User roles & privacy

ShrinkNotes gives each person the right level of access — schedulers and admins can run the calendar, while every practitioner’s notes stay private to them.

What user roles does ShrinkNotes have?

There are three roles. Each higher role includes everything the ones below it can do.

• Practitioner — works with their own clients: their own calendar, sessions, and notes.
• Scheduler — everything a practitioner can do, plus see and edit everyone’s appointments across the practice.
• Admin — everything a scheduler can do, plus manage users and assign roles.

Who can see and edit appointments?

• Practitioner: sees and edits only their own appointments.
• Scheduler / Admin: see the full shared calendar and can edit any appointment.

This lets a scheduler manage bookings for the whole practice while practitioners stay focused on their own caseload.

Who can see my session notes?

Session notes are private to the practitioner who wrote them. Everyone else on the account — including admins — can see that a session took place, but not the note contents. There are two kinds of notes:

• Private Notes — your end-to-end encrypted process notes. These are encrypted with your own key, so no one else can read them, even with direct database access. See Encryption & recovery keys.
• Progress Notes — your official chart notes. These are visible only to you inside ShrinkNotes; other users see your sessions without the note content.