Admin Guide

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• Getting Started

• User Guide

• Day-to-day use

• Symptom Library

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• Appointment Directory

• Workflow Guidance

• High-Risk & Highlighting

• Multi-Surgery & RBAC

• Admin Guide

• Developer Guide

Managing Workflow Guidance

Administrators can enable Workflow Guidance per surgery using feature flags.

Admin users can: • Create workflows • Edit workflows • Customise Global Default workflows • Approve workflows for staff use

Only approved workflows are visible to non-admin staff.

Quick Access (staff home screen)

The Quick Access tab in the Admin Dashboard controls the optional quick access buttons shown on the staff home screen.

• You can choose up to 6 symptoms to show as quick access buttons.
• You can optionally set a short custom label for each button (leave blank to use the full symptom name).

Practice Handbook

Previously referred to as the “Admin Toolkit”. The user-facing name is now “Practice Handbook”.

The Practice Handbook is an optional module for storing surgery-specific guidance pages for admin and reception workflows (for example: “how we process documents”, “post route”, or “task buddy system”).

The Practice Handbook admin page is split into Items (day-to-day content editing) and Structure & Settings (categories, pinned panel, and rota) tabs for clarity.

Enabling the module

• The module is controlled by the admin_toolkit feature flag (superuser-controlled).
• When enabled, a new Practice Handbook link appears in the top navigation.

Global defaults starter kit (templates)

We keep a special surgery record, global-default-buttons, as the template source for Practice Handbook starter content.

• A seeding script can populate it with a lightweight starter kit (categories + example pages).
• Surgeries can then be populated by copying from this global defaults surgery (without copying rota or pinned panel text).

Write access (who can edit)

• Any signed-in member of the surgery can view Practice Handbook pages (as long as the category and item are visible to them).
• Surgery Admins and Superusers can always edit all Practice Handbook items and manage settings.
• Standard users can only edit an item if they have been given an explicit grant for that item.

Permissions (visibility and editing)

The Practice Handbook uses two separate controls:

• Category visibility (who can see categories and the items inside them)
  • Everyone
  • Roles (Admin / Standard)
  • Specific people
  • Roles or people
• Per-item editing grants (who can edit a specific item)

Category visibility

• Category visibility is set in Structure & Settings → Categories.
• Visibility is enforced server-side:
  • Restricted categories do not appear in search results.
  • Restricted items cannot be opened via a direct link unless the user has access.

Per-item editing grants (standard users)

• Standard users cannot access the Practice Handbook admin dashboard.
• To let a standard user edit a specific item, an admin can set Additional editors for that item.
• Admins can also optionally allow all standard users to edit a given item.
• Standard users edit from the staff-facing item page using the Edit button (which opens a dedicated edit screen).

Pinned panel and rota

Practice Handbook pages show an always-visible pinned panel at the bottom, including:

• GP taking on (from a simple rota)
• Task buddy system (editable text)
• Post route (editable text)

The operational info panel is collapsible and remembers your preference. It automatically expands when the on-take GP changes.