Who this is for: Barti administrators. Only System Admins can open Organization Settings.
Before you start, you'll need:
System Admin access to your Barti organization
The staff member's account already created — see How do I manage users in Barti?
How access works in Barti
Barti controls access with two separate settings on each staff member. Both live on the same screen, and they do different jobs.
Account Type answers "is this person an administrator?" There are two choices:
System Admin — full access to everything in Barti, including Organization Settings, user management, locations, and integrations. System Admins automatically have every ability listed below, so the Role(s) field is hidden for them.
User — normal day-to-day access. A User cannot open Organization Settings.
Role(s) answers "what extra abilities does this User get?" You can select more than one, and their abilities add together. A User with no roles still has broad access to Barti; roles only control the specific abilities in the next section.
What each role can do
Ability | User (no roles) | Manager | Provider | System Admin |
View the Reports section | No | Yes | No | Yes |
Refund a patient payment | No | Yes | No | Yes |
Delete a payment | No | Yes | No | Yes |
Export claims to an 837 file | No | Yes | No | Yes |
Finalize (sign) an exam | No | No | Yes | Yes |
Open Organization Settings | No | No | No | Yes |
Manager is the billing and oversight role. A Manager sees the Reports item in the left navigation, can issue refunds and credits, can delete payments, and can bulk export claims.
Provider is the clinical role. A Provider can finalize exams, which is what signs them. A Provider does not get reports or billing abilities unless you also give them Manager.
Both — select Manager and Provider together for someone who signs exams and also needs reports and billing access, such as a practice owner who sees patients.
❗ Important Note: A staff member does not need the Provider role to create or edit an exam. Any User can document an exam. The role controls only whether they can finalize it.
Steps
1. Open Organization Settings
Click your profile in the top right corner.
Select Organization Settings.
2. Open the Staff tab
Click the Staff tab.
Find the staff member in the list. You can use Search staff members... to narrow it down.
The Role(s) column shows each person's current roles at a glance.
3. Open the staff member's profile
Click anywhere on the staff member's row. This opens the Edit Staff Member window.
4. Set the Account Type
Select System Admin or User.
Choose System Admin only for people who should administer Barti itself. It grants full access to Organization Settings and every ability in the table above.
When you select System Admin, the Role(s) field disappears and any roles already selected are cleared, because administrators already have every ability.
5. Select the Role(s)
With User selected, click the Role(s) field.
Select Manager, Provider, or both.
To remove a role, clear its checkbox.
6. Save
Click Save.
What you'll see when it works
The Edit Staff Member window closes and the staff member's new roles appear in the Role(s) column of the Staff list. A System Admin shows a dash in that column, because roles do not apply to administrators.
The staff member will not see their new access right away. Have them log out of Barti and log back in. See the first question below.
If you have any questions, please refer to Barti's Help Center or create a support ticket at support.barti.com.
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Frequently Asked Questions
I changed someone's role but they still can't see Reports. Why?
Barti loads a staff member's access when they log in, so a role change does not reach a session that is already open. Ask them to log out of Barti completely and log back in. If the change still has not taken effect, wait about five minutes and have them log out and back in once more.
Why can't I select a role for this person?
The Role(s) field is hidden whenever Account Type is set to System Admin. System Admins already have every ability, so roles would have no effect. Switch Account Type to User and the Role(s) field will appear.
I get "Failed to update staff member" when changing someone from System Admin to User.
The most common cause is that this person is your organization's only System Admin. Barti will not remove the last administrator, because no one would be left who could manage users or settings. Make someone else a System Admin first, then change this person to User.
This same rule applies when deactivating a staff member. If you see "Failed to disable staff member" on your last administrator, promote another person first.
A provider can't unsign an exam they didn't sign. Is that expected?
Yes. Only the person who signed an exam can unsign it, and they need the Provider role to do so. This is not something a System Admin can override. If the original signer is unavailable, contact support.
Can I create a custom role or pick individual permissions?
Not currently. Manager and Provider are the roles available today, and their abilities are fixed as shown in the table above. Combine them on one person when you need both sets.