Admin Guide

Audience: practice administrators responsible for managing the user list, sign-in URLs, and billing-unit data for your group. Role required: admin (or higher).

What admins do

• Provision and deprovision users. Add new providers, change roles, deactivate departing staff.
• Manage group aliases. Configure short URL slugs in addition to your primary slug.
• Manage unit overrides. Set custom anesthesia unit values for procedures specific to your practice.
• Monitor activity. Review the audit log for security-relevant events.

Managing users

User management lives in the admin section of the app.

Adding a new user

You'll need:

• The person's full name
• A work email address (this becomes their login)
• A role: staff, boardrunner, or admin
• (Optional) A notification preference for schedule publishes: SMS, email, both, or none
• (Optional) A "schedule name" — how they should appear on the schedule (useful for nicknames or initials)

When you add a user, Cloud Anesthesia generates a temporary password and marks the account as "must change password on first login." You can either:

• Bulk approach: provision users in batch, then run the welcome-email script that emails everyone their temp password + login URL.
• Per-user approach: provision one user at a time, copy the temp password from the response, share it directly via secure channel.

Roles, briefly

superadmin is reserved for Cloud Anesthesia personnel. You should not promote anyone in your group to superadmin.

Deactivating a user

When someone leaves the group, set their account to inactive. This:

• Revokes their existing sessions immediately
• Prevents new sign-ins
• Preserves their audit history (we retain audit records for 6 years)

Do not delete the user record outright — it would orphan their audit trail.

Group aliases

Your group has a "primary slug" — a URL-safe version of your group's name (lowercase letters, digits, and hyphens).

Aliases are alternate slugs that resolve to the same group. They're useful for:

• Shorter URLs: a short alias is easier to type than a long primary slug
• Branding flexibility: if your group rebrands, add a new alias before retiring the old slug

To manage aliases, visit /admin/aliases while signed in as admin. The page lists current aliases and lets you add or remove them.

Constraints:

• Lowercase letters, digits, and hyphens only
• 1 to 80 characters
• Cannot collide with another group's slug or an existing alias

When you add an alias, users can sign in at <your-alias>.app.cloud-anesthesia.com/ and it routes to your group's canonical instance. Both the primary slug and any alias work simultaneously.

Unit overrides

Cloud Anesthesia ships with a default anesthesia base-unit lookup for common CPT codes. Sometimes your practice has a billing reason to use a different unit count for a specific procedure.

The Unit Overrides page lets admins set practice-specific unit values that take precedence over the default. Each override:

• Applies only to your group
• Includes an optional note explaining the reason
• Is logged in the unit edit history (admin-visible)

Use overrides sparingly. Defaults are kept current to industry norms; overrides should be reserved for cases where your practice has a documented reason to deviate.

Audit log

The audit log captures security-relevant events:

• Sign-ins (successful and failed)
• Password changes
• Schedule publishes
• MFA enrollments and resets
• ToS acceptance events
• Schedule access (which schedules were viewed and by whom)

Audit records are append-only — neither admins nor users can edit or delete them. We retain them for 6 years (industry-standard healthcare-software practice).

Admins can view audit records for their own group. Cross-group audit access is restricted to superadmin.

When to contact Cloud Anesthesia

• A user has lost their authenticator app AND their MFA recovery codes — only a superadmin can reset MFA enrollment. Write to support@cloud-anesthesia.com.
• You need to add or change your group's primary slug (not just an alias) — primary slug changes are infrequent and coordinated with Cloud Anesthesia.
• You suspect a security incident — write to security@cloud-anesthesia.com (not the general support inbox).

Related

• Boardrunner Guide — schedule-related workflows
• MFA Setup — admins should be on MFA first
• Troubleshooting — common issues