How can I request access for a case I don't have access to? – Theator

When you open a case your account isn't allowed to view, Theator shows an access page instead of the case. The page has no Request Access button and doesn't send a request for you. To get access, contact the person the page names, either a surgeon on the case or your system admin, and give them the case reference.

What the Access Page Tells You

The message depends on why the case is closed to you.

"This case is private"

The page reads: Only the surgeons on this case and your organization admins can open it. Ask one of them to add you. An Admin has marked the case private. Contact one of the surgeons on the case or an Admin.

"This case is outside the departments your account covers"

The heading reads This case's access is restricted, followed by Your system admin can grant access. Your account's access doesn't include this case. You'll also see this for a case that belongs to an organization where you don't have an account. Contact your system admin.

"This case belongs to [organization]"

You also have an account in the organization that owns the case, and that account can open it. Click Open in [organization].

"This case isn't available to that account"

You're signed in to one organization and have accounts in others. Click Switch account and choose another organization.

"Please contact your system admin for access"

Theator can't tell you more about why. Contact your system admin.

How to Ask for Access

At the bottom of the access page, find Case reference and click Copy. The button changes to Copied.
Paste the reference in a message to a surgeon on the case or your system admin, and say why you need the case (for example, a quality review or teaching).
After they give you access, open the case again.

To leave the page, click View your cases to see the cases you already have access to.

How Someone Can Give You Access

Private case: Only the surgeons on the case and Admins can open it. If you took part in the surgery but aren't listed, someone who can edit the case information can add you as a participant. An Admin can also make the case visible again with Unmark as private.
Any other case: A colleague who can view the case can share it with you. Your system admin manages which cases your account can see.

If a Public Link Has Expired

If someone outside your organization sent you a public link that has expired, the page reads Oops! and The link has expired.

Enter your Full name and Email.
Click Request access.
You'll see Your Request Was Sent. The request goes to the Theator team, not to the person who sent you the link.

You can also ask the person who sent the link to create a new public link.

What's Next?

How can I share a case with other users? — How a colleague shares a case with you
How can I make a case private? — Who can see a private case, and how an Admin makes it visible again
How can I add a participant that is not shown in the participants list of a case? — Add a missing team member to a case
How can I share a case outside of my organization? — How public links and their expiry work
Theator Permissions Overview — Understand access levels and roles