Users within your organisation can be configured to provide the correct amount of functionally and access to your system.
It is the responsibility of a company admin to onboard new users and provide them with an appropriate role and establish if they will be able to Add & Edit cases, all of which is done via the Users panel in settings.
This article aims to provide more details regarding each role available within the Case system so you can select the one most suitable for each of your team members.
Providing the correct role to a user is essential in defining appropriate access for each team member.
Admin
The role of the admin is simple; They have full visibility, access and control of the entire organisation!
An admin user is the only one who can access the settings menu. This is where all new users are onboarded, hospitals, surgeons, procedures, products, kits and sets are all managed here, along with company specific branding, logos and colours. Settings for scanning and configurations for notifications as well as the Drive are all the job of the admin.
You can have more than one admin per organisation!
The first user for every organisation is an admin. They are responsible for setting up and configuring their instance of Case and having it ready prior to adding new users.
Operations
An Operations Manager has full visibility and editability of the entire organisation outside of the core settings!
An operations Manager user can do everything outside of the settings menu. They can see every functional aspect of the organisation, including all cases, reporting, customers, inventory counts, kits and usage. This role is reserved for power users that need full visibility whilst limiting their organisational settings access.
Assigning Operations roles will help to limit admin users (restrict company settings access).
Logistics
A Logistics Manager is focused on shipping requirements for the entire organisation with full case and kit visibility.
A Logistics Manager can see all active cases (requests & booked cases) across the organisation. They can refer to the dedicated Kits Panel for an overview of the entire shipping requirements for upcoming cases, as well as having Inventory, Drive and Analytics access.
Users with a Logistics role do not have access to Tools or Usage.
Customer Service
A Customer Service Manager is across usage & the dedicated Tools area for the entire organisation with full case and usage visibility.
A Customer Service Manager can see all active cases (requests & booked cases) across the organisation. They can refer to the dedicated Usage Panel for an overview of all usage status (approved or awaiting approval) and its total $ value, sorted by case date, surgeon or hospital for completed cases, as well as having full access and edit functionality for the Customer area to manage surgeon preferences, Hospital contacts, notes and internal company wide tasks.
Users with a Customer Service role do not have access to Inventory, Counts or the Kits Panel, and within an active case are unable to make changes to any Kit & Shipping related status.
Sales Manager
Sales Managers have a simple, stripped back visibility of cases for the entire organisation with limited control over kits & usage.
A Sales Manager can see all active cases (requests & booked cases) and case history across the organisation. They can refer to a case directly but cannot make changes to case usage or kit shipping for any case.
A Sales Manager has a reduced navigation menu with the Inventory, Usage & Kits Panels hidden, but as expected full access to the Tools area.
Users with a Sales Manager role do not have access to Inventory, Usage or Kits Panels, and within an active case are unable to make changes to any kit or usage related status.
Marketing Manager
Marketing Managers just like Sales Managers have a simple, stripped back visibility of cases for the entire organisation with limited control over kits & usage, but with special access to Drive Settings!
A Marketing Manager can see all active cases (requests & booked cases) and case history across the organisation. They can refer to a case directly but cannot make changes to case usage or kit shipping for any case.
However, unlike other Managers they have full settings access to the Drive, allowing them to Upload and edit files for distribution across the entire organisation.
Only Admins and Marketing Managers have access to the Drive Settings to manage company wide distribution of documents, videos and links.
Users with a Marketing Manager role do not have access to Inventory, Usage or Kits Panels, and within an active case are unable to make changes to any kit or usage related status.
Finance Manager
Finance Managers are just like Sales Managers and have a simple, stripped back visibility of cases for the entire organisation with limited control over kits & usage.
This is a new role that will be developed further once more features are made available.
A Finance Manager can see all active cases (requests & booked cases) and case history across the organisation. They can refer to a case directly but cannot make changes to case usage or kit shipping for any case.
Users with a Finance Manager role do not have access to Inventory, Usage or Kits Panels, and within an active case are unable to make changes to any kit or usage related status.
Sales Reps
Sales reps are special. Their visibility is not company wide like a manager, it’s restricted only to the cases for which they are related, with limited control over kits & usage.
Use this role to clearly restrict specific users to their own cases and not all company cases!
A Sales Rep can see all active cases (requests & booked cases) and case history only for the Surgeons with which an admin has assigned to him. This allows each rep to focus only on the data that is relevant to them and streamline their feed. They can refer to a case directly but cannot view the usage or kits panels that are available for company wide managers in that area.
The Sales Rep role is likely to be one of the most popular roles for your team as you focus on assigning reps to manage cases for specific surgeons.
A Sales Rep can also utilise additional delivery addresses when booking cases that are specifically created just for them. This allows them to have more control when booking cases to direct shipments to alternative locations not already connected to the hospital.
Add & Edit Case Functionality
Every individual user aside from Admins, can be configured to allow them the ability to Add New Cases and Edit Existing Cases.
On top of the above role assignment which will handle the main aspects of the users permissions, the admin can choose whether or not each individual user inside their organisation can add new cases and edit existing cases.
A simple toggle switch in the user panel will enable or disable this capability and it can be modified at any point in time for any user.
This further improves the ability to manage what your team can do within the platform on top of the permissions that are automatically applied based on the role selected for the user.
We suggest providing reduced permissions to new users as you can increase them easily at any time.
Don’t forget to save changes before selecting another user otherwise all changes will be lost!