Administrator

Daily guide for the company administrator: full access to every module, settings, staff and reports.

Administrator

Who this is for

The Administrator runs CareList for one hospital or diagnostic centre. This is often the hospital administrator, quality head or IT lead. You have every capability, can open every screen and are the main contact for the platform owner. For first-time setup, follow Administrator setup first.

What you see

• Bottom tabs: Home, Tasks, Scan, then Patients (hospital) or Diagnostics (diagnostic centre), then More.
• More sheet:
  • Clinical: Patients (hospital only), Diagnostics.
  • Work: My Team Dashboard, Corrective Actions, My History, Overall Histories.
  • Biomedical & facility: Equipment, Work orders, Maintenance schedules, Consumables & spares.
  • Manage: Checklists, QR codes, Template library, Approvals, Deviations, Override Histories, DPR Reports, Analytics, Automation, Campus & Locations, Teams, Employees, Export data, Audit log, Settings.
• Home shows company-wide figures plus Recently completed and Activity, with badges for pending approvals, open deviations, overdue actions and repairs, equipment down and low stock.

Your day

Start of day

1. Read the 07:00 compliance email, if you're a recipient.
2. Open Home and check the badges on Approvals, Deviations, Actions, Repairs, Equipment and Spares.
3. Tap the Overdue tile to see tasks nobody has done yet.

During the day

4. Clear Approvals.
5. Deal with staff changes: new joiners, leavers, role changes.
6. Answer "I can't see…" questions. Nine times out of ten the answer is the person's role. See Troubleshooting by role.

End of day / week

7. Check DPR Reports for today.
8. Weekly: review Analytics, the Audit log and seat usage on Employees.

Step by step

Add a new joiner

1. More → Employees → + Add employee.
2. Enter Full name, Email (login) and the Role, plus department, teams and Reports to.
3. Tap Save employee and share the one-time login details.

Full rules: Staff and roles.

Handle a leaver

1. In Tasks, check the leaver's open tasks and reassign them.
2. More → Employees, find the person and tap Deactivate. Their history stays and the seat stays in use. Tap Remove only for accounts created by mistake.

Change company settings

1. More → Settings.
2. Update branding, Report footer, Labor rate (per hour), Require approval at cost ≥, Always require approval for critical work orders, or Email reports.
3. Tap Save settings. Use Email the report now to test the email.

Approve or send back

1. More → Approvals.
2. For an inspection, open the title to read it, then tap Approve or type a note and tap Send back.
3. For a work order, check the cost and work done, then tap Approve & close or Send back with a note.

See Approvals.

Override a task that won't be done

1. Tasks, find the task, tap Override…, enter a Reason and tap OK.
2. It now appears in More → Override Histories.

Answer a patient-privacy question

1. More → Audit log.
2. Filter by Patient (or Diagnostic). Each viewed entry shows who opened which record and when.

Delete a record entered by mistake

As an administrator you can delete checklists, tasks, corrective actions, equipment, work orders, patient records (Delete patient record) and diagnostic orders. Deleting is permanent. For test orders, Cancel is usually better because it keeps the trail.

Get help from the platform owner

Ask the platform owner to add another Administrator, raise the seat limit, extend the subscription or change the company type. They can also Open as admin to see your screens while helping you.

What you can't do

Try it

Sign in with the demo accounts (password password):

• Hospital: admin@hospital.test
• Diagnostic centre: admin@diagnostics.test

Things to try: open Approvals and Deviations, open a patient and then find your viewed entry in the Audit log, and tap Email the report now in Settings.