How do I manage users and roles on Roo?

Roo offers distinct user roles tailored to meet your specific needs whether you are an individual hospital or a large organization. By assigning the users of your Roo account to one of the below roles, you can control what users can do and which locations they can view.

To manage users for your hospital or enterprise go to the Account menu in the upper right corner and select "Admin" you will land on the Users screen where you can manage existing user permissions or invite a new user with the "Invite User" button in the upper right corner. You can manage users within your current level of access. For example, an individual hospital admin can manage user access for that location, while a hospital group admin can manage users across the group and its locations.

User Roles for Individual Hospitals

When adding a user to an individual hospital you can choose what access they have.

First you will choose between three Roles:

Role	Capabilities
Admin	Admins can manage setup, billing, users, and user permissions for the hospital.
Member	Members can manage locations according to their assigned permissions, but they cannot manage billing or add users.
Billing-Only	Billing-only users can manage admin billing settings, as well as billing for assigned hospitals. Other permissions are disabled.

Next, select their Hospital Permissions:

Permission Type	Capabilities
Relief: Vet Manager	Post, manage, message, and confirm/decline requests for Vet relief shifts, including managing Vet relationships and hiring interest.
Relief: Vet Viewer	View upcoming Vet shifts and manage the shifts themselves, including messaging Vets, marking no-shows, managing overtime requests, and submitting reviews.
Relief: Vet Off	No access to Vet relief on Roo.
Relief: Tech Manager	Post, manage, message, and confirm/decline requests for Tech relief shifts, including managing Vet relationships and hiring interest.
Relief: Tech Viewer	View upcoming Tech shifts and manage the shifts themselves, including messaging Techs, marking no-shows, managing overtime requests, and submitting reviews.
Relief: Tech Off	No access to Tech relief on Roo.
Externships: Manager	Access to the Externships tab to manage Student Externships through Roo Uni for their location(s).
Externships: Off	No access to the Externships tab.

Please see below [link to lower section] for a full list of capabilities for each permission type.

User Roles for Enterprises and Multi-Hospital Groups

When adding a user to an Enterprise or Multi-Hospital Group you must first choose between three Roles:

Role	Capabilities
Admin	Admins can manage setup, billing, users, and user permissions for the hospital.
Member	Members can manage locations according to their assigned permissions, but they cannot manage billing or add users.
Billing-Only	Billing-only users can manage admin billing settings, as well as billing for assigned hospitals. Other permissions are disabled.

Once you select their locations you will then choose what access they have for their location(s). The options are:

Permission Type	Capabilities
Vet Shifts: Manager	Post, manage, message, and confirm/decline requests for Vet relief shifts, including managing Vet relationships and hiring interest for their location(s).
Vet Shifts: Viewer	View upcoming Vet shifts and manage the shifts themselves, including messaging Vets, marking no-shows, managing overtime requests and submitting reviews for their location(s).
Vet Shifts: Off	No access to Vet relief on Roo
Tech Shifts: Manager	Post, manage, message, and confirm/decline requests for Tech relief shifts, including managing Vet relationships and hiring interest for their location(s).
Tech Shifts: Viewer	View upcoming Tech shifts and manage the shifts themselves, including messaging Techs, marking no-shows, managing overtime requests and submitting reviews for their location(s).
Tech Shifts: Off	No access to Tech relief on Roo.
Externships: Manager	Access to the Externships tab to manage Student Externships through Roo Uni for their location(s).
Externships: Off	No access to the Externships tab.
Hiring: Manager	Access to the Talent Tracker to manage hiring for their location(s).
Hiring: Off	No access to Talent Tracker specifically for Vets.

Please see below [link to lower section] for a full list of capabilities for each permission type.

Finally, you will select the locations the user has access to. Your options are:

Hospital Access
Individual Hospitals	Select one or more Hospitals or Groups from the add hospitals drop down. Note adding a group gives this user individual access to each location, but they cannot manage the group itself
Hospital Groups	Select one or more Groups from the add hospitals drop down. This user can also manage the Group itself.
All Hospitals	This user has access to all locations in the organization.

Can a user hold multiple permission types simultaneously?

Yes. Permissions are fully independent and can be granted to users as needed. For example, someone who manages Relief Staffing and full-time recruiting can have access to Relief Vets & Techs as well as Recruiting for Vets & Techs at the same time. You can also grant team members mixed access levels: For example, Viewer access for Relief Vets but Manager access for Techs at their hospital.

Who can manage billing details?

Anyone with Admin or Billing-Only access can manage account billing across their selected access levels (i.e. for specific Hospitals or an entire Enterprise Group).

Who can add new hospital locations?

Enterprise Admin: Can add new locations to any group or as an unassigned location.
Group Admin: Can add new locations only within the assigned groups they manage or as an unassigned location.

Learn more about managing hospital locations and groups here.

Who can add new users?

Enterprise Admin: Can add new users to any group, location, or the enterprise at any access level.
Group Admin: Can add new users at the same or lower access levels to any group or location they manage.
Hospital Admin: Can add new users at the same or lower access levels to any location they manage.

How do roles impact notifications?

Notifications are now set at the user level rather than the hospital level. This means user settings will apply across every location they have access to. You can manage your notifications by clicking here.

What are the full capabilities for each permission type

Relief: Vet and Relief: Tech

Identical permission structure, applied separately to Vet shifts and Tech shifts.

Action	Viewer	Manager
View shifts (lists, calendar, dashboard, history)	✓	✓
View pending shift requests	✓	✓
View provider profile from shift context	✓	✓
Submit or defer a shift review	✓	✓
Message the provider about a shift	✓	✓
Mark a completed shift no-show	✓	✓
View shift templates	✓	✓
Accept/decline overtime requests	✓	✓
Manage chat templates	✓	✓
Post, edit, duplicate, or renew shifts	—	✓
Confirm shift requests	—	✓
Decline requests (incl. counteroffer)	—	✓
Cancel confirmed shifts	—	✓
Remove unfilled shifts	—	✓
Boost shift pricing	—	✓
Block/unblock or auto-confirm providers	—	✓
Create/edit/delete shift templates	—	✓
CSV bulk upload	—	✓
Indicate hiring interest	✓	✓
Invite new users to this surface (same-or-lower permission only)	—	✓

Student Externships

Action	Viewer	Manager
View postings, applicants, dashboard counts	✓	✓
Create/edit postings; hire/decline/contact applicants	—	✓
Invite new users to this surface (same-or-lower permission only)	—	✓

Recruiting Vet/Tech (Access to Talent Tracker) - Coming Soon

Identical permission structure, applied separately to Vets and Techs.

Action	Viewer	Manager
View hire requests and provider hiring interest	✓	✓
Post hiring interest, message providers	—	✓
Invite new users to this surface (same-or-lower permission only)	—	✓