Roles & Responsibilities

Within WeGuide, you can access the Admin Portal and access a specific Program. Here, we will explain each of these levels of Access and the Roles within them.

TABLE OF CONTENTS

• Admin Portal Roles and Responsibilities 
• Program-based access rights: Roles and Rights
• How to create a new role within your program and add a user.
  • Step 1: Click on User Management action
  • Step 2: Click on Program roles
  • Step 3: Add new roles
  • Step 4: Assign roles

Admin Portal Roles and Responsibilities 

There are two types of users in the Admin Portal

• Administrators
• Clinicians

ADMINISTRATORS

An Admin is a superuser who manages the Admin portal workspace for the participants and clinicians/ Researchers.

Following are the roles/access rights of the Admin.

• As an Admin, you can add and manage Users and make them administrator or clinician. An Admin can add other administrators and clinicians. They can also edit existing Users.
  
  

• What can an Administrator do?
  • Accessing and setting up the organization settings. Refer to this link for more details.
  • Viewing the Audit Trail (The audit trail enables you to review changes to program settings and program data. You can filter the Audit trail on various events such as, but not limited to things such as who changed the program, who completed a form at what time, and who accessed a certain page.
  • Access to all the programs within your organization. You are able to access all settings and all pages. 
  • The above functions are not available to a clinician. Only administrators are able to do the above. 
  • An administrator can access everything that a clinician can do.

CLINICIANS

Clinicians are researchers/doctors/clinicians who can be added to a program. The access that they have in the platform is based on the role (and its associated rights) that they have within their program(s). Certain functionalities are available irrespective of being part of a program:

• Update their profile.
• Create a new program.

Program-based access rights: Roles and Rights

Within each program, you can set up different roles. Each role has their own rights within the program. By default, one role is added to the program, which is called Program Owner. The program owner has all the rights in the program and is able to create additional roles. After the roles are setup, the Program Owner can add clinicians to the program and assign them a certain role. Their access within the program is then based on the role that they've been assigned to. 

Program Owner-Specific Rights

As discussed before, the Program Owner will have all Access rights by default. Next to that, the Program Owner has the following two rights, which are only available for users that have been assigned to the Program Owner role 

• Role Management: the ability to add new User types and set Access levels.
• User management: the ability to add new Users to the Program by assigning them roles within the Program.

Program Rights

Within a program, there are different rights that can be added to a role. A role can have multiple rights and the same right can be added to multiple roles. Underneath, we will explain all the different rights that are available within a program. 

• Role Management: the ability to edit roles and change roles from a user within the Program. Only available to the Program Owner role.
• User management: the ability to clinicians to this Program and assign them a role. Only available to the Program Owner role.
• Related forms: the ability to create and add forms to the program. If you have "Related forms" rights, you can create new forms (via the forms tab in the left-side menu) and you are able to add them to your program. Next to creating forms, you will be able to see all forms that are linked to your program and the forms that are shared within your organization. 
• Related messages: similar to forms but then for the engagement type "Messages".
• View program: the ability to view the participants and record dashboard pages for the program. 
• Edit Program: the ability to change the program. When this right is given to a user, they can for example add engagements to a program or change the program information. 
• Export data: Ability to export the Program data via the Records Dashboard
• Add Record / Participant: Ability to add Records and Participants to this Program.
• View Record / Participant: View individual records and their associated participants that are part of this Program. Participants who belong to other programs that the clinician doesn't have access to are not visible for them.
• Edit Participants: the ability to edit participants, such as their e-mail and/or mobile. The user is only able to edit the participants that are part of the program the user has "Edit Participants" rights to.
• Edit Record: the ability to edit the record details of a record that is associated with the program. You can edit record attributes or change the associated participants.
• Delete participant: the ability to delete participants. The user is only able to delete the participants that are part of the program if the user has "Delete Participant" rights.
• Delete record:  the ability to delete records. The user is only able to delete the records that are part of the program that the user has "Delete record" rights.
• Cancel engagements: The ability to cancel engagements for participants in this program. You will be able to cancel engagements for participants that are linked to a record in this program. 
  
  

The rights can be added to a role by updating the Program Roles table. If you want to add a right to a role, simply select the checkbox, whereafter the right will be added to the respective role. Please keep in mind that the table scrolls horizontally since there are a lot of different rights. 

Example of the Program Roles table, showing which rights are assigned to which role

In case you want to understand how you can add new roles and add users to it, please read this article. 

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