Roles and permissions · Signposting Toolkit Docs

Each person has a role at each practice they belong to: Standard User or Practice admin. The Signposting Toolkit team are system administrators across every practice. Practice admins set roles in ☰ MenuPractice settingsUsers & access

Anyone who approves cards in Clinical Review needs the Practice admin role at that practice.

What each role can do

“If switched on” means the Signposting Toolkit team has switched the feature on for your practice (see Optional features). For improved wording and suggested questions, a practice admin can also switch it off for an individual. The Signposting Toolkit team can try smart visuals on any practice before they are switched on.

Signposting

Action	Standard User	Practice admin	Signposting Toolkit team
Search and read your practice’s switched-on cards, including ones awaiting review	Yes	Yes	Yes
Use high-risk and quick access buttons	Yes	Yes	Yes
See What’s changed	Yes	Yes	Yes
Get suggested questions (Get Questions to Ask)	If switched on	If switched on	If switched on
Ask for improved wording (Suggest improved wording (AI))	If switched on (they can read the suggestion but not apply it)	If switched on	If switched on
Apply improved wording to a card	No	If switched on	If switched on
View an approved smart visual	Yes	Yes	Yes
Generate, save or remove a symptom smart visual	No	If switched on	Yes
Add cards, customise shared cards, hide cards, switch cards on or off	No	Yes	Yes
Approve cards, request changes, bulk approve, request re-review	No	Yes	Yes
Run AI customisation	No	If switched on	If switched on
Set up highlight rules, the built-in highlights and image icons switches, high-risk buttons and quick access buttons	No	Yes	Yes
Change the shared library, shared image icons or the default high-risk set	No	No	Yes

Appointments and workflows

Action	Standard User	Practice admin	Signposting Toolkit team
Search the appointments directory	Yes	Yes	Yes
Add, edit or import appointments; manage staff teams	No	Yes	Yes
Use published workflows	If switched on	Yes	Yes
See draft and hidden workflows; create, duplicate, edit, Publish and delete your practice’s workflows; customise shared workflows	No	Yes	Yes
See workflow Engagement	No	Yes	Yes
Change or delete the shared workflows every practice starts from	No	No	Yes

Practice admins can use Workflow Guidance before it’s switched on for your practice, to prepare your workflows. Staff can’t use it until it’s switched on. See Workflows.

Practice Handbook

The handbook has its own editing permissions, set per page and per category. In the table, a handbook editor is a standard user named under Who can edit in a page’s editor, or any standard user where the page is set to All standard users can edit. A category editor is a standard user named under Who can edit on a category, who looks after it and its subcategories.

Action	Standard User	Handbook editor	Category editor	Practice admin	Signposting Toolkit team
Read handbook pages	In categories visible to them	In categories visible to them	In categories visible to them, and always in their own categories	All	All
Edit a page or list (including list rows such as the rota)	No	The pages they’re an editor of	Every page in their categories	All	All
Add a page or list	No	No	In their categories	Anywhere	Anywhere
Move a page to another category	No	No	Between their categories	Yes	Yes
Show a page in other categories too	No	No	Between their categories	Yes	Yes
Take a page shown from another category out of a category	No	No	Out of their categories	Yes	Yes
Set when a page was last reviewed, and its review reminder	No	The pages they’re an editor of	Every page in their categories	All	All
Report a problem with a page	Yes	On pages they can’t edit	On pages they can’t edit	No: they can edit every page	No
Delete a page or list (with Undo straight after)	No	No	No	Yes	Yes
Generate or remove a handbook smart visual	No	On pages they can edit, if switched on	On pages they can edit, if switched on	If switched on	Yes
Open Manage handbook: Needs attention, categories, who can see and edit them, templates for new pages, menu, quick access buttons, pinned panel, on-take rota, engagement and audit	No	No	No	Yes	Yes

All of this needs the Practice Handbook to be switched on for your practice. There’s no handbook switch for each person: Users & access shows what each person can read and edit. Being named as an editor of a page or category doesn’t count while someone views the toolkit as a standard user. See Letting a team look after a category.

Feedback, settings and your account

Action	Standard User	Practice admin	Signposting Toolkit team
Suggest an improvement, Suggest a feature and My suggestions	Yes	Yes	Yes
Deal with suggestions about your practice’s cards (Suggestions tab)	No	Yes	Yes
Respond to feature requests and bug reports	No	No	Yes
Set display preferences and change your own password	Yes	Yes	Yes
Add, edit and remove staff in Users & access	No	Yes, with the limits below	Yes
See the toolkit as a standard user sees it, with View as Standard User (how)	No	Yes, at their practice	Yes, as either role at any practice
See which features your practice has in Module access	No	Yes	Yes
Switch improved wording or suggested questions off or on for a person	No	Yes	Yes
Switch an optional feature on or off for the practice	No	No	Yes
Use Setup & onboarding and Surgery Health	No	Yes	Yes
See Analytics and the Engagement tab	No	Yes	Yes

Staff at several practices

One account can belong to several practices, with a different role at each: for example, Practice admin at one practice and Standard User at another. Everything a person can do depends on their role at the practice they’re viewing, and each practice sees only its own cards and settings.

A few things follow the person rather than the practice:

Their password and name. Changing either changes it everywhere.
Their individual AI settings. Switching improved wording or suggested questions off for someone at one practice switches it off at every practice they belong to.
Which practice’s features the AI tools check. The AI tools check whether the feature is switched on at the person’s default practice, not the one they’re viewing. If the AI buttons show but return an access error, check the feature at their default practice.

Staff who work at more than one practice should check the practice name at the top of the screen before they start.

Default practice

Each account has a default practice. It’s where the person lands after signing in, and the practice the AI tools check (see above).

Practice admins can set their practice as someone’s default from the member’s panel in Users & access, with Set as default surgery, as long as the account doesn’t also belong to a practice they don’t administer. Otherwise, the Signposting Toolkit team can change it.

Managing accounts across practices

An account is shared across every practice it belongs to. A practice admin looks after their practice’s membership, not the account itself. So a practice admin can:

add an existing account to their practice by entering its email address (its existing password is kept)
set its role at their practice, and remove it from their practice

But a practice admin can’t:

add or manage a system administrator’s account
reset the password, change the name or set the default practice of an account that also belongs to a practice they don’t administer. The person changes their own password, or the Signposting Toolkit team does it.

These limits stop an admin at one practice from taking over an account that has access somewhere else. Each of these actions, and each sign-in, is recorded in an account audit trail. See Data and security.

Removing someone from your practice takes effect on their next page or action. It keeps their account, and doesn’t affect their access to other practices.

Data and security Optional features