This guide shows organization admins how to add users, change roles, reset passwords and archive users who leave. It is for Organization Admins and Organization Back Office users.
Who can manage users
Organization Admins and Organization Back Office users see Users in the side navigation and can manage the people in their organization. The CustoMED back-office team can help too.
You can assign any role up to Organization Admin (shown as Admin in the role list).
Organization Back Office users are assigned and managed by CustoMED. You can see them in the list, but you cannot edit them.
For what each role can do, see User Roles & Permissions.
Add a user
Click Users in the side navigation.
Click Create User.
Enter First Name, Last Name and Email.
Under Related Organizations, choose the user's role. The default is Clinician.
Click Create User.
After you create the user, open them again to choose their Medical Centers. New cases for a clinician then offer that clinician's medical centers. See Medical Centers & Printing Facilities.
The new user gets a welcome email ("Your Account is Ready") with a sign-in link and a temporary password. The temporary password is valid for 30 days. On first sign-in, they choose their own password.
If the person already has a CustoMED account
If the email already belongs to someone in another organization, CustoMED asks "A user with this email already exists. Attach them to this organization?" Click Attach. They keep their existing password and get an email that they joined your organization.
"This user is already in your organization." means they are already on your list. Check the archived users.
"This user is archived; contact an admin." means the account is archived. Contact CustoMED.
Note: Your organization may only accept email addresses from its own domain. In that case, other addresses show "User is external to this organization". Contact CustoMED if you need to add someone from outside your domain.
Users without an email
You can leave Email blank to create a user who cannot sign in. You can add an email later, which sends them the welcome email. Once set, an email cannot be changed.
Add many users at once
Click Batch Upload Users.
Upload a CSV file with the columns Email, First Name, Last Name, Organization and Role. First and last name are required. Organization and Role go together: fill in both or leave both blank.
When the upload finishes, a result file downloads with one line per row, showing which users were created and which failed.
You can upload up to 200 rows at a time.
Change a user's role
Click Users and open the user.
Under Related Organizations, choose the new role from the list. The change saves right away.
The new role applies to every case in your organization right away. Sharing a case cannot give someone more or fewer permissions than their role.
Reset a password
Open the user.
Click Reset Password.
This replaces their current password. They get a new welcome email with a temporary password and must set a new password at sign-in. Users who can sign in can also reset their own password with Forgot Password? on the sign-in page.
Note: Users who sign in through your organization's single sign-on (SSO) manage their password with your identity provider, not in CustoMED. See Organization Settings & Single Sign-On (SSO).
Archive a user who has left
Open the user.
Click Archive and confirm.
Archived users cannot sign in. Their cases and history stay in CustoMED. To restore access, open the user and click Unarchive. The Users list hides archived users by default; change the Is Archived filter to see them.
Important: Archiving blocks the person's sign-in everywhere, including other organizations they belong to. If they still work with another organization, contact CustoMED to remove them from yours instead.
See user activity
Open a user to see Last Active, their login history and the number of cases they created.
Default collaborators
For Clinicians and Organization Admins, the user page also has Default Collaborators: colleagues who are added as collaborators to every case created for that person. The case creator can still change the list before creating the case.