Understanding User Roles and Permissions
The MedCompliance platform uses a role-based access control (RBAC) system to ensure users only see what's relevant to their job and can only perform actions appropriate to their responsibilities.
The Four Core Roles
1. System Admin (Platform Owner)
Who: MedCompliance staff and platform administrators
Access Level: Unrestricted platform-wide access
Permissions:
✅ Manage all organizations✅ Create/delete any user✅ View all data across organizations✅ Configure platform settings✅ Access system health monitoring✅ Manage billing for all organizations✅ Configure SLA policies✅ Create custom workflowsDashboard View:
Total organizationsTotal users across platformSystem uptime and performanceCross-organization analyticsUse Cases:
Onboarding new healthcare facilitiesTroubleshooting user issuesPlatform maintenanceBilling management
2. Organization Admin (Facility Manager)
Who: Hospital administrators, compliance officers, facility managers
Access Level: Full access within their organization only
Permissions:
✅ Manage users in their organization✅ Create/delete technicians and clients✅ Schedule inspections✅ View all organization reports✅ Manage subscription and billing✅ Configure organization settings✅ Create inspection schedules✅ Access multi-facility dashboard (if multiple locations)❌ Cannot access other organizations' dataDashboard View:
Organization users countPending appointmentsRecent inspectionsCompliance statusUse Cases:
Hiring a new service technicianScheduling quarterly inspectionsDownloading compliance reports for Joint CommissionManaging facility subscriptions
3. Technician (Field Service)
Who: NFPA 99 certified technicians, field inspectors
Access Level: Task-focused, limited to assigned work
Permissions:
✅ View assigned inspections✅ Upload inspection reports✅ Update task status (pending → completed)✅ Access client facility information✅ View inspection history for their clients❌ Cannot create users❌ Cannot delete inspections❌ Cannot see unassigned tasksDashboard View:
Assigned tasks countUpcoming inspectionsCompleted this monthQuick upload buttonUse Cases:
Checking daily inspection scheduleUploading completed inspection reportViewing facility equipment historyUpdating task completion status
4. Client (Healthcare Facility)
Who: Hospital staff, facility operators, compliance coordinators
Access Level: View-only for their facility's data
Permissions:
✅ Request new inspections✅ View compliance reports✅ Download certificates✅ Track inspection history✅ Update facility profile❌ Cannot see other facilities' data❌ Cannot upload reports (technicians do this)❌ Cannot manage usersDashboard View:
Next scheduled inspectionTotal inspections completedAvailable reportsCompliance statusUse Cases:
Requesting emergency inspectionDownloading reports for regulatory auditChecking compliance status before Joint Commission visitViewing inspection historyPermission Matrix
|--------|-------------|-----------|------------|--------|
Changing User Roles
As a System Admin:
1. Go to Admin → Users → Manage
2. Click "Edit" on any user
3. Select new role from dropdown
4. Click "Save Changes"
As an Org Admin:
1. Go to Dashboard → Users
2. Find the user to modify
3. Click "Edit"
4. Change role (within your organization only)
5. Save changes
Important Notes:
⚠️ Changing a role is immediate⚠️ User's dashboard will update on next login⚠️ Some features require specific subscription tiersSecurity Best Practices
For Admins:
1. Principle of Least Privilege - Only assign roles users need
2. Regular Audits - Review user list quarterly
3. Remove Inactive Users - Deactivate users who leave
4. Strong Passwords - Enforce 8+ character passwords with complexity
For All Users:
1. Don't Share Accounts - Each person needs their own login
2. Enable 2FA - Use two-factor authentication (Enterprise)
3. Log Out on Shared Computers - Always log out
4. Report Suspicious Activity - Contact support immediately
Audit Logging
All actions are logged for compliance:
User created/deletedRole changesPassword resetsInspection uploadsReport downloadsView Audit Logs:
System Admins: Admin → Audit LogsOrg Admins: Dashboard → Activity LogTroubleshooting
Problem: User can't access a feature
Solution: Check their role and subscription tier. Some features are Enterprise-only.
Problem: User sees data from wrong organization
Solution: Verify organizationId is correctly set. Contact support.
Problem: Can't create users
Solution: Only System Admins and Org Admins can create users.
Questions? Contact support@medcompliance.com or visit our [troubleshooting guide](/knowledge-base/troubleshooting).