Staff and roles

Add and edit employees, choose the right role, work within seat limits, deactivate leavers and organise people into teams.

AdministratorMedical director / superintendentQuality manager (NABH / NABL)Nursing superintendentHead of departmentLab manager / chief pathologist

Everyone who uses CareList needs their own login. Their role decides what they see and do. This chapter explains how to manage staff from More → Employees and More → Teams.

Who can manage staff

Employees and Teams are in the Manage section, so every role with manager access can open them: Administrator, Medical director, Quality manager, Nursing superintendent, Head of department and Lab manager (plus the older Manager role). Agree within your organisation who actually adds and edits staff. Usually that's the Administrator and, for their own departments, the nursing superintendent and lab manager.

Add an employee

1. Open More → Employees. The top line shows seats in use, for example "23 of 50 users · Pro plan".
2. Tap + Add employee.
3. Basic details
   • **Full name *** and **Email (login) *** (required). The email must be unique across CareList.
   • Employee ID and Phone (optional).
   • Password (leave empty to generate). Leave it empty and CareList creates a secure one.
4. Job
   • Designation and Department (free text, shown on the employee card).
   • Role (decides what this person can see and do). See "Choosing a role" below.
   • Date of joining, Campus / site, Reports to (a manager-access user) and Teams (tick any).
   • Emergency contact (name & phone).
5. Tap Save employee.
6. A box headed Share these login details — the password is shown only once appears. Copy the email and password and give them to the person, who can change the password under My account.

Every new employee is recorded in the Audit log as user created, with the role.

Choosing a role

The Role list only shows roles that fit your company type:

• Hospitals see all 16 assignable roles plus Staff / auditor.
• Diagnostic centres don't see Medical director / superintendent, Nursing superintendent, Doctor / consultant, Staff nurse or Pharmacist.

Roles marked · manager access (for example "Quality manager (NABH / NABL) · manager access") open the whole Manage section: checklists, assigning, approvals, deviations, analytics, employees and settings. Give manager access only to people who should see and change company-wide data.

Tap What can each role do? under the list for a quick summary, or see the Permissions matrix. A few rules of thumb:

Administrators are created by the platform owner

Administrator isn't in the list. You can't create another administrator or promote someone to administrator from Employees. Ask your platform owner, who can add an Administrator from the platform panel (see Platform owner).

Older roles

• Staff / auditor is still offered. It completes assigned checklists only, with no clinical modules.
• Manager (full access) is no longer offered for new staff. Existing Manager accounts keep it, and it stays selectable while you edit them. Consider moving them to a medical role such as Quality manager so their access is explicit.

Edit an employee

1. In Employees, tap Edit on the card.
2. Change any details. To set a new password, type it in New password (leave empty to keep).
3. Tap Save changes.

Two protections apply:

• Administrators keep their role. An Administrator's card shows "Role: Administrator (cannot be changed here)".
• You can't change your own role, so you can't lock yourself out by mistake.

Seat limits

Your plan allows a fixed number of users (the User limit set by the platform owner). When every seat is used, saving a new employee fails with: "Your plan allows n users and all seats are used. Ask the platform administrator to raise the limit."

• Deactivated employees still use a seat.
• Removing an employee frees the seat.

When someone leaves or goes on long leave

On the employee's card:

• Deactivate blocks sign-in straight away ("Your account has been deactivated…") and keeps all their history. Tap Activate to restore access. Use this for leavers so their completed inspections and signatures stay attributed.
• Remove deletes the user account after confirmation. Only do this for accounts created by mistake.

You can't deactivate or remove yourself.

Tip: Before deactivating someone, check Tasks (filter Pending and Overdue) for their open assignments. Reassign them by creating new assignments, then Remove the old ones. Do the same for their open Corrective Actions and Work orders by changing the Assignee.

Teams

Teams group people so you can assign a checklist to all of them in one go (Or a whole team on the assign screen). Each person's My Team Dashboard shows progress for their teams.

1. Open More → Teams.
2. Type a New team name and tap Create.
3. On the team card, pick a person and tap Add. Tap ✕ next to a member to remove them.
4. Tap Delete to remove the team. The people stay; only the grouping goes.

You can also tick teams on the employee form.

Good team examples: "Nursing – Ward 3A", "ICU nurses", "Lab – Biochemistry", "Housekeeping – Night shift", "Internal auditors".

Related

• Administrator setup: where staff fit in your first week.
• Find your role: send this to new staff.
• Help center: Employees and teams, Roles and permissions.