What You'll Learn
- The different roles within a DeepCura workspace
- What admin privileges include
- The distinction between free team members and billing seats
- How to manage permissions at the department level
Understanding Roles
DeepCura uses a role-based access system to control what each team member can do. There are two primary role levels:
- Admin — Full control over the workspace, including creating and managing departments, inviting and removing members, managing billing seats, and configuring all workspace settings.
- Team Member — Standard access to platform features they have been granted. Team members cannot manage departments or invite new members unless explicitly permitted through department-level permissions.
Admin Privileges in Detail
When you are an admin, you have access to the following capabilities that standard team members do not:
- Departments tab — Create, edit, and delete departments, assign members, and set department-level permissions.
- Organizational hierarchy view — See the visual tree of your entire team structure.
- Member management — Invite new members, approve or decline pending requests, and remove existing members.
- Billing Seats tab — Manage which members occupy paid seats versus free collaborator slots.
- Permission editing — Change the permission level of any team member.
Free Team Members vs. Billing Seats
This is one of the most important distinctions in DeepCura's pricing model:
- Free team members get read and edit access to the workspace at no cost. They can view notes, edit documentation, and collaborate with the team. They do not consume a billing seat.
- Billing seats are required for providers who actively use AI-powered features such as the AI Scribe, AI Receptionist, or other credit-consuming tools. Each billing seat comes with a credit allocation included in your subscription.
The Billing Seats tab on the Team Members page is where you manage this allocation. From this tab, you see which seats are occupied, assign or unassign providers to paid seats, and understand your current billing commitment.
When Do You Need a Billing Seat?
| Activity | Billing Seat Required? |
|---|---|
| Viewing and editing notes | No |
| Collaborating on documentation | No |
| Using team chat and messaging | No |
| Generating AI notes (AI Scribe) | Yes |
| Using AI Receptionist | Yes |
| Sending faxes or SMS | Yes |
Department-Level Permissions
Beyond the workspace-wide admin/member distinction, DeepCura supports granular permissions within departments. When an admin assigns a team member to a department, they can set specific permissions for that member within that department context. This allows nuanced access controls — for example, giving a medical assistant full access within the cardiology department but read-only access in the surgery department.
Department managers — designated when creating or editing a department — have additional control within their department, even if they are not workspace-level admins.
Buying and Transferring Seats
As an admin, you can purchase additional provider seats and assign them to team members directly from the Settings > Billing Seats page.
How to Add a New Seat
- Go to Settings in the sidebar, then click Profile Settings > Billing
- Scroll to the Provider Seats section — you will see your current seat count and active members
- Click the + Add Seat button to purchase an additional seat
- Each provider seat costs $129/mo and includes 1,000 AI credits, auto-renewed monthly
Transferring a Seat
If a team member leaves or you need to reassign a seat to a different provider:
- Go to Settings > Billing Seats
- Remove the current occupant from the seat
- The seat becomes available immediately — no additional charge
- Invite or assign the new team member to the open seat
Seats can be added or removed at any time. When you remove a seat, billing stops at the end of the current cycle. One admin manages billing for the entire practice — individual providers do not need to handle their own subscriptions.
Volume Discounts for Multi-Seat Teams
When you add multiple billing seats, DeepCura applies automatic volume discounts. The more providers on your team who need AI features, the lower the per-seat cost. Review the current discount tiers in Settings > Billing or refer to Lesson 0.6 — Plans, Pricing & Credits for the full pricing table.
Next: Lesson 5.3 — Team Chat
Next Steps
Continue to Lesson 5.3 — Team Chat