Important
Upcoming change for UK clinics — action required The new SQP (Suitably Qualified Person) field will be available from 13 May 2026. Clinics have until 10 June 2026 to adjust their users and medicine classifications. After 10 June, non-veterinarian users must be marked as SQP and medicines must be classified as POM-VPS, NFA-VPS, AVM-GSL, or OTC for non-vets to continue creating medicine refills (in addition to having the refill permission). See SQP status and refill permissions (UK) for what you need to do.
You can view and manage user permission groups in Settings > Users > Permission groups.
User permission group settings control the security, access and permission levels users have for Provet features. Access can be permitted, limited, or denied. For example, you can give users access to specific information tabs or fields in item settings, allowing them access, for example, to description fields of an item on a read and/or write level, but denying access to pricing information fields. Similarly, you can give users access to specific financial reports instead of all reports.
If multiple clinic locations are in use, you can assign different permissions to different clinic locations for users. See how to assign permission groups to users.
View and Edit Existing Permission Groups
There are four default permission groups in Provet:
Administrator: Has access to all features and full permissions to edit.
Manager: Same as the administrator except cannot manage other user accounts.
Reports: Can access everything except Settings.
Users: Can access everything except Settings and Reports.
You can use these user groups with the default permissions or modify the permissions according to your needs. Note that the 'Administrator' permission group cannot be edited as this user group must have access to all features and settings.
To edit the permissions of a permission group, select the button with three dots on the permission group row, select Permission settings. In the permissions dialogue, set the permissions:
Read: User can view the feature.
Write: User can edit the feature.
Create a New Permission Group
To add a new permission group, you can either create a new group or copy an existing group.
To create a new permission group, select the + New Group button.
To copy an existing permission group, select the button with three dots at the end of the group row, and select Duplicate.
Give the permission group a name and select Save. The new group is added to the group list.
Select the button with three dots at the end of the group row, select Permission settings and set the permissions in the permissions dialogue.
Select Save.
Change a User’s Permission Group Locally (Clinic-Level)
If enabled, users with the appropriate permission can change a user’s permission group for their own clinic location from Calendar > Staff > Clinic staff.
This enables role changes, such as covering for an absent colleague or adjusting responsibilities. In organisations where user accounts and default permissions are managed centrally, local managers can grant additional permissions without modifying the user’s default or global permission group.
Only centrally approved permission groups are available for selection. Availability can be configured separately for permanent and locum users. For information about identifying and assigning locums, see Locum Management.
The Clinic staff dashboard shows users who have access to the selected clinic location. Virtual users, Administrators, and users belonging to permission groups that are hidden from the dashboard are not displayed.
Change a permission group from the Clinic Staff dashboard
Go to Calendar > Staff > Clinic Staff.
Click the actions button (three dots) next to the user whose permission group you want to change and select Change permission group.
From the Permission Group dropdown list, select a new permission group. The available options are controlled centrally. See Define which permission groups can be assigned locally for more information.
Select Save changes.
The change applies only to the current clinic location and does not affect other clinic permissions or the user’s default permission group.
Requirements for local permission changes
For a clinic manager to change a user’s permission group locally, the user must be correctly configured.
Go to Settings > Users.
Locate the user and click the pen button at the end of the row to open the Edit user dialogue.
Under Active clinic locations, ensure that:
The relevant clinic location is selected, or
All is selected.
Under Clinic location specific permissions, ensure that a permission group is selected for the clinic location.
Select Save.
The default permission group cannot be changed by a clinic manager. If a user works at multiple clinic locations, a local manager can only change the permission group for their own clinic.
Grant access to the Clinic staff dashboard
To access the Clinic Staff dashboard and manage local permission changes, the appropriate permission must be enabled in the user’s permission group.
Go to Settings > Users > Permission groups.
Click the button with three dots next to the relevant permission group.
Select Permission settings.
Locate the Manage permission groups locally permission.
Set the permission level:
Read – Users can view the Clinic staff dashboard and see the staff list.
Write – Users can view the Clinic staff dashboard and change permission groups locally. Assign Write access only to users who are authorised to modify permission groups.
Select Save.
Define which permission groups can be assigned locally
Only permission groups that are configured as locally available can be assigned by clinic managers.
To configure this:
Go to Settings > Users > Permission groups.
Locate a permission group and click the button with the three dots at the end of the row.
From the dropdown list, select Edit. The Edit permission group dialogue opens.
In the dialogue, under Local settings for Clinic staff and Locum dashboards, select:
Locally available for locum users to allow assignment to locums (if applicable).
Locally available for permanent users to allow clinic managers to assign this group to permanent staff.
(Optional) Select Hide all users from Clinic staff dashboard to prevent users in this permission group from appearing in the Clinic staff list.
Select Save.
Only permission groups marked as locally available appear in the Change permission group dropdown in the Clinic staff dashboard.
SQP status and refill permissions (UK)
This section applies to UK clinics only and is controlled by a feature flag.
When the SQP feature is enabled, creating a medicine refill requires two conditions to be met for non-veterinarian users: the user must have the refill creation permission, and the user must be marked as an SQP (Suitably Qualified Person) on their user profile.
The permission check is applied first. If a user does not have the refill permission, SQP status has no effect.
This two-step validation means that assigning the refill permission alone is not sufficient for non-veterinarian users after 10 June 2026. You must also mark the relevant users as SQP on their user profile. See Use medicine, food, and supply refills for the full refill logic and a list of preparation steps.
Prepare for the SQP change (UK)
Complete the following steps before 10 June 2026:
Go through your item list and classify all medicines. Prioritize the classifications that SQP users are allowed to refill: POM-VPS, NFA-VPS, AVM-GSL, and OTC.
On each relevant non-veterinarian user's profile, enable the SQPs (Suitably Qualified Persons UK) field. See Create and manage user accounts.
Ensure that the relevant users have the Create refills outside consultation (write) permission in their permission group. Modify existing permission groups or create new ones as needed. See Create a new permission group.