Set up roles and guest team members

Roles are the parts people play on an audited visit. Guest team members let you audit work by people who don't have a houndkit login. Clinic admins set both up in Clinic Settings → QA.

Roles

Every error on a case lands on a person through their role, so set roles up before you build questions. Most clinics start with DVM, Tech and CSR.

1. Open People → Roles.
2. Type a name in New role name… and click Add role.
3. Click the role to open it and set its Name, Short label, Role color and Text color.
4. Click Save.

The short label is used in tight spots like table cells and pills. The role color tints everything on a case that belongs to someone in this role: their feedback panel, their chips, their to-dos.

Drag roles to set the order they appear on a case.

Who can hold a role

Under Who can hold this role, tick the people who usually fill it, then click Save list. The auditor's picker for that role then shows only those names. Pick nobody and the whole team shows.

An auditor can still type any name on a case, so someone covering a shift can always be seated.

More than one person per role

A role can hold several people on the same case. That's how a training shift or a mid-case handoff gets recorded. Each person gets their own feedback panel.

Billing errors

Inside a role, tick Billing errors default to this role to make new billing errors land on whoever holds it. The role then shows a default fault tag.

Archiving a role

Open the role and click Archive role, then confirm. Archiving keeps the role on past cases but stops it appearing on new ones.

Guest team members

Use guests for relief vets, contractors and externs. They don't need a houndkit account.

1. Open People → Guests.
2. Type a name in the Name box (for example, Dr. Jane Smith).
3. Optionally pick a role from Role (optional). A guest with a role is only offered for that role; a guest with no role is offered for any role.
4. Click Add.

Guests can then be:

• Seated on a case from the team picker (they're listed under Guests).
• Matched to a staff name when you import a Digitail report.
• Seated across many cases at once with Assign staff in the queue.

Auditors see each guest's body of work from the guest chip under Team dashboards on the QA dashboard. Guests have no My QA of their own.

Click the × on a guest's chip to take them off the list for new cases.