Overview
User Role Management enables facility administrators and AllCare operations staff to assign appropriate access levels to facility users. This guide covers available roles, permissions, and best practices for user management.Key Concept: User roles determine what features and data a user can access within AllCare. Assign the most appropriate role based on the user’s job responsibilities.
New Feature: Specialized roles for residential care facilities (Dietician, Maintenance, HouseKeeper, Activity Coordinator) are now available. See Residential Care Roles for details.
Quick Start
1
Navigate to Facility Users
Go to Facility Users in the main navigation
2
Select Facility
Choose the facility from the dropdown
3
Add or Edit User
Click Add User or select an existing user to edit
4
Assign Role
Select the appropriate role from the role dropdown
5
Save
Click Save to create or update the user
Available Roles
Standard Roles
These roles are available for all facility types:| Role | Access Level | Description |
|---|---|---|
| Administrator | Full Access | Complete facility management, user management, all features |
| Manager | High Access | Most facility features, limited admin functions |
| CareGiver | Standard Access | Patient care features, task completion, documentation |
| Nurse | Clinical Access | Clinical features, medication administration, assessments |
Residential Care Roles
New Feature: These specialized roles are available for residential care facilities. They will not appear in the role dropdown for non-residential facility types like At Home Healthcare or clinics.
Dietician
Access Level: Same as CareGiverIntended for: Nutrition and dietary planning staff responsible for resident meal planning and dietary requirements
Maintenance
Access Level: Same as CareGiverIntended for: Facility maintenance personnel responsible for building upkeep and repairs
HouseKeeper
Access Level: Same as CareGiverIntended for: Housekeeping and cleaning staff responsible for facility cleanliness
Activity Coordinator
Access Level: Same as CareGiverIntended for: Staff who plan and coordinate resident activities and social engagement programs
Supported Facility Types
These roles are available for the following residential care facility types:✅ Roles Available
✅ Roles Available
| Facility Type | Description |
|---|---|
| Adult Day Program (ADP) | Day programs for adults |
| Adult Foster Care | Foster care settings for adults |
| Adult Residential Facility (ARF) | Residential care for adults |
| Assisted Living Facility (ALF) | Assisted living communities |
| Board & Care | Board and care homes |
| Congregate Living Health Facility (CLHF) | Congregate living settings |
| Memory Care | Memory care and dementia facilities |
| RCFE for Chronically Ill (RCFECI) | Residential care for chronically ill |
| Skilled Nursing Facility (SNF) | Skilled nursing facilities |
| Social Rehabilitation Facility (SRF) | Social rehabilitation settings |
| Treatment Center | Treatment facilities |
❌ Roles Not Available
❌ Roles Not Available
| Facility Type | Reason |
|---|---|
| At Home Healthcare | Non-residential setting |
| Home Health | Non-residential setting |
| Hospice | Specialized care model |
| Hydration Center | Clinical/outpatient setting |
| Infusion Center | Clinical/outpatient setting |
| Outpatient Clinic | Clinical/outpatient setting |
Key Features of Residential Care Roles
Adding a User with Residential Care Role
1
Navigate to Facility Users
Go to Facility Users → Add User
2
Select Residential Care Facility
Choose a residential care facility from the facility dropdown (e.g., ALF, ARF, SNF, Memory Care, Board & Care)
Residential care roles only appear when a supported facility type is selected. If you don’t see these roles, verify the facility type is a residential care setting.
3
Enter User Details
- First Name: User’s first name (required)
- Last Name: User’s last name (required)
- Email: Optional for residential care roles
- Phone: User’s contact number (if applicable)
4
Select Residential Care Role
Choose from the available roles:
- Dietician
- Maintenance
- HouseKeeper
- Activity Coordinator
5
Save User
Click Save to create the user account
Role Visibility by Facility Type
The role dropdown dynamically shows roles based on the selected facility type:| Facility Type | Standard Roles | Residential Care Roles |
|---|---|---|
| Adult Day Program (ADP) | ✓ Available | ✓ Available |
| Adult Foster Care | ✓ Available | ✓ Available |
| Adult Residential Facility (ARF) | ✓ Available | ✓ Available |
| Assisted Living Facility (ALF) | ✓ Available | ✓ Available |
| Board & Care | ✓ Available | ✓ Available |
| Congregate Living Health Facility (CLHF) | ✓ Available | ✓ Available |
| Memory Care | ✓ Available | ✓ Available |
| RCFE for Chronically Ill (RCFECI) | ✓ Available | ✓ Available |
| Skilled Nursing Facility (SNF) | ✓ Available | ✓ Available |
| Social Rehabilitation Facility (SRF) | ✓ Available | ✓ Available |
| Treatment Center | ✓ Available | ✓ Available |
| At Home Healthcare | ✓ Available | ✗ Not Available |
| Home Health | ✓ Available | ✗ Not Available |
| Hospice | ✓ Available | ✗ Not Available |
| Hydration Center | ✓ Available | ✗ Not Available |
| Infusion Center | ✓ Available | ✗ Not Available |
| Outpatient Clinic | ✓ Available | ✗ Not Available |
Permission Levels
CareGiver-Level Access (Residential Care Roles)
All residential care roles have the same access as the CareGiver role:Can Access
Can Access
- View assigned patients
- Complete assigned tasks
- Document care activities
- View schedules
- Access patient information relevant to their role
- Use mobile app features
Cannot Access
Cannot Access
- User management
- Facility settings
- Billing and financial data
- Administrative reports
- Role assignment changes
Best Practices
Troubleshooting
Residential care roles not appearing in dropdown
Residential care roles not appearing in dropdown
Possible causes:
- Selected facility is not a supported residential care type
- Facility type is At Home Healthcare, Home Health, Hospice, Hydration Center, Infusion Center, or Outpatient Clinic
- Facility type not properly configured
Cannot create user without email
Cannot create user without email
Possible causes:
- Role selected requires email
- Form validation error
User cannot access expected features
User cannot access expected features
Possible causes:
- Incorrect role assigned
- User account not fully activated
- Facility access not granted