Introduction

As an Administrator in CAREFUL, you have elevated privileges that allow you to manage your entire organization, including creating teams, inviting users, and configuring organization-wide settings. This guide will help you understand your role and key capabilities.

Before You Start

Required Permission: You must have the Administrator role. You become an administrator in one of two ways:

An existing administrator promotes you within the My Organisation members tab
An administrator invites you directly to join the organization as an administrator

Note: Administrators are not required to be members of any team, though you can also be a Team Member or Team Owner if needed.

Understanding Your Admin Access

What You Can Do

As an Administrator, you can:

View and manage all organization data: Access patients, actions, and members across all teams (not just teams you belong to)
Manage users: Invite new users, promote staff to administrators, disable accounts, and edit user details
Create and configure teams: Set up new clinical teams for your organization
Customize patient fields: Add and organize custom fields that appear on patient records
Configure patient statuses: Define the status options available when marking patient states
Access organization-wide reporting: View aggregated data across all teams

When logged in as an administrator, you'll see:

My Organization in the sidebar (desktop) or bottom navigation (mobile) - your main admin hub
Access to organization-wide patient and action views
The ability to access any team's data from the Teams page, even if you're not a member

Key Administrative Tasks

Accessing Your Organization Dashboard

From the sidebar, click My Organization (desktop) or tap the organization icon in the bottom navigation (mobile)
You'll see tabs for Patients, Actions, Members, and Log

Managing Organization Members

Navigate to My Organization and select the Members tab
Click the Invite user button in the dropdown menu to add new users
For existing members, click the actions dropdown (⋮) next to any member to:
- Edit user details
- Promote to Organization Admin or demote from admin
- Disable or enable user accounts
- Change email or phone number
- Resend or cancel pending invitations

Tip: Use the "Show Disabled Users" checkbox to toggle visibility of deactivated accounts.

Inviting a New User

From the Members tab, open the organization dropdown and select Invite user
In the dialog, fill in:
- First Name and Last Name (required)
- Cell / Mobile Number (required)
- Email (optional but recommended)
- Job Title and Speciality (optional)
- User role: Select Staff, Admin, or Team Owner
- Team (optional): Assign them to a team immediately
Check Invite another after save if you're adding multiple users
Click Submit

The user will receive an invitation via SMS and/or email.

Customizing Organization Settings

From My Organization, click the organization dropdown menu
Select from these options:
- Update Organization Name: Change your organization's display name
- Edit Organization Status: Define custom patient status options (e.g., "Pending Discharge", "Critical")
- Edit Organization Patient Fields: Add custom fields to patient records (e.g., "Ward", "Consultant")

Viewing Organization-Wide Data

Patients tab: See all patients across all teams, search by name, and filter by status
Actions tab: View all outstanding actions across your organization, with overdue items highlighted
Log tab: Access the audit trail showing all activities within your organization

Tips

Promote Team Owners: Assign Team Owner role to staff who should manage specific teams without full admin access
Use custom fields wisely: Only add fields that most teams will use regularly to avoid cluttering patient records
Regular member reviews: Periodically check the Members tab and disable accounts for staff who have left
Audit log for compliance: Use the Log tab to review activities for quality assurance or incident investigation

Administrator Quick Start Guide