Managing Staff Profiles

A staff profile connects a system user to their hospital role. Every person who works at your hospital needs a staff profile — doctors, nurses, receptionists, lab technicians, pharmacists, and anyone else.

Prerequisites

You need at least one centre and one department created. See: Setting Up Centres and Departments & Resources.

What is a Staff Profile?

A staff profile links a user account to a hospital role. Staff types are not fixed — you define them yourself in Tenant Configuration. This means you can create any role your hospital needs: Doctor, Nurse, Receptionist, Lab Technician, Pharmacist, Ward Assistant, or anything else.

Creating a Staff Profile

Every person who works at your hospital needs a staff profile. This profile connects their system login (their user account) to their hospital role. The person must already have a user account in the system before you can create a staff profile for them.

When creating a profile, you first select the staff type. This determines which features the person can access. Doctors get access to clinical features like recording vitals and writing prescriptions. Receptionists get access to front-desk features like booking appointments and checking in patients. Lab technicians can manage diagnostic reports. The staff types available in the dropdown are the ones you configured in Tenant Configuration — so set those up first.

The employee code is an optional field for your hospital's internal identifier. If your HR system assigns codes like "EMP-1042" or "DR-007", enter them here. This helps when matching records across systems and appears in some reports.

The primary centre and primary department set the person's main workplace. These affect their default view when they log in — they will see appointments, patients, and schedules for their primary centre and department first. A nurse whose primary department is Cardiology at the Main Branch will see the Cardiology patient list by default. They can still switch to view other centres or departments they have access to.

The designation is the person's job title ("Senior Consultant", "Head Nurse", "Lab Manager"). The joining date records when they started at your hospital, useful for tenure tracking and HR reports.

One profile per user

Each user account can only have one staff profile. If someone changes roles (say, from nurse to administrator), update their staff type on the existing profile instead of creating a new one.

Set up staff types first

Staff types (Doctor, Nurse, Receptionist, etc.) are defined in Tenant Configuration. Make sure your types are set up before onboarding staff so the correct options appear in the dropdown.

Filtering and Searching Staff

For large hospitals with many staff members, you can filter the staff list by type, centre, or active status. This makes it easy to find specific staff members quickly.

Deactivating Staff

When a staff member leaves, deactivate their profile instead of deleting it. This preserves all historical records (appointments, clinical notes, etc.) while preventing new assignments.

Custom Staff Types

Staff types are fully customizable. Go to Tenant Configuration to add types like "Lab Technician", "Pharmacist", or "Ward Nurse".

One Profile Per User

Each user account can only have one staff profile. If someone changes roles, update their staff type instead of creating a new profile.

What Happens Next?

If you are adding a doctor, continue to set up their medical profile and booking settings. See: Doctor Onboarding.

Managing Staff Profiles