Users can exist as staff records without login accounts. This is useful for tracking surgeon assignments on cases without requiring them to log in. Add an email and send an invite when they need platform access.
User table
| Column | Description |
|---|---|
| Name | Avatar with initials + full name (“Dr.” prefix for surgeons/anesthesiologists) |
| Role | Surgeon (blue), Anesthesiologist (amber), Nurse (green), Tech (slate), Admin (red) |
| Permission level | Staff, Coordinator, Facility Admin, or Global Admin |
| Account status | Active (green), Pending (amber), or No Account (grey) |
| Actions | Edit, Deactivate, Send/Resend Invite |
Account lifecycle
Roles
| Role | Description |
|---|---|
| Surgeon | Operating surgeon — sees personal metrics and case history |
| Anesthesiologist | Anesthesia provider — assigned to cases via the staff system |
| Nurse | Surgical nurse — assigned to cases |
| Tech | Surgical technician — assigned to cases |
| Admin | Administrative staff — no clinical role |
Permission levels
| Level | Access |
|---|---|
| Staff | View own assignments, limited settings access |
| Coordinator | Operational settings, case management, schedule management |
| Facility Admin | Full facility access — all settings, users, analytics |
| Global Admin | Cross-facility access — all facilities, admin dashboard, global templates |
Invite system
- Send Invite (blue) — shown for users with email but no account
- Resend Invite (amber) — shown for Pending users
- Welcome email toggle — choose whether to send the email immediately on creation
Deactivation
Deactivating a user performs a soft delete — login access is revoked immediately, but historical data (cases, milestones, flags) is preserved. A Reactivate button is available in the deactivated view.Global admin features
Global administrators can view users across all facilities, move users between facilities, and assign the Global Admin permission level.FAQ
What's the difference between roles and permission levels?
What's the difference between roles and permission levels?
Roles describe the person’s clinical function (Surgeon, Nurse, Tech, etc.) and affect how they appear in case assignments and analytics. Permission levels control what they can see and do in the platform (Staff, Coordinator, Facility Admin, Global Admin).
Can a user belong to multiple facilities?
Can a user belong to multiple facilities?
A user account is associated with one primary facility. Global administrators can access multiple facilities. Contact support for multi-facility access setup.
What happens to a deactivated user's data?
What happens to a deactivated user's data?
All historical data (cases, milestones, flags, analytics) is preserved. The user simply loses login access. Reactivation restores full access with all data intact.
Next steps
Notifications
Configure alert preferences for your facility.
Settings overview
Return to the full settings list.