Account & security · 3 min read · Beginner
Roles and permissions
Every login has a role that decides what a person can see and change. Insurance Verification offices use two roles, Admin and User. Here's what each role can do, and how to pick the right one for each teammate.
Updated Sep 28, 2026
Every login in Valian carries a role, and the role decides what that person can see and change. Roles let everyone do their job while keeping billing and the team in the right hands. You can change anyone's role, except your own, at any time from Settings → Team & logins.
Tip
Start people where they need to be today, not where they might end up. It's quick to give someone more access later, and giving out the least access that still lets a person do their job is the safest habit for a small practice.
Insurance Verification: two roles
An Insurance Verification office has exactly two roles.
- Admin: everything, including your plan and billing, and the team. Give this to the practice owner and, if you like, one trusted backup.
- User: runs checks and manages patients, with no billing. Give this to everyone else.
| What they can do | Admin | User |
|---|---|---|
| Add patients and run checks | Yes | Yes |
| Update Services, Insurance and Connections in Settings | Yes | Yes |
| See and change Plan & billing | Yes | No |
| Invite, change roles, or remove teammates | Yes | No |
| Manage their own password and sign-in | Yes | Yes |
A new invite starts as User. Only an Admin can make someone an Admin, or change or remove another Admin. A User sees the Team & logins list but can't change it.
Full System and Communications: five roles
Full System and Communications offices choose from five roles. Each one is described the same way in the role menu:
- Owner / Admin: full access to every setting, billing, and the team.
- Manager: manage the practice, team, and approvals.
- Location admin: manage this location's settings.
- Staff: day-to-day work, no settings or billing.
- Viewer: read-only access.
An Owner / Admin or a Manager can invite, change roles and remove teammates. Only an Owner / Admin can make someone an Owner / Admin, or change or remove one.
Rules for every office
- Nobody changes their own role. Ask another Admin to do it.
- Your office always keeps at least one Admin (Owner / Admin on the Full System). Make someone else an Admin before you change or remove the last one.
- Passwords stay personal. No role, not even an Admin, can see another person's password. Everyone manages their own password and two-factor authentication in Settings → Sign-in & security. See Turn on two-factor authentication.
Change someone's role
- Open Settings → Team & logins. You'll see everyone with access and their current role.
- Find the person whose role you want to change.
- Pick the new role from the menu on their row.
- That's it. The change saves right away, with no Save button. If they're signed in at the time, ask them to sign out and back in.
To add someone new, see Add another user to your practice.
Frequently asked questions
Can a User change our plan or see our bill? No. On Insurance Verification, Plan & billing only appears for an Admin.
Can I have more than one Admin? Yes. Many practices keep two, so there's always a backup. Keep the number small.
Can a User invite a new teammate? No. Only an Admin can invite, change roles, or remove people on Insurance Verification.
Does a role affect what I'm billed? No. Roles only control access. Logins are free, and adding people doesn't change your bill.
Still need a hand?
Reach the Valian team any time at help@valiansystems.com, or open a ticket from the Help Center inside your dashboard. During onboarding, your onboarding contact is at onboarding@valiansystems.com.