Register organisation users

You can register people in your organisation as users within the PCA. PCA users can be assigned different roles to help you manage information about your partner services.

Key things to note: When registering your organisation, you are linked as the initial Organisation Manager. Assignable roles include:

  • Organisation Manager: Manage organisation details, partner services and users.
  • Partner Service Manager: Manage partner services.
  • Viewer:View information that is being published to the selected a partner service.

Register a new organisation user

Summary of steps to register a new Organisation User:

  • From the Your Organisations screen, click on the organisation name or partner service to which you wish to add a user (and which you have rights to).
  • Click on the Users tab.
  • Click on the Assign User button.
  • Enter the PRODA RA number for the user you wish to link to this Organisation and click on Link User.
  • The Add User screen will display.
  • To assign a user a role at the Organisation level: click on the name of the organisation and then select the checkbox next to either Organisation Manager, or Partner Service Manager, or Viewer Role, or:

To assign a user a role at the Partner Service level: click on the name of the partner service and select the checkbox next to Partner Service Manager or Viewer Role.

Note: Excluding the Viewer Role, you can only assign a role to a user to the same level that you have rights to (or lower levels). In addition, you may only assign the role that you are assigned but not assign a role with higher privileges. For example, if you have been assigned the Partner Service Manager role at the Organisation level, you can assign the Partner Service Manager role to a user at the Organisation or lower levels. You cannot assign them the Organisation Manager role.

  • Once complete, click on the Update Roles button.
  • On the Users tab, you will see the list of users that have been added.

    Detailed steps:

    Step 1

    1. From the Your Organisations screen:

    Click on your organisation name (next to the PO icon).

    Step 2

    1. Click on the Users tab, then

    2. Click on the Assign User button.

    Step 3

    1. Enter the PRODA RA number for the user you wish to link to this Organisation and the Link User will be highlighted.

    2. Select link user.

    Step 4

    The Add User screen.

    Note: If the user has not registered to access the PCA Portal, only their PRODA first name, last name and PRODA RA number will be imported.

    1. Select the User Details tab.

    Note: If the user has already registered to access the PCA Portal, the details retrieved on this tab will not be editable.

    2. Enter their email address and contact number.

    3. Click to Save.

    Step 5

    1. Open the Roles tab to assign a user a role at the Organisation.

    2. Click on the Organisation name.

    3. Select the box for the role type.

    Proceed to step 6.

    Note: If a Partner Service Manager role was selected complete step 5a.

    Step 5a

    To assign a user a role at the Partner Service:

    1. Click on the Partner Service name.

    2. Select checkbox for the assigned role:

    • Partner Service Manager
    • Viewer Role

    3. Select Update Roles button.

    Step 7

    1. On the Users tab, you will see the list of users that have been added.

    Update an organisation user's role

    Organisation users that have been assigned roles can be updated to either revoke a role or updated to reflect a change in the role they have been assigned. Refer to section 4.3 Summary of User Roles.

    Summary of steps to edit an organisation user:

    • From the Your Organisations screen, click on your organisation name (next to the PO icon).
    • Click on the Users tab and click on the name of the user to be edited.
    • The Edit User screen will appear.
    • On the User Details tab: If the user has already registered to access the PCA Portal, the details retrieved on this tab will not be editable.
    • On the Roles tab: De-select a role that had been previously selected which is to be revoked, or click on either the business partner organisation name or partner service name and click on the corresponding checkbox for the updated role to be assigned.
    • Once complete, click on the Update Roles button.

      Detailed steps:

      Step 1

      From the Your Organisations screen:

      1. Click on your organisation name (next to the PO icon).

      Step 2

      1. Click on the Users tab.

      2. Click on the name of the user to be edited.

      Step 3

      The Edit User screen will appear.

      On the User Details tab:

      1. If the user has already registered to access the PCA Portal, the details retrieved on this tab will not be editable.

      Step 4

      On the Roles tab:

      If you wish to update an assigned role at the Participating Organisation level:

      1. de-select the role and click the Update roles button.

      2. select the level you wish to assign a new role at (e.g. Participating Organisation or Partner Service level).

      3. select a role, then select the Update roles button.

      If you wish to update an assigned role at the Partner Service level:

      1. select the level you wish to assign a new role at (e.g. Participating Organisation level or another Partner Service).

      2. select a role, then select the Update roles button.

      Summary of user roles

      This section contains a summary of each user role that may be assigned to a Business Partner organisation user.

      Summary of Organisation Manager Role:

      • Organisation Manager users can manage all details about the organisation and any partner service attached to the organisation.
      • Organisation Managers can assign the Organisation Manager role to new user to an organisation they have rights over.
      • Organisation Manager can assign the Partner Service Manager and/or viewer role to new users at the organisation level or to any partner service attached to the organisation

      Summary of Partner Service Manager Role:

      • Partner Service Manager users can manage all details about the partner services they have rights over.
      • They can assign the Partner Service Manager role to new users at the organisation level, or to any partner service attached to the organisation.
      • Can register new users and assign them the Partner Service Manager and/or Viewer role at the partner service they are also assigned.

      Summary of The Viewer Role:

      • A user assigned the Viewer role can only view details in the PCA Portal. They cannot manage organisation or partner service details or register new organisation users.
      • A user assigned the viewer tole can view organisation, location, healthcare service and practitioner details that are published to partner services they have been assigned to.
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