Stations and operator sessions

A station in Usystems is a physical workstation (such as a computer at the front desk, registration window, or clinic counter) where clinical staff operate the system. Each station is assigned an operator — the person currently logged in to that workstation — and can be configured with session timeouts and access rules to ensure security and accountability.

Before you start

• You must have admin or setup permissions for your facility
• Identify the physical locations where you want to set up workstations (e.g., "Front Desk Computer 1", "Registration Window", "Pharmacy Counter")
• Have a list of staff members who will operate each station
• Understand that a station requires an active operator at all times — when an operator logs off, a new operator must log in before the station can be used

Steps

Creating a Station

1. Go to Settings → Stations and click New Station or similar create button. Open in Usystems

2. Enter a Station name that clearly identifies the physical location (e.g., "Front Desk 1", "OPD Registration", "Lab Counter").

3. Enter a unique Station code — a short identifier used internally by the system (e.g., "FD1", "OPDREG", "LAB01"). This code cannot be changed later.

4. Optionally enter the Physical location to help staff identify the workstation (e.g., "Building A, 2nd Floor", "Main Entrance").

5. Optionally add a Description with any notes about how this station should be used.

6. Set the Idle timeout — the number of minutes of inactivity after which the operator will be automatically logged out (default 15 minutes). This protects security when staff step away from their workstation.

7. Set the Absolute session cap — the maximum number of minutes an operator can remain logged in, regardless of activity (default 480 minutes / 8 hours). After this time, the operator must log back in.

8. Click Save to create the station.

Assigning Staff to a Station

1. On the station details page, find the Assigned Staff or Members section.

2. Click Add member and search for a staff member by name or username.

3. Select the staff member and choose their permissions:

   • Can enroll: allows them to register new devices for this station (for security / device pairing)
   • Can manage: allows them to edit station settings and add/remove other members

4. Click Save or Confirm to add them to the station.

5. Repeat for each staff member who should be able to operate this station.

Activating or Deactivating a Station

• Toggle the Active status on the station details page
• When a station is inactive, no operator can log in to it; existing sessions will be locked
• When you re-activate a station, staff can log in again

Operator Session Behavior

When an operator logs in to a station:

• A station session is created, which tracks the operator, login time, and activity
• If the operator is idle for the configured timeout (e.g., 15 minutes), they are automatically logged out
• If the operator reaches the absolute cap (e.g., 8 hours), they are automatically logged out regardless of activity
• All transactions and actions performed by that operator are recorded and linked to their user account for audit purposes

Tips & common mistakes

• Use descriptive station names and codes: avoid generic names like "Station 1" or "Computer A" — use location-based names so staff know which physical workstation to use
• Set realistic timeouts: if your staff make long calls or consult with colleagues, increase the idle timeout to avoid unexpected logouts; balance convenience with security
• Assign at least two staff members per station: this ensures coverage when one person is unavailable or on leave
• Active is not the same as occupied: an active station can be used, but it is not necessarily occupied right now. An inactive station cannot be used by anyone
• Audit trail is automatic: you do not need to manually track who used a station — every transaction is linked to the operator, so you can review history in reports