How do I configure user roles and permissions for my organisation?

User Roles and Permissions Configuration

Properly configuring user roles and permissions ensures staff have access to the information they need whilst maintaining data security and GDPR compliance.

Understanding User Roles

Care Pathway Pro includes four primary user roles:

• Organisation Admin: Full system access including user management, organisation settings, and all service user records. Typically assigned to registered managers and senior administrators.
• Organisation Manager: Access to staff management, rotas, reports, and all service user records within assigned locations. Cannot modify organisation settings or create new users.
• Organisation Employee: Access to assigned service user records, daily care documentation, and eMar. Cannot access reports, staff management, or organisation settings.
• Organisation DSL: Special role for Designated Safeguarding Leads with access to all safeguarding alerts, service user records for safeguarding purposes, and safeguarding reports.

Setting Up New Users

Creating User Accounts

1. Go to Settings → User Management
2. Click “+ Add New User”
3. Complete the user information form (full name, email address, job title, user role, assigned locations/homes)
4. Click “Create User”
5. The system generates a temporary password
6. Send the user their login credentials via secure email

Managing Service User Assignments

For Organisation Employees, you must specifically assign which service users they can access. Go to User Management → Select the employee → Click “Assigned Service Users” → Select service users from the list or use “Assign by Location” → Click “Save Assignments”. The employee can now only access those specific records.

Modifying User Permissions

To change a user’s role or permissions, go to User Management → Select the user → Click “Edit User” → Modify role, assigned locations, or service user assignments → Click “Update User”. Changes take effect immediately.

Deactivating Users

When staff leave your organisation: Go to User Management → Select the user → Click “Deactivate Account”. The user can no longer log in. Their historical records remain in the system for audit purposes. You can reactivate accounts if needed.

Security Best Practices

• Review user permissions quarterly to ensure they’re still appropriate
• Deactivate accounts immediately when staff leave
• Use the principle of least privilege (give minimum access needed)
• Enable multi-factor authentication for admin accounts
• Require strong passwords (8+ characters, mixed case, numbers)
• Audit user activity logs regularly
• Never share login credentials between users