Introduction
An Administrator is a user role in CAREFUL with elevated privileges across the entire organization. Unlike Team Owners who manage individual teams, Administrators can access and manage all teams, users, and organization-wide settings.
Administrator Privileges
Administrators have the following organization-wide capabilities:
- Manage all teams: Access any team's patients and actions, even if not a team member
- User management: Invite new users, promote staff to Administrator, demote Administrators to staff
- Team creation: Create new clinical teams within the organization
- Organization settings: Configure organizational fields and system-wide preferences
- User account control: Disable or re-enable user accounts
- Full audit access: View complete organizational audit logs
How to Become an Administrator
There are two ways to gain Administrator privileges:
- Promotion by an existing Administrator: An Administrator can promote you from staff to Administrator role in the My Organisation → Members tab
- Direct invitation: An Administrator invites you to join the organization with the Administrator role from the start
Both methods require OTP (one-time password) verification for security.
How Administrator Privileges Can Be Revoked
Administrator access can be removed in two ways:
- Demotion to staff: Another Administrator demotes you in the My Organisation → Members tab (requires OTP verification)
- Account disabling: Another Administrator disables your user account entirely
Important: You cannot promote or demote yourself. Administrator role changes always require another Administrator to perform the action.
Administrator vs Team Owner vs Staff
| Capability | Administrator | Team Owner | Staff |
|---|---|---|---|
| Access all teams | ✓ | ✗ (only their own teams) | ✗ (only their own teams) |
| Create new teams | ✓ | ✗ | ✗ |
| Invite users | ✓ | Limited (to their teams) | ✗ |
| Promote to Administrator | ✓ | ✗ | ✗ |
| Manage organization settings | ✓ | ✗ | ✗ |
| Disable user accounts | ✓ | ✗ | ✗ |
| Manage team members | ✓ | ✓ (their team only) | ✗ |
| Manage patients | ✓ | ✓ (their teams) | ✓ (their teams) |
Administrator and Team Membership
Administrators are not required to be members of any specific team, though they can be if needed. When an Administrator is also a Team Owner or Team Member:
- Their teams appear in the left-hand sidebar for quick access
- They can access other teams through the Teams page
- They maintain all Administrator privileges across the organization
Tips
- Security first: Administrator role changes require OTP verification sent to your phone and email. Keep your contact details up to date.
- Cannot self-promote: The system prevents you from changing your own Administrator status, ensuring proper oversight.
- Organizational responsibility: Administrators have access to all patient data across the organization. Use this access responsibly and in accordance with your organization's policies.
- Audit trail: All Administrator actions (promotions, demotions, account changes) are logged in the organization audit trail for compliance.