Chartnote Teams use role-based access control with two roles: Admin and Member. Every assigned seat carries exactly one role. There are no other roles, and permissions are not configurable per user or per action.
| Role | Intended for | Scope |
|---|---|---|
| Admin | Practice coordinator, IT, or security administrator | Manages the team: seats, invitations, groups, subscription, and usage reporting |
| Member | Clinician using the platform | Uses Chartnote to create and manage their own documentation |
| Capability | Admin | Member |
|---|---|---|
| Create, view, edit, and delete own notes | ✅ | ✅ |
| Configure own templates, snippets, and preferences | ✅ | ✅ |
| View Team Dashboard | ✅ | ❌ |
| View the seat roster (Seats) | ✅ | ❌ |
| Invite users / resend / cancel invitations | ✅ | ❌ |
| Assign or revoke a seat | ✅ | ❌ |
| Change a user's role (Admin ↔ Member) | ✅ | ❌ |
| Remove a user from the team | ✅ | ❌ |
| Create and manage Groups | ✅ | ❌ |
| View monthly activity reports (Usage) | ✅ | ❌ |
| Download the user, invitation, and usage rosters (CSV) | ✅ | ❌ |
| Manage Subscription, Copilot Tokens, and AI Credits | ✅ | ❌ |
| Configure the EHR Sync Portal | ✅ | ❌ |
| View another member's last login or activity timestamps | ❌ | ❌ |
| Access another user's notes or documentation | ❌ | ❌ |
| Modify system configuration or platform settings | ❌ | ❌ |
A role is a property of an assigned seat. Granting someone the Admin role means assigning them a seat, so an administrator occupies one of your licensed seats. Plan seat count accordingly if you intend to give administrative access to staff who will not be using the clinical documentation features.
Groups organize members within a team for administrative convenience — for example, by clinic, department, or supervisor. Groups do not confer any additional permission or visibility. A member's level of access is determined solely by their role. Group membership appears in the Seats view and in the Seats CSV export.
Admin is an account-administration role, not a clinical-access role. Admins manage who holds a seat; they do not gain access to the clinical documentation created by other team members.
Each of these views has a Download button that produces a CSV file:
| View | Contents |
|---|---|
| Seats | User, Email, Role, Status, Assigned date, Groups — including unassigned seats, so the file reflects licensed capacity against capacity in use |
| Invitations | Email, Role, Status, Sent, Replied, Cancelled |
| Usage | Monthly per-user activity: Total Notes, AI Scribe Notes, Voice Charts, Conversations, token counts, Dictation and Speech-to-Text duration, and Snippets. Select the month before downloading. |
The following is not exposed in the team administration panel and can be requested from Chartnote support:
Open a ticket with support@chartnote.com specifying the period and users concerned.
Platform configuration, infrastructure, and maintenance are performed exclusively by Chartnote personnel through a separate administrative console on a different subdomain. No customer role — Admin included — has access to it.