Roles at a glance
Which parts of the suite each standard role can use. Your own access may differ if an administrator has added or removed single permissions for you.
Full means every action in that area, View means read-only, Some means some actions but not all (open the area's name to see which). A dash means the area does not appear in that person's menu at all.
Who can use which area
| Area | Employee | HOD | CMD / Exec | HR | Accounts | Procurement | Records | Assets | Auditor | Clinical | ICT Admin |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Dashboard | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full |
| Events | View | Some | Some | Some | View | View | View | View | View | View | View |
| Meetings | View | View | View | View | View | View | View | View | View | View | View |
| Projects | – | Some | Some | Some | View | – | – | – | View | – | – |
| Users | – | View | View | Some | – | – | – | – | View | – | Some |
| User Groups | – | View | View | Some | – | – | – | View | View | – | View |
| Requests | Some | Some | Some | Some | Some | Some | Some | Some | View | Some | Some |
| Payments | – | – | Some | – | Some | Some | – | – | View | – | – |
| Invoices | – | – | Some | – | Some | View | – | – | Some | – | – |
| Customers | – | – | View | – | Some | Some | – | – | View | – | – |
| Expenses | – | – | View | – | Some | Some | – | – | View | – | – |
| Accounts | – | – | View | – | Some | – | – | – | View | – | – |
| Payroll | – | – | View | View | Some | – | – | – | View | – | – |
| Audit Logs | – | – | View | View | – | – | – | – | Full | – | View |
| Approvals | View | Some | Some | Some | View | View | View | View | View | View | View |
| System settings | – | – | View | – | – | – | – | – | – | – | Full |
| Memos | Some | Some | Full | Some | Some | Some | Some | Some | View | Some | Some |
| Memo templates | – | – | View | – | – | – | – | – | View | – | – |
| Registry | – | – | – | – | – | – | View | – | View | – | Some |
| Documents | View | Some | Some | Some | Some | Some | Some | Some | View | Some | View |
| Fixed Assets | – | View | View | View | – | Some | – | Some | View | View | Some |
| Role & Permissions | – | – | View | View | – | – | – | – | View | – | Full |
| Mails | Some | Some | Some | Some | Some | Some | Full | Some | View | Some | Some |
| Mail Control | – | – | View | – | – | – | View | – | View | – | Full |
| AI Assistant | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full |
System Administrators have Full access everywhere.
The standard roles
These are the templates administrators apply to staff. The second group is applied automatically to the people who sit in, or head, particular offices.
| Role | Who it is for |
|---|---|
| System Administrator | Full access to every module. Applied to users whose role is administrator. |
| Chief Medical Director / Executive | CMD, CMAC and directors: approves across departments, sees finance and audit views. |
| Head of Department / Unit | Approves requests and leave for the department, publishes memos and events. |
| Human Resources Officer | Manages staff records, user accounts, groups, leave and performance. |
| Finance & Accounts Officer | Payments, invoices, expenses, accounts and payroll processing. |
| Employee | Baseline access for every member of staff: dashboard, memos, events, documents, own requests and mail. |
| Procurement & Stores Officer | Requisitions, purchase requests, vendors, asset registration and supporting documents. |
| Registry & Records Officer | Registers correspondence, manages the document archive and dispatches mail. |
| Fixed Asset Manager | Maintains the fixed asset register, locations and verification exercises. |
| Internal Auditor (read-only) | Read-only visibility across every module for audit and compliance reviews. |
| ICT Administrator | System settings, mail control, roles, user support and audit logs. |
| Clinical Staff | Doctors, nurses and allied health: employee access plus assets, documents and timesheets. |
| Chairman, Medical Advisory Committee | CMAC office: approves clinical requests at L-2 and circulars to the clinical services; no payment approval. |
| Director of Administration | DA office: approves administrative requests at L-2 (final where the DA signs), circulars, and sees staff and units. |
| Director of Finance & Accounts | DFA (021): treats finance requests, manages voucher types, approves and processes payments. |
| Finance Officer (Units 022–029) | Finance unit staff: raise and process vouchers, and decide finance request steps routed to their unit. |
| Checking Officer (023) | Checking unit: recommends finance requests at the Checking desk and sees the vouchers they check. |
| Billing Officer (026) | Billing & Refunds: prepares final bills and refunds and decides refund steps. |
| Head of Audit | Audit HOD: the single link between audit staff and the CMD; read access to finance for pre- and post-audit. |
| Audit Officer | Audit staff: review steps routed to the Audit desk (first to act decides) and see the vouchers they audit. |
| Registry Officer | Secret, Open and Senate registries and the CMD Secretary: hold the files of the request templates that name their unit. |
Roles that come with an office
When someone becomes head of, or joins, one of these units, the suite gives them the matching role. Move them out of the unit and an administrator re-applies the right role. See Departments, units & heads.
| Unit code | Who | Role applied |
|---|---|---|
EXEC | Head of the unit | Chief Medical Director / Executive |
CMAC | Head of the unit | Chairman, Medical Advisory Committee |
ADMIN | Head of the unit | Director of Administration |
FIN | Head of the unit | Director of Finance & Accounts |
FIN and its sub-units | Members | Finance Officer (Units 022–029) |
FIN-021 | Head of the unit | Director of Finance & Accounts |
FIN-023 | Members | Checking Officer (023) |
FIN-026 | Members | Billing Officer (026) |
AUDIT | Head of the unit | Head of Audit |
AUDIT | Members | Audit Officer |
REC and its sub-units | Members | Registry Officer |
CMD-SEC | Members | Registry Officer |