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Aperture - Users and Account Management
cfiles staff March 6, 2026, 1:32 p.m.
Overview
Aperture uses a set of permission groups to control what actions a user can perform and what data they can access. Users are assigned to one or more groups based on their role. Groups are independent from one another and are combined as needed to match a user's full set of responsibilities.
Two access models govern data visibility within most groups:
- Unrestricted access -- the user sees all records in the system regardless of entity-level assignments.
- Entity-scoped access -- the user sees only records linked to the specific facilities or providers they have been assigned to.
Groups
Groups are modularly independent. No group is simply a subset of another. Assign multiple groups to match a user's full role.
Customer Administrator
Intended for personnel responsible for configuring the system for their organization. This group does not grant access to patient or order data.
Permissions include:
- Full management (view, add, change, delete) of user accounts
- Full management of system configurations:
- Requisition, order, result, and specimen configurations
- Full management of orderable items:
- Panels and tests
Laboratory Staff
Intended for internal laboratory personnel who need unrestricted access to all operational data.
Permissions include:
- Full management of patients and patient insurance
- Full management of facilities and providers
- Full management of requisitions, orders, and results
Data access: Unrestricted. Laboratory Staff members bypass entity-level permissions and have access to all records across all facilities and providers.
Partner Staff
Intended for personnel at partner organizations (e.g., referring facilities, external collection sites) who need access to operational data scoped to their organization. This group carries the same operational capabilities as Laboratory Staff but data access is limited to entities the user has been assigned to.
Permissions include:
- Full management of patients and patient insurance
- Full management of facilities and providers
- Full management of requisitions, orders, and results
Data access: Entity-scoped. Members only see records associated with the facilities and providers they have been assigned to. See Entity Permissions below.
Sales Manager
Intended for sales team leads who need visibility into performance data across their entire sales organization.
Permissions include:
- Access to the sales dashboard
- Visibility into commission and performance data for all representatives within their sales organization
A Sales Manager must also be configured as a Representative and associated with a sales organization.
Sales Representative
Intended for individual sales staff who need access to their own performance data.
Permissions include:
- Access to the sales dashboard
- Visibility into commission and performance data for their own assigned accounts
Billing Staff
Intended for personnel responsible for billing operations. Access to billing tools is gated on membership in this group.
Permissions include:
- Access to billing-related views and tools
Note: Billing Staff groups are configured per customer. Your administrator may present this group under a different name within the system.
Results Viewer
Intended for external users (e.g., ordering providers, facility staff) who need read-only access to results without access to the full operational workflow.
Permissions include:
- View access to results
Data access: Entity-scoped. Members only see results for the facilities or providers they have been assigned to. See Entity Permissions below.
Entity Permissions
Each facility and provider record in Aperture has an associated permission group. Membership in that group grants a user access to the records belonging to that entity.
This mechanism is what makes entity-scoped access work for Partner Staff and Results Viewer. A user in either of those groups will see no data until they are also added to at least one facility or provider group.
How it works:
- When a facility or provider is created in the system, a permission group is automatically created alongside it.
- An administrator assigns users to those entity groups to grant access.
- The user then sees only the patients, requisitions, orders, and results linked to the entities they have been given access to.
Laboratory Staff are not affected by entity permissions. Their permissions bypass entity-level checks entirely, giving them unrestricted access to all records in the system.
Examples
Lab technician processing all incoming specimens
Assign: Laboratory Staff
The technician needs unrestricted access to patients, requisitions, orders, and results across all facilities.
System administrator who also processes orders
Assign: Customer Administrator + Laboratory Staff
Customer Administrator does not grant operational access. Both groups are required for a user who configures the system and also works with patient data.
Front desk staff at a referring clinic
Assign: Partner Staff + entity group(s) for their facility
The user can manage patients, submit requisitions, and view results, but only for their clinic. They must also be added to the entity group for the facility they work at.
Physician checking their own patients' results
Assign: Results Viewer + entity group for the provider
Read-only access to results, scoped to that provider's records.
Regional sales manager overseeing a team
Assign: Sales Manager
Dashboard access showing commission and performance data for all representatives in their organization. The user must also be configured as a Representative with an associated sales organization.
Individual sales rep checking their own dashboard
Assign: Sales Representative
Dashboard access scoped to their own accounts and entities only.
Notes
- Entity-scoped groups (Partner Staff, Results Viewer) require that the user also be added to at least one entity group for a facility or provider. Without an entity assignment, the user will see no data.
- Customer Administrator does not grant access to patient, order, or result records. Users who need both administrative and operational access must hold Customer Administrator alongside an operational group.
- Billing Staff groups are customer-specific and may appear under a different name in the system.
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