Share a Monitor Link with Your Technicians

A monitor link is a web address, with a matching QR code, that shows the equipment status of one site's Theator units. Anyone who has the link can open it on a phone or a screen without signing in. Biomed and field technicians use it to check which rooms are online while they install or service units, without needing a Theator account.

Who Is This For?

Admins, Facility Admins and Clinical Engineers who create and manage monitor links
Biomed and field technicians who open a monitor link on a phone or a screen

What People See When They Open the Link

The page is titled Site monitor and has two tabs. It is view-only: nobody can acknowledge, resolve or change anything from it.

Rooms: every room at the site with its status (Offline, No Signal or Ready), how many of its units are online, network quality, and whether automatic recording is on. The cards at the top count Online Rooms, Online Units and Active Signal. Switch between By Room and By Unit, or search by name.
Incidents: the site's open equipment issues, under Active, Triggered and Acknowledged. When there are none, the tab reads "No open equipment issues at Site."

Under the title, the page shows how recent the information is, for example "Updated 12 s ago · Units report at least every 2 min". The page refreshes on its own, so it can stay open on a screen all day.

What a monitor link never shows

A monitor link shows equipment status only. It never shows:

patient, surgeon or procedure names
cases, the schedule, or when a recording started or ended
video or images from the room
whether a room is recording right now
rooms at any other site

Room, unit and site names are shown. That is why Theator asks you to confirm they are operational labels before it creates a link.

Create a Monitor Link

You need the Admin, Facility Admin or Clinical Engineer role, and a computer: the share button is not shown on phones.

In the left sidebar, open Admin tools > Monitoring, or go to https://app.theator.io/system/monitoring.
At the top right, click the share icon (Share monitor URL), next to Reports & Subscriptions.
On the Create tab, under Site, select the site this link will show. The link shows that site's rooms only.
Under Label, describe where the link will be used, for example "OR corridor sticker, North Tower". Only people who manage monitor links see the label.
Read the confirmation that all room, unit, site and venue names are operational labels (no surgeon, patient or department names), and tick it. If any of these names looks like a person's name, Theator does not create the link until the box is ticked.
Click Generate URL.
The Monitor URL panel shows the QR code and the link. Click Copy URL, or save or print the QR code now.
Click Done. The new link appears on the Manage tab.

Important: The link is shown only once. Your browser keeps it until you close the drawer, and Theator cannot show it to you again. If you lose it, create a new link and revoke the old one.

Creating a link does not affect the links you already have; they stay active. You can have several links for the same site, for example one for each sticker.

Put the Link to Use

QR sticker: print the QR code and place it where technicians install or service units. Anyone who scans it can open the page, so keep it in staff-only areas.
Screen in the biomed office: open the link in a browser and leave it open. It refreshes itself.
Message to a technician: paste the link into a message. Anyone the message reaches can open the page, so send it only to people who need it.

Manage and Revoke Links

Open Admin tools > Monitoring and click Share monitor URL.
Open the Manage tab. Each link shows its label, when it was created, the last four characters of its token, and when it was last used.
To stop a link from working, click Revoke, then confirm. Anyone using the link sees "Monitor link is no longer active" within about 30 seconds.

Revoked links stay on the list, marked as revoked, so you keep a record of them. A revoked link cannot be restored; create a new one instead.

Show QR appears only next to links you created since you opened the drawer. Once you close the drawer, the QR code for a link cannot be shown again.

When to revoke a link

Monitor links do not expire on their own. Revoke a link when:

its sticker is removed or replaced
the link, or a photo of its QR code, may have been shared outside your organization
it was created for a test
its Last used date shows that nobody has opened it for a long time

Troubleshooting

The page says "Monitor link is no longer active". The link was revoked, or it was copied incompletely. Ask an Admin, Facility Admin or Clinical Engineer at your organization for a new link.

I can't find the Share monitor URL button. The button is shown only to Admins, Facility Admins and Clinical Engineers, and only on a computer. Open Admin tools > Monitoring in a desktop browser.

"Some room/unit/venue labels look like names." One of the site's room, unit, site or venue names looks like a person's name. Check the names. If they are operational labels, tick the confirmation and click Generate URL again. If a name does include a surgeon, patient or department name, don't create the link; contact your Theator representative to have it renamed first.

I lost the link. Theator cannot show a link again after you close the drawer. Create a new link for the same site, then revoke the old one on the Manage tab if nobody uses it any more.

The status looks out of date. Check "Updated … ago" under the page title. Units report at least every 2 minutes, so a change in a room can take about 2 minutes to appear. If a unit stays Offline, follow the Unit Offline Troubleshooting Guide.

What's Next?

Monitoring Theator Devices and Units — The Rooms Tab — The full Rooms tab for signed-in users
Getting Started with the Incidents Dashboard — Acknowledge and resolve equipment alerts
Who Receives Theator Equipment Alerts — Make sure your technicians get alerts by email and push
Pair a Wall Display — Show each room's day on a TV in a staff area, paired once, instead of a link anyone can open
Daily Monitoring Checklist — A daily routine for biomed technicians and Clinical Engineers