For Training

Who needs to know this

Anyone who sets up permission groups for a clinic (usually the owner or an admin), and anyone whose role touches expenses or salary adjustments.

Teaching the permission-group setup (5 minutes)

1. Open Settings → Permission Groups.
2. Open the group you want to adjust (or create a new one — for example, an

"Accountant ++" style group that should be trusted with dates).

1. Go to the Settings tab.
2. Find the Expenses and/or Salary Hub row.
3. If Add New isn't already checked for that row, check it first — the

Change Creation Date checkbox stays disabled until it is.

1. Check Change Creation Date.
2. Click Save.

Walk through both the "granted" and "not granted" states so trainees recognize what each looks like from a staff member's point of view — this avoids "is this broken?" tickets later. See Walkthrough for screenshots of both states.

Teaching the day-to-day behavior (for staff who use expenses/salary hub)

Key point to land: the date field never disappears. If it's greyed out with a message when you hover or look under it, that means your role isn't allowed to change it — not that something's wrong with the form. Two rules to memorize:

• Adding a new record without the permission → it's dated today,

automatically. You don't need to do anything.

• Editing an existing record without the permission → the date **stays

what it already was**. You can still change everything else about the record (amount, type, user, description).

Suggested exercise

Have two trainees log in as different roles (one with the permission, one without) and:

1. Both try to create a new expense with a back-dated date.
2. Compare what actually gets saved (check the expense's date after

creation).

1. Both try to edit an existing expense's date.
2. Compare results again.

This makes the "silently defaults to today" and "silently keeps its existing date" behaviors concrete rather than abstract.