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Staff Configuration

Staff accounts control who can access Ward and what they can do.

Inviting Staff​

Staff are onboarded through an invite system:

  1. Navigate to Management → Staff
  2. Tap Invite Staff
  3. Enter:
    • Full name
    • Email address (used for sign-in)
    • Role
    • Unit assignment
  4. Tap Send Invite

The staff member receives an email with an invite code. On first login, they claim the invite to activate their account and confirm their profile.

Invite States​

StateDescription
PendingInvite sent, not yet claimed
ClaimedStaff member has activated their account
ExpiredInvite was not claimed in time — revoke and re-invite

Roles​

RoleDescription
StaffClinical staff performing observations
Charge NurseShift leadership with dashboard and assignment access
Unit ManagerUnit leadership with analytics and work order approval
DirectorFacility leadership with facility-wide access
AdminSystem administrator with settings access
IT AdminTechnical administrator with full system access
Facilities MaintenanceWork order management only
MFA Required

Charge Nurse and above roles require multi-factor authentication. Users assigned to these roles must enroll in MFA on their next login before accessing the app.

Role Capabilities​

CapabilityStaffCharge NurseUnit ManagerFacilitiesDirectorIT AdminAdmin
Document observations✓✓✓✓✓✓
View patient list✓✓✓✓✓✓
Acknowledge alerts✓✓✓✓✓✓
EOC rounds✓✓✓✓✓✓
Work orders✓✓✓✓
View dashboard✓✓✓✓✓
Manage assignments✓✓✓✓✓
Create/end shifts✓✓✓✓✓
View analytics✓✓✓✓✓
Manage patient census✓✓✓✓
Audit log✓✓✓
Data retention✓✓✓
Manage staff✓✓
EOC settings✓✓
Manage devices✓✓
Manage integrations✓✓
Manage jobs✓✓

Unit Assignments​

Staff can be assigned to one or multiple units:

  • Staff only see patients in their assigned units
  • Charge nurses can manage shifts for their assigned units
  • Cross-unit access requires assignment to each unit

Unlocking Accounts​

Accounts are automatically locked after multiple failed login attempts. Administrators can unlock accounts:

  1. Navigate to Management → Staff
  2. Find the locked staff member (indicated by a lock icon)
  3. Tap Unlock Account

The staff member can immediately attempt to sign in again.

Deactivating Staff​

When a staff member leaves or no longer needs access:

  1. Navigate to Management → Staff
  2. Find the staff member
  3. Tap Deactivate

Deactivated accounts:

  • Cannot sign in
  • Historical observations remain associated with the account
  • Can be reactivated later if needed
note

Deactivating is preferred over deletion to maintain audit trail integrity.