HosPortal's permissions are managed in three ways, explained in more detail below:
Site administrators have permission to administer anything across the entire site, including adding and removing other site admistrators.
Permission groups, or standard permission settings, that can be applied to roles or individuals. So you can define a single role, like Registrars, to all get the same types of permissions.
Individual permissions, which can be added to individuals in addition to their permission group. So Dr Smith, who is a Registrar, can be given permission to edit a particular roster in addition to the standard Registrar permission.
You can also search for who has what permission, as described in this article here.
Site administrators
Add and remove site administrators on the Admin page under the Site administrators menu. Every site needs at least one Site administrator.
Only site administrators can give permissions to other people, or edit the permissions page.
Permission groups
While site admins have overall admin access for all parts of the account, you may create one or more permission groups and assign users some additional permissions. On the Admin page under the Permission groups menu you can see the various permission groups that already exist (A1), edit, copy and delete permission groups (A2) and add new ones (A3).
Every site will have a Default permission group, which will automatically be assigned to anyone who does not clearly fit into another category. If you delete someone's permission group without assigning them to a new one they will be automatically re-assigned to the Default permission group.
Adding a new permission group
This short video will show how to create a new permission group.
Editing permission groups
Use the permission group name to clarify what it does (B1), e.g. 'View only' or 'Edit Consultant rosters'.
Apply the permission groups to individuals or roles (B2). For instance you can make this permission group apply to all Consultants, or just to an individual.
Delete the permission group (B3). If you delete a permission group that still applies to individuals or roles, all of those people will be reassigned to the Default permission group.
Setting individual permissions
To delete or add a specific permission, select the appropriate type in B4.
Permissions are generally of two main categories:
View: allows people to view that item, such as shifts and user profiles.
Admin: allows people to add, remove and edit that item.
The types of permission can be of various types. Using 'admin' shift permissions as an example (C):
All shifts: admin all shifts in all roster groups at your site
Shifts of own role: this allows a Registrar, for example, to admin all shifts relevant to Registrars, and a Consultant to admin all shifts that are relevant to Consultants. If someone with this permission changes role, the shifts they can admin will change automatically.
Shifts of selected roles, allows a user to be given admin over a specified role, such as just Consultant shifts, regardless of their own role.
Shifts of selected rosters, such as just the '1st On Call' roster, or 'Cardiac Surgery' roster. You can select more than one roster here.
Shifts of selected roster groups, such as any shifts on a roster group, such as all Call rosters.
Individual permissions
You can manage each individual's permission by either allocating them to a specific roster group (explained above), or giving them one-off permissions that only apply to them.
To give someone a one-off permission, go to the permissions menu under each user's profile (D1). There you can see the permission group they belong to, or change their permission group (D2). You can also give them additional permissions that only apply to them (D3). In this example Dr Jane Collins can admin all shifts of the '1st Call' roster, and can admin all Registrars.
Adding users to a specific permission group
This short video will show you how to assign a regular user (i.e. a non admin) to a permission group.
Searching Permissions
There are times when you want to know who can see and administer different rosters and functions. This can be helpful to audit access to make sure that permissions are appropriate, or to find someone who can do a certain task.
On the Admin page, use the Search permissions menu. You can then search for any type of permission (A1). Your results will be presented in two tabs (A2): those permission groups that allow such an activity, and the individuals that have those permissions.
Note that site administrators do not appear in the search function: site administrators can always see and administer any area of HosPortal. To review your site administrators, use the Site administrators menu on the Admin page.
You can search for permissions by:
whether someone has view vs admin permissions. If a user does not have either of these permissions they cannot access that function or data at all.
permissions over various types of data, such as shifts, documents, leave, users, etc.
permissions of various breadth of scope, such as over a single roster, a roster group or the entire site. Note that anyone who is classified as having permission over a broader domain, such as a site or roster group, will automatically be included when you search for a smaller domain, such as a single roster.
In the example below, the search (B1) is looking for people who have admin permissions over the '1st call' roster. The search is showing one person with this permission, Jane Collins, in addition to the site administrators. To manage her permissions click on her name (B2) and you will be taken to the permissions tab on her personal profile page.
