard, surgeon signs. Team & Permissions covers all three.
When you really need this: The moment two people touch TrazaLab from the same account, things were already wrong and probably no one said it. If your receptionist never opens TrazaLab and does not plan to, skip this view. If they open it often, set up permissions this week.
Settings » Team & Permissions
Invite a new member
Click + Invite Member at the top of the view. Enter email, name, suggested role (reception, assistant, partner, coordinator) and send. The person receives an email with an acceptance link — on accepting, they create their own password.
THE EMAIL IS PERSONAL
Use the member's personal email, not a generic clinic inbox. If reception leaves and someone new takes the seat, you do not want the old account still active with "
[email protected]" that the new person now controls. Account = person.
ADJUST PERMISSIONS LATER
The suggested role is a starting point, not fixed. After the invite, you open the member's card and refine: PERMISSIONS button. Toggle per capability. You define exactly what your receptionist sees and what they do not.
REVOKE ACCESS
If a member leaves the clinic, on their card you select Revoke. The account deactivates instantly — they cannot log back in. The action history that person made stays intact on each case (important for audit).
Plan needed: Plan needed: inviting multiple members requires the extended plan on accounts that exceed the free plan threshold. Your first additional member is usually included so you can try the flow. If you expect to grow to 3+ people, plan ahead.
Four base roles
Typical permissions per role
These are the presets TrazaLab suggests. Every toggle is adjustable individually afterward — presets are a starting point, not a cage.
PRIMARY SURGEON (ADMIN)
You, the account owner. Full access. Only admin can invite new members and revoke access.
- Create, view, edit, and sign orders
- Approve/reject designs and try-ins
- Manage connected labs, patients, profile, subscription
- Invite/revoke members
PARTNER SURGEON
Another surgeon sharing the clinic account. Same as admin but without team management — that stays exclusive to the primary surgeon.
- Create, view, edit, and sign orders (own and partner)
- Approve/reject designs and try-ins
- Manage connected labs and shared patients
- Invite new members (reserved for admin)
COORDINATOR / ASSISTANT
The person who builds 70% of the order while the surgeon is in the OR. Creates draft and prepares files, but does not sign — the surgeon validates and signs at the end.
- Create order drafts, upload clinical files
- View pipeline and active cases
- Reply to TrazaChat with the lab (operational, not clinical)
- Sign orders or approve designs (reserved for surgeon)
RECEPTION
Administrative support. Sees the pipeline, schedules patient receptions, uploads basic photos but does not touch clinical decisions.
- View pipeline and calendar
- Create new patients and upload administrative photos
- Create orders (needs surgeon)
- Approve/reject designs, view quotes, view billing
We continuously enhance the interface to deliver a premium experience. The view in your account may vary slightly.
Golden rule: Allow what the person actually needs, not what they "might use just in case". Every extra permission is extra risk. Start restrictive and open as the flow demands.