Custom Roles

2026-02-01 · 4 min

Overview

When pre-built roles don't match your organisation's needs, create custom roles with exactly the permissions required. Custom roles are useful for specialised positions like a Billing Supervisor who can approve refunds, or a Senior Nurse who can enter discharge summaries.

Creating a Custom Role

1. Navigate to Admin > Roles > Create Custom Role.
2. Enter a role name and description.
3. Optionally, start from a template: Clone an existing pre-built role and modify it.
4. The permission editor displays all modules as expandable sections.
5. For each module, check the specific permissions you want to grant (View, Create, Edit, Delete, Approve, Export).
6. Set data scope: Own records only, Department records, Branch records, or All records.
7. Save the role. It immediately appears in the role assignment dropdown for users.

Common Custom Role Examples

Billing Supervisor: Clone Billing Executive + add Refund and Void permissions + add Financial Reports export.

Senior Nurse: Clone Nurse + add Discharge Summary create + add Lab Order create.

Junior Doctor: Clone Doctor + remove Prescription sign-off (requires co-signature from senior).

Medical Records Officer: Patient View + EMR View + Export + Print. No create or edit permissions.

Quality Manager: Read-only access to all clinical modules + Audit Logs view + all Reports export.

Pharmacy Manager: Clone Pharmacist + add Purchase Order create/approve + Vendor management + Stock audit.

Testing a Custom Role

Before assigning a custom role to staff:

1. Create a test user account.
2. Assign only the custom role to this test user.
3. Log in as the test user (use an incognito window).
4. Navigate through each module to verify access is correct.
5. Try performing actions that should be allowed and actions that should be blocked.
6. Adjust permissions as needed and re-test.
7. Once satisfied, assign the role to actual staff members.

Role Audit

Review role assignments periodically:

• Admin > Roles > Role Audit shows a matrix of all users and their assigned roles.
• The Unused Permissions Report identifies permissions granted but never exercised (potential over-provisioning).
• The Access Change Log tracks all role assignments, modifications, and revocations.
• Conduct quarterly role reviews as part of your information security practice.

Notes

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