Summary
Cloud 9 Software is slowly updating how employee permissions work by adding more Granular permissions. Adding the granular permissions allows practices greater control over which employees can access specific areas of the software. It also allows users to do things like, add new insurance entities during patient workflows without granting full edit access. This reduces the risk of unintended changes to centralized data while maintaining workflow efficiency. This article reviews the changes from each release, and discusses how users will be affected by these changes as we slowly roll out more granular permissions.
Change in Edit > Setup Permissions
With the March 2026 release, Cloud 9 has updated how employee permissions work. Previously, many items under Edit > Setup were controlled by a single permission: “Edit Library Items.” The update introduces more granular permissions, giving practices greater control over which employees can access specific areas of the Edit > Setup menu. The next section explains these changes.
Existing employees and employee types that previously had “Edit Library Items” enabled will automatically have the new related permissions enabled.
The permissions added are:
-Edit Codes.
-Edit Treatment Card Layout.
-Edit Transaction Types.
For new employees or employee types, these three permissions will be unselected by default and should be enabled only if needed. Because current employees with “Edit Library Items” will have all three pre-selected, please review and remove them for any staff who should not have access.
The "Edit Codes" permission allows users to see and edit Edit > Setup > Codes within Cloud 9.
The “Edit Treatment Card Layout” permission allows users to view and edit Edit > Setup > Treatment Cards, enabling them to change the treatment card layout. Restricting this permission ensures only authorized employees can access or modify this section, improving security and administrative control.
The “Edit Transaction Types” permission allows users to view and edit Edit > Setup > Transaction Types, enabling them to add new transaction types or modify existing ones.
Cloud 9 is introducing these updates to refine employee permissions, helping practices grant role-appropriate access while keeping sensitive areas limited to those who need them. We recommend administrators review employee and employee type permission settings to confirm the new permissions are configured appropriately for each role.
Updated Add-Only Permissions for Insurance and Fee Schedules
With the April 2026 release, Cloud9 now provides more granular control over user permissions for insurance-related and fee schedule functions. This release adds and enforces new permissions: Add Employers, Add Billing Centers, Add Insurance Companies, and Edit Fee Schedules. This means users will be able to add these if necessary, but not be able to edit all of the Insurance Companies or Billing Centers, or edit the Fee Schedule if they do not need access to this feature.
-Add Employers Permission: Users with this permission can add new employers in the edit patient workflow. Users without this permission (or the Edit Insurance permission) will not see the Add button for employers.
-Add Billing Centers Permission: Users with this permission can add new billing centers in the edit patient workflow. Users without this permission (or the Edit Insurance permission) will not see the Add button for billing centers.
-Add Insurance Companies Permission: Users with this permission can add new insurance companies in the edit patient workflow. Users without this permission (or the Edit Insurance permission) will not see the Add button for insurance companies.
-Edit Fee Schedules Permission: Users with this permission have access to Fee Schedules and Fee Schedule Types menu items in Setup, and can select fee schedules via the lookup (magnifying glass) throughout the system. Users without this permission see the fee schedule lookup as read-only.
Permission Default Logic: For existing employees and employee types: Add Employers, Add Billing Centers, Add Insurance Companies: Default to disabled.
Edit Fee Schedules: Default to enabled.
Action Required: Administrators should review the new permission defaults and adjust as needed. The new Add permissions default to disabled, so users who need these capabilities will need to have them explicitly enabled by the practice.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.