Managing users
Purpose: decide who can use Custos in your company, and what each person may do. A worker should report and do their actions; a safety manager approves and keeps the records. Giving each person the right role keeps people’s medical details and the company’s records with the people who should see them.
Who: Org Admins.
1. The roles
Section titled “1. The roles”| Role | What they do |
|---|---|
| Org Admin | Everything a Safety Manager does, and manages the users and the sites |
| Safety Manager | Everything a Supervisor does, and approves closure, voids, decides regulatory cases, handles escalations, enters hours worked, designs forms and keeps documents |
| Supervisor | Everything a Worker does, and investigates incidents, reviews near misses, gives and verifies actions, and sees the injury rates |
| Worker | Reports incidents and near misses and sees their own, does the actions given to them, fills in forms, acknowledges documents |
| Guest | Reads the documents the company gives them, such as site rules, and nothing else |
A person can have more than one role; they may do whatever any of them allows.
2. The list
Section titled “2. The list”Open Company → Users. It shows each person’s name, email, roles and status (active or deactivated). Search by name or email.
3. Invite a user
Section titled “3. Invite a user”- Select Invite a user.
- Enter their email (plain letters, digits and
. _ + -), first name and, if you like, last name. - Choose at least one role.
- Select Send invitation.
They receive an email with a link to set their password and can sign in at once with the roles you gave. The email, and the pages the link leads to, are in the language you are using in Custos at that moment, English or Serbian; the person can change their language on the sign-in page. (If they were a user of Custos before, they keep the language they have.) A person can belong to one company only for now. An email that is already used elsewhere is refused.
If they say the email did not arrive, they can use Forgot password? on the sign-in page.
4. Change roles
Section titled “4. Change roles”Open the user, Change roles, tick the roles, Save roles. It applies within moments.
5. Deactivate and reactivate
Section titled “5. Deactivate and reactivate”Deactivate stops the person doing anything in the company. Their roles and all their records are kept, and history still shows their name. Reactivate brings everything back. You can deactivate yourself, but then another Org Admin has to reactivate you, so check there is one.
6. Good practice
Section titled “6. Good practice”- Give the least role that fits: most people are Workers.
- Keep at least two Org Admins.
- Deactivate people who leave the day they leave.
- Review the list when someone changes job.