Internal roles, external users and scopes of visibility
Users and permissions
Permissions in Xedul mirror the practice's real responsibilities: who governs, who works on cases, who may only see what concerns them.
The roles
| Role | Scope |
|---|---|
| **Admin** | Practice governance: settings, user management, configuration of states and mandatory fields. Full access to the organisation's work |
| **User** | Daily work on the practice's clients, cases, tasks and documents |
| **External user** | Limited access to only the information that concerns them |
Inviting someone
From the Users section, an admin sends an invitation with an email address and a role. The invitee receives a message, sets their own password and enters the practice's space.
A user belongs to exactly one organisation. There is no account spanning several practices: that's a direct consequence of the data isolation model.
External users
The external user is designed for someone outside the practice who nonetheless takes part in the work: the client themselves, a consultant, an occasional collaborator.
The scope is narrow by construction: they see the information that concerns them and have no visibility into the rest of the organisation — neither other client records nor other people's cases.
Before enabling external access, check what is actually visible using a test account. It's quicker than finding out afterwards.
Changing someone's role
A role is changed from the user record. The change takes effect on subsequent access: it's worth verifying together with the person concerned, particularly when reducing a scope.
Who sees what
Scope of visibility follows the role and, for external users, the link to work entities. In practice:
- Admin — all the organisation's work, plus settings.
- User — the organisation's work, without governance of settings.
- External user — only what they are linked to.
Traceability
Actions on work entities leave a trace. It serves two distinct but equally concrete purposes: reconstructing what happened on a case, and answering a client who asks when a given piece of work was carried out.
Good practice
- Few admins. The role is for governance, not daily work.
- One user per person, never shared accounts: a shared account destroys the value of traceability.
- Periodic access review, particularly of external users no longer active.
- The minimum sufficient role at onboarding, widened later if needed.