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What each team role can do in Chartnote 3.0. Who this is for: Team Admins and Members · Plans: Team Max, Enterprise · Where: Web (app.chartnote.com) Chartnote 3.0 teams have three roles: Admin, Member and Assistant (new). Every seat carries exactly one role.

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Admin

Manages the team in Team Management. In your team context, click Team in the left sidebar to open it. You can also open the account menu, choose your team in the dropdown, then click Edit team. The Team Management sidebar has:
  • Team’s Dashboard, with Edit, Invite and Add seats buttons
  • Seats, Invitations and Groups
  • Subscription and Usage
  • Settings: team configuration, contact information, MFA enforcement and the Note Retention Policy
Admins also manage the team’s AI credits and Copilot tokens, and can see the team’s Log history. An Admin holds a paid seat, so plan your seat count if you’re giving admin access to staff who won’t write notes.

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Member

A clinician seat. Members create and manage their own notes, templates, snippets and preferences. They don’t see Billing & Plans, AI Credits or Copilot Tokens, and Team Settings shows Notes Sharing only. Members can turn on “Only my notes.”

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Assistant (new)

Assistants have their own simple app: Worklist, Patients and Settings. They record intake and hand it off to a clinician, and they can push handed-back notes to the EHR and mark them done. Assistants can’t create clinical notes, see the Highlight, or use credits.
  • Each paid seat (Member or Admin) includes one assistant seat at no extra cost.
  • Assistants can switch to their Personal context and can belong to more than one team.
  • Personal accounts can’t have assistants.

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What nobody on the team can do

  • Admins can’t see other people’s notes unless the notes are shared with them.
  • No role can view another member’s last login or activity timestamps in the app.
  • No customer role can change platform configuration.

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Groups

Groups organize the team, for example by clinic or department, and are used for sharing. They don’t grant extra permissions.

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Change someone’s role

In Team Management, click Seats, then use Update role to switch between Member and Admin. To make a Member an Assistant, remove their seat, then invite them as an assistant.

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Log history

Admins can see seat, role and group changes in the team’s Log history.

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Information available on request

Chartnote Support can provide per-user last login and activity timestamps and audit log extracts. Contact Chartnote Support at help@chartnote.com, through the in-app support chat, or by submitting a ticket with the period and the users concerned. Last reviewed: October 2026 · Applies to Chartnote 3.0