This is the full reference for roles in CustoMED: what each role can see and do, how case access works, and what changes when you share a case. It is for everyone, and especially for organization admins who assign roles.
How roles work
CustoMED uses two kinds of roles:
Organization role: your role in your organization, for example Clinician or Organization Admin. Your organization admin assigns it.
Case role: what you can do on one case: Viewer, Manager, Editor or Approver.
Inside your own organization, your organization role sets your case role on every case you can open. Sharing a case gives a colleague access to it, but it does not change what they can do on it. Only a change of organization role does that.
Roles protect patient data, prevent mistakes and keep approvals clear and traceable.
Organization roles
Role | Typical use | Case role | Sees all organization cases | Can create cases | Can download files | Can manage users |
Organization Admin | Runs the organization: users, medical centers, SKUs and all cases | Approver | Yes | Yes | Yes | Yes |
Organization Back Office | Operations staff of your organization, with extra back-office actions on cases | Approver | Yes | Yes | Yes | Yes |
Organization Supervisor | Oversees and coordinates every case in the organization | Manager | Yes | Yes | Yes | No |
Clinician | Surgeons who plan and approve cases | Approver | No: only cases they created or that were shared with them | Yes | Yes | No |
Medical Assistant | Prepares and edits cases with clinicians | Editor | No: only cases they created or that were shared with them | Yes | Yes | No |
Sales Rep | Prepares and edits cases with clinicians | Editor | No: only cases they created or that were shared with them | Yes | Yes | No |
Technician | Lab and printing staff who produce and ship the outputs | Viewer | Yes | No | Yes | No |
Note: Downloads also need access to the case. Viewers cannot download, with one exception: Technicians can, so lab and printing staff can get the print files.
The CustoMED back-office team also works on cases, for example on segmentation, planning support and reviews. These are CustoMED staff roles and are never assigned to your users.
Extra permissions
Logistics (marking outputs as printed, shipping details and creating a public link from the logistics page): Organization Admin, Organization Back Office and Technician.
Back-office case actions (back-office approval, reopening a completed case, locking and unlocking a case, sending a case back to the user for review, archiving an output pack): Organization Back Office and the CustoMED back-office team.
Organization administration (users, medical centers, SKUs, confirming PACS gateway registrations): Organization Admin, Organization Back Office and the CustoMED back-office team.
Case roles
Each case role includes everything in the role before it.
Case role | What you can do on the case |
Viewer | View the case. |
Manager | Everything a Viewer can do, plus share the case, update case details, upload or replace imaging, request segmentation, and archive or unarchive the case. |
Editor | Everything a Manager can do, plus edit the plan (segmentation, landmarks, measurements, surgical plan, PSI design, output packs and plan reports) and confirm or reject each step. |
Approver | Everything an Editor can do, plus give the final approval with Approve Case. |
In the Share Case window, each role lists its permissions: View, Share, Edit (Surgery Plan, PSI), Manage (Case Details), Archive and Approve.
The Case Creator label
The person who created a case is shown as Case Creator. The creator can always view, share and archive their own case, on top of their normal role.
Members of your organization have fixed case roles
When you share a case with someone in your organization, their case role comes from their organization role. The role selector is locked and shows "Role is set by organization configuration and can't be changed here". To change what someone can do, an admin changes their organization role.
Who sees which cases
Organization Admin, Organization Back Office, Organization Supervisor and Technician see every case in the organization.
Clinician, Medical Assistant and Sales Rep see the cases they created and the cases they were added to: as the case's clinician, as a default collaborator or through a share.
The home page lists cases of the organization you have selected. Archived cases appear under the Archived filter.
Sharing outside your organization
External collaborators are people from another organization, such as a partner lab, that you share a specific case with.
They must already have a CustoMED account.
You choose their role: Viewer, Manager, Editor or Approver. You cannot give more than your own role.
They can never share the case further.
A case can be shared with up to 5 people outside its organization.
They get an email when you share, and they see only the cases you share with them.
Public links
A public link lets anyone with the link view one case without signing in. It is read-only (no editing, approving or downloading), it is valid for 30 days, and you need the Share permission on the case to create one.
For step-by-step instructions on inviting people, removing access and creating links, see Sharing a Case with Others.
Locked, archived and demo cases
Locked case (after sign-off or in production): only view, approve and share remain.
Archived case: only view and unarchive remain.
Demo case: everyone can view, edit, manage, approve and share. Nobody can archive or delete a demo case.
Back-office roles are not limited by the locked and archived rules.
Working in several organizations
You can belong to more than one organization, with a different role in each. Your role and the cases you see follow the organization you select in the Account menu. See Switching Organizations.
Supervision type
Each organization also has a supervision type (Supervised, Unsupervised or Viewer) that CustoMED sets. It shapes the approval workflow for the whole organization, not for individual users. See Workflows, Supervision Types & Regulatory Overview.
If you cannot do something
A missing or disabled button usually means your role does not include that action, or the case is locked or archived. Your role is shown under your name at the top left of the screen and next to each organization in the Account menu. To change it, ask your Organization Admin or contact the CustoMED team. See also Missing Cases, Access & Sharing Issues.