Managing Your Organization

Who is this for? Available to Admins and Facility Admins.

Overview

Admins manage your organization on Theator from the User Management page: users, departments, sites, access requests, and organization-wide settings. To open it, expand Admin tools in the left sidebar and select User Management. The page's breadcrumb reads Organization › User Management.

Older links to https://app.theator.io/organization and https://app.theator.io/management still open this page.

The page has five tabs:

• Users -- Add, invite, edit, and archive the people in your organization.
• Departments -- Create departments and choose who belongs to them.
• Sites -- Review and edit your organization's sites.
• Access Requests -- Review pending access requests and approve or reject them.
• Settings -- Organization-wide settings. See Organization Settings below.

Managing Users

Adding and Inviting New Users

1. On the Users tab, click New user.
2. Enter the user's Name and Primary email. Choose a Department if the user should belong to one.
3. Under Role, select the user's role (see Admin Roles below). For a Facility admin, also select the Site they manage.
4. Select Send invite email to email the user instructions for setting up their account.
5. Click Create user.

To add many users at once, click Import users on the Users tab.

If a user didn't receive their invitation, open the user, click the More actions menu (⋯) at the bottom of the panel, and select Resend invite.

Changing User Roles

1. On the Users tab, find the user. You can search by name or email, or filter the list by role.
2. Click the user to open their details panel.
3. Under Role, select the new role.
4. Click Save changes.

Archiving (Deactivating) Users

1. On the Users tab, click the user to open their details panel.
2. Click the More actions menu (⋯) and select Archive user.

An archived user can no longer sign in to Theator. Their data and case history are kept. Archived users are hidden from the default Active list -- switch the list to All to find them. To restore access, open the user and select Activate user from the same menu.

Managing Departments

Departments group the users in your organization. To manage them, open the Departments tab on the User Management page.

Belonging to a department does not by itself let members see each other's cases. That depends on the department's Watch cases permission. Set it to All department cases (or a broader option) so members can see and collaborate on each other's cases. The No access and Own cases only options do not show colleagues' cases. To change it, open an existing department and use its Permissions section.

• Create a department -- Click New department, enter a Name, and click Create department.
• Add members -- Expand the department's row and click Add users. You can also set a user's Department from their details panel on the Users tab.
• Rename a department -- Click the edit icon on the department's row, change the Name, and click Save changes.
• Archive a department -- Open the department, click the More actions menu (⋯), and select Archive department. Departments are archived rather than deleted. Archiving removes all members from the department -- they stay active users but no longer belong to it -- and ends the department's record and retention policy. Select Activate department to bring the department back. This only clears the archived state: the department returns with no members and no department policy, so add its members again with Add users and set its recording and retention policy again if you need one.

Departments are used throughout the platform for filtering cases, organizing analytics, and managing access permissions.

Admin Roles

Theator provides several administrative roles, each with different levels of access:

• Admin (also called Account Admin) -- Full control over your account's settings, users, departments, and configuration. Can access all administrative features.
• Facility Admin -- Manages users and settings at the facility level. Can view and manage all rooms and cases within the facility.
• Clinical Engineer -- Focused on technical administration, including system monitoring, unit management, and infrastructure configuration.

Organization Settings

The Settings tab holds organization-wide settings and is available to Admins and Facility Admins. Make your changes, then click Save changes at the bottom of the tab.

• General -- Your organization's Display name, its Timezone (shown for reference), and the Medical coding type (CPT, ICD-10-PCS, or Other).
• Single Sign-On (SSO) -- SSO setup for your organization. See Setting Up Single Sign-On (SSO).
• Recording settings -- The organization-wide record and retention policy, and Who can edit record & retention policy: Admins only or All users.
• Features -- Set Live viewing, Department Analytics, and Room Analytics to Off, Admin only, or Available.
• Epic -- Shown only if your organization is integrated with Epic. Controls Which cases an Epic launch can view.
• Email notifications -- Turn organization email notifications on or off.

To change EHR or other system integrations, contact your Theator representative.

What's Next?

• Theator Permissions Overview — Understand roles and access levels
• Setting Up Single Sign-On (SSO) — Configure SSO for your organization
• How can I share cases automatically with my department? — Use departments to share cases with a group
• Department Analytics Overview — What the Department Analytics feature shows
• Room Analytics Dashboard — What the Room Analytics feature shows