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Understanding User Roles and Permissions

The QuantumLoopAI dashboard has two user roles: Admin and Standard. This article explains what each role can and cannot do, helping practice managers decide who should have which level of access.

Purpose of This Article

Assigning the right role to the right person protects your dashboard from accidental changes and ensures that operational controls — such as disabling EMMA or editing the VIP list — are only available to authorised staff.

Main Content

The Two Roles

There are two user roles in the QuantumLoopAI dashboard:

  • Admin
  • Standard

Every dashboard user is assigned one of these roles when their account is created. The role determines what they can see and what actions they can take.

Admin Role

Admin users have full access to the dashboard, including all operational controls and settings.

Admin users can:

  • Enable or disable EMMA from the Settings page
  • Configure and update the Auto Scheduler (operating hours)
  • Add and remove patients from the VIP list
  • View and update the SOFIA invite message
  • View all call recordings and transcripts
  • View all patient submissions and enquiries
  • Access multi-surgery views (for practices managing more than one site)
  • Request configuration changes on behalf of the practice

Admin is the appropriate role for:

  • Practice managers
  • GP partners who want full operational control
  • Senior admin staff responsible for day-to-day platform management

Standard Role

Standard users have access to the operational parts of the dashboard they need for daily work — reviewing enquiries, listening to call recordings, and accessing call transcripts — but cannot make configuration changes.

Standard users can:

  • View patient submissions and enquiries in the inbox
  • Listen to call recordings
  • Read call transcripts
  • Search for patients and review their submission history
  • Mark enquiries as done (where applicable)

Standard users cannot:

  • Enable or disable EMMA
  • Access EMMA Settings (Auto Scheduler, VIP list, SOFIA message)
  • Create or modify configuration settings
  • Access multi-surgery views

Standard is the appropriate role for:

  • Receptionists who need to view submissions and recordings
  • Clinical staff who need to review transcripts or call content
  • Administrative staff who action patient requests but do not manage platform settings

Who Should Have Which Role

The decision is entirely your practice's. There are no fixed rules. As a general guide:

  • Admin: anyone who needs to turn EMMA on or off, manage the VIP list, configure operating hours, or make settings changes. Typically one or two people per practice.
  • Standard: anyone who needs to view submissions, recordings, and transcripts as part of their daily work. Can include the full reception and admin team.

Having fewer Admin users reduces the risk of accidental configuration changes. It also makes it easier to track who made changes if something needs to be reviewed.

Changing a User's Role

If a user needs to be moved from Standard to Admin, or from Admin to Standard, contact support@quantumloopai.com with the user's name, email address, and the role you want them to have.

Step-by-Step Instructions

There are no self-service steps for changing roles. Contact support@quantumloopai.com to request a role change for any user.

To add a new user with a specific role, see: How to Add or Remove Dashboard Users (article 4.3).

Troubleshooting

A user cannot see the Settings section in the dashboard. The Settings section is only visible to Admin users. If the user needs access to Settings, their role will need to be changed to Admin. Contact support@quantumloopai.com to request this.

A user accidentally disabled EMMA and we need to prevent this happening again. Consider changing that user's role from Admin to Standard. Standard users cannot access the EMMA on/off toggle. Contact support@quantumloopai.com to request the change.

We are not sure what role a specific user has. Contact support@quantumloopai.com and ask to confirm the role assigned to a specific user at your practice.

FAQs

Can a user have different roles at different surgeries? If your practice has more than one surgery on the QuantumLoopAI platform, role assignments apply across all sites that user can access. Contact support@quantumloopai.com if you need different role configurations for a multi-site setup.

Can we create a custom role with different permissions? No. There are currently two fixed roles: Admin and Standard. Custom role configurations are not available.

Is there a limit on how many Admin users we can have? No fixed limit. However, it is good practice to keep Admin access to the people who genuinely need it.

What happens to a user's role if we move to a new practice manager? The outgoing practice manager's account should be removed or their role changed. The new practice manager should be given Admin access. Contact support@quantumloopai.com to make these changes.