Administration
The Administration module is where you secure and manage the Patient Journey Intelligence platform. It holds centralized control over users, access permissions, compliance tracking, and system-wide configuration.
Who is this for? Platform administrators responsible for user management, security governance, and operational oversight across clinical, research, and analytics workflows.
User Administration
This video demonstrates the interface visually without audio narration.
What the Administration module covers
The module handles five areas:
- User and identity management: create, modify, and remove user accounts throughout their lifecycle
- Role-based access control (RBAC): define who can access what through permission-based roles
- Audit logging and compliance: track administrative actions to meet regulatory requirements
- Platform configuration: control system settings, integrations, and feature availability
- Security governance: enforce password policies, monitor access, and maintain data protection standards
User management
User Management is where you view, create, and maintain every user account in the platform, and where you control who has access to the system for as long as they use it.
User directory
Where to find it: Navigate to Administration → User Management
The User Directory displays all registered users in a searchable, sortable table. Each row is one user account:
| Field | What it shows |
|---|---|
| Username | The unique identifier each user uses to log in |
| Contact address for notifications and password recovery | |
| First / Last Name | The user's full name for identification |
| Role | The permission level assigned to this user, for example Administrator or Analyst |
| Status | Whether the account is Active, Inactive, or Suspended |
| Last Login | When this user last accessed the platform |
| Actions | Quick buttons to Edit, Delete, or Reset Password for this user |
Before any user exists, the directory shows an empty state with an option to add the first one.
Searching for users
The search bar at the top of the User Directory matches on:
- Username: the exact or partial login name
- Email: full or partial email address
- Name: first name, last name, or any part of the user's name
Results update as you type, which is what makes a directory of several hundred accounts workable.
Adding a new user
- Click the Add User button in the User Directory
- Fill in the required fields:
- Username: a unique identifier for login, which cannot be changed later
- Email: a valid email address for notifications and password recovery
- First Name / Last Name: the user's full name
- Role: the permission level matching their responsibilities
- Configure optional settings:
- Set Password: create a temporary password manually, or send an email invitation that lets the user set their own
- Custom Attributes: add organization-specific fields, where your admin team has configured them
- Click Create User
The account appears in the User Directory immediately and is ready to use.
Editing user details
- Locate the user in the User Directory by search or browsing
- Click Edit in the Actions column for that user
- Update the fields that changed:
- Name information (First / Last Name)
- Email address
- Assigned role, which changes their permissions immediately
- Account status (Active, Inactive, or Suspended)
- Click Save
Changes take effect immediately and are recorded in the Audit Logs for compliance tracking.
Resetting passwords
- Find the user and click Reset Password in the Actions column
- Choose a method:
- Auto-generate temporary password: the system creates a temporary password to share securely with the user
- Send reset email: the user receives an email with instructions to set a new password
Every password reset is logged in the Audit Logs.
Deleting a user
- Click Delete for the user you want to remove
- Confirm the deletion in the dialog that appears
What happens when you delete a user:
- Access is revoked immediately: the user cannot log in or reach any platform feature
- Their work is preserved: cohorts, queries, and other contributions remain in the system
- Deletion is permanent: the action cannot be undone and the account cannot be restored
- The audit trail stays intact: logs continue to reference the deleted user's past actions for compliance and traceability
Use this carefully in regulated environments where user history has to be maintained.
Role-based access control (RBAC)
Patient Journey Intelligence uses role-based access control so that users see and do what their job requires. You assign a role that carries predefined access rights, which replaces configuring permissions for each individual user.
What roles control
Assigning a role determines three things:
- Module access: which parts of the platform the user can enter, for example Analytics, Patient Registries, or Administration
- Action permissions: what they can do in those modules, from view-only through create, edit, and delete
- Data visibility: what level of information they can see, for example aggregated analytics against individual patient data
This keeps access policies consistent across an organization and keeps security management to a set of roles rather than a set of users.
Standard roles
Patient Journey Intelligence includes several standard roles that cover most healthcare and research scenarios:
| Role | What they can do |
|---|---|
| Administrator | Complete control over the platform, including user management, system configuration, and all modules |
| Clinical Administrator | Elevated access to clinical data and patient workflows, with permissions to manage clinical operations |
| Registry Manager | Manages data source connections and ingestion jobs; previously called Importer |
| Analyst | Full access to analytics modules including cohort creation, clinical measures, and data exploration |
| Clinician | View and interact with patient-level clinical insights relevant to care delivery |
| Viewer | Read-only access to authorized content without the ability to create or modify anything |
Custom roles: your organization can define additional roles for specific workflows, departments, or compliance requirements. Contact your system administrator to discuss custom role configurations.
Assigning or updating roles
Roles are assigned in two places:
- During user creation: select the role when adding a new user
- Through the Edit User interface: change an existing user's role at any time
Details worth knowing:
- Role changes take effect immediately on save
- The user's access rights update in real time, and they may need to refresh their browser
- Every role assignment and change is logged in Audit Logs
Security and compliance
Security and compliance run through the whole Administration module. The features below are what you use to maintain data protection standards and meet regulatory requirements.
Audit trails
The platform logs every administrative action automatically, producing a complete, tamper-proof record of system changes for security investigations and regulatory compliance.
What gets logged automatically:
- User lifecycle events: account creation, deletion, and status changes
- Permission changes: role assignments and updates
- Authentication activity: successful and failed login attempts, and password resets
- Account security actions: suspensions, activations, and access revocations
Where to find audit logs: the full audit history is in the Audit Logs module in the Administration section.
Compliance support: these logs help your organization meet requirements for:
- HIPAA (Health Insurance Portability and Accountability Act)
- GDPR (General Data Protection Regulation)
- SOC 2 (Service Organization Control 2)
Access governance practices
- Apply the principle of least privilege: grant the minimum access each job requires, and resist elevated permissions granted "just in case"
- Conduct regular access reviews: audit user accounts and roles periodically to confirm permissions are still appropriate
- Remove inactive users promptly: suspend or delete accounts for users who leave the organization or change roles
- Monitor audit logs: review logs for unusual patterns or unauthorized changes
- Enforce strong authentication: require secure passwords and enable multi-factor authentication (MFA) where your organization supports it
These practices reduce security risk and give auditors and compliance officers evidence of due diligence.
Platform configuration
Platform Configuration holds the system-level controls for how Patient Journey Intelligence operates in your organization. Which options you see depends on your administrative role and permissions.
Availability notice: configuration sections are permission-dependent. If certain settings are missing, your role may not include configuration privileges.
System settings
Control general platform behavior and appearance:
- Platform preferences: default behaviors and operational parameters
- Feature toggles: enable or disable specific modules and features for your organization
- Localization and UI settings: language preferences, date and time formats, and interface customizations
Integration settings
Manage connections between Patient Journey Intelligence and external systems:
- External data systems: connections to outside data sources that feed the platform
- API credentials and token management: authentication tokens for programmatic access
- Data source connectivity: links to imaging systems, Electronic Health Record (EHR) platforms, and other clinical data repositories
These settings are what let the platform pull data from across your healthcare technology ecosystem.
Notification settings
Configure how the platform communicates with users:
- Email and system alerts: when and how notifications are sent
- Message templates: the content and format of automated communications
- User preference defaults: organization-wide defaults that individual users can override
Configured well, notifications keep users informed without burying them in alerts.
Troubleshooting admin tasks
| Problem | How to fix it |
|---|---|
| User cannot log in | Verify their account status is Active rather than Inactive or Suspended. If the status is correct, reset their password |
| User is missing expected permissions | Check their assigned role against their job responsibilities. The role may be too restrictive |
| Cannot delete a user account | Your own account most likely lacks sufficient administrative privileges. Contact a higher-level administrator |
| New user does not appear in the directory | Refresh the page or clear any active search filters that may be hiding them |
Stage access
Patient Journey Intelligence organizes work into stages: Demo, Playground, and Production. Demo is open to every signed-in user. Playground and Production require explicit membership, so a user has to be added to a stage before they can enter it.
Administrators manage stage membership in two places: on the stage detail page, or under User Management when editing a user's profile. Adding a user to a stage takes effect immediately, and removing access takes effect on the user's next page load.
See Stages for the full access model and for how existing users are handled on upgrade.
Best practices for administration
Principle of least privilege
Grant the minimum permissions each user needs. Administrator access handed out for convenience is the most common finding in an access review.
Regular access reviews
Review all user accounts and their assigned roles quarterly. Remove outdated permissions and adjust roles as job responsibilities change.
Prompt offboarding
Deactivate or delete accounts as users leave the organization or change roles. A lingering active account is an open door.
Audit log review
Review audit logs on a regular cadence to confirm that administrative actions are documented. This supports security monitoring and compliance audits alike.
Strong credential policies
Enforce password complexity requirements covering length, character types, and rotation schedules, and enable multi-factor authentication wherever your organization supports it.
Getting help
- Internal resources: contact your organization's designated Patient Journey Intelligence administrator, or your internal IT and security teams
- Patient Journey Intelligence support: reach out to support channels or your implementation partners for platform-specific guidance
Six standard roles cover most healthcare and research scenarios: Administrator, Clinical Administrator, Registry Manager (previously called Importer, and responsible for data source connections and ingestion jobs), Analyst, Clinician, and Viewer. Organizations can also define custom roles for specific workflows, departments, or compliance requirements.
Access is revoked immediately and the deletion is permanent, and the user's cohorts, queries, and other contributions remain in the system. The audit trail continues to reference their past actions, which is what keeps the record complete for compliance and traceability.
User lifecycle events (account creation, deletion, status changes), permission changes (role assignments and updates), authentication activity (successful and failed logins, password resets), and account security actions (suspensions, activations, access revocations). The full history is in the Audit Logs module, and the record supports HIPAA, GDPR, and SOC 2 requirements.
Immediately on save. The user's access rights update in real time, though they may need to refresh their browser to see the change. Every role assignment and change is logged in Audit Logs.
Signing in grants access to Demo only. Playground and Production require explicit stage membership, granted by an administrator on the stage detail page or in the user's Stage Access section under User Management. See Stages for the full access model.