> ## Documentation Index
> Fetch the complete documentation index at: https://userguide.tesacloud.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Collaboration

> Invite team members to contribute data during a surgical procedure

# Collaboration

Invite OR assistants and team members to contribute notes, images, and measurements to an active procedure — even while you're gloved and operating.

## How It Works

A surgeon can invite collaborators to contribute data to an active procedure. Contributions are staged for review — the surgeon (or a delegated user) must approve each contribution before it becomes part of the case file.

There are two ways to add collaborators:

| Method                 | When to Use                                       |
| ---------------------- | ------------------------------------------------- |
| **Advance Assignment** | Assign team members when scheduling the operation |
| **Live QR / Code**     | Invite someone to join during the procedure       |

***

## Assigning Collaborators in Advance

When editing a scheduled operation, you can pre-assign collaborators from your organisation's sub-users.

<Steps>
  <Step title="Open Schedule Operation">
    Navigate to **Schedule Operation** from the dashboard or menu
  </Step>

  <Step title="Select an Existing Appointment">
    Choose an appointment to edit — the collaborators section appears for existing appointments
  </Step>

  <Step title="Add Collaborators">
    Click **Select Collaborators** to open the team member picker
  </Step>

  <Step title="Choose Team Members">
    Select one or more sub-users from your organisation, then click **Save**
  </Step>
</Steps>

<Tip>
  You can remove a collaborator at any time by clicking the **X** on their name chip. You'll be asked to confirm before removal.
</Tip>

***

## Joining During a Procedure

During an active operation, a collaborator can join using a 6-character activation code or QR code.

### Sharing the Code (Surgeon)

<Steps>
  <Step title="Start the Operation">
    Begin the procedure from the **Begin Operation** page
  </Step>

  <Step title="Open the QR Modal">
    Click the **QR code icon** in the app bar of the intraoperative page
  </Step>

  <Step title="Share with Collaborator">
    Show the QR code to the team member, or read out the 6-character code displayed below it
  </Step>
</Steps>

### Entering the Code (Collaborator)

<Steps>
  <Step title="Open Join Operation">
    Click **Join Operation** from the navigation menu (available on every page)
  </Step>

  <Step title="Enter the Code">
    Type the 6-character activation code (case-insensitive) or scan the QR code
  </Step>

  <Step title="Join">
    Click **Join Operation** — you'll be taken to the collaboration page for that procedure
  </Step>
</Steps>

<Note>
  The activation code is not case-sensitive. `ABC123` and `abc123` both work.
</Note>

***

## Contributing Data

Once joined, collaborators can submit the following types of data:

* **Notes** — Typed or voice-dictated surgical observations
* **Images** — Photos or uploaded files with captions
* **Tension Readings** — Ligament tension measurements
* **Tourniquet Time** — Start/end times or total minutes
* **Procedure Details** — Updates to procedure fields (e.g., graft type)

All contributions are submitted as **pending** and require surgeon approval.

***

## Reviewing Contributions (Sign-Off)

The surgeon reviews and approves contributions from the **Procedure Detail** page.

<Steps>
  <Step title="Open Procedure Details">
    Navigate to the procedure from **History** or the appointment
  </Step>

  <Step title="Go to the Contributions Tab">
    Select the **Contributions** tab to see pending items
  </Step>

  <Step title="Review Each Item">
    View the contribution details and choose **Approve** or **Reject**
  </Step>
</Steps>

* **Approved** contributions are added to the case file (notes, images, etc.)
* **Rejected** contributions are marked with a reason and excluded

<Tip>
  New contributions appear in real-time — no need to refresh the page.
</Tip>

***

## Delegating Approval

If you want a sub-user to approve contributions on your behalf, grant them the **Procedure Collaborator Auth** permission.

<Steps>
  <Step title="Go to Settings">
    Navigate to **Settings** → **Team Management**
  </Step>

  <Step title="Edit User Permissions">
    Select the sub-user and open their permissions
  </Step>

  <Step title="Enable Permission">
    Toggle on **Procedure Collaborator Auth**
  </Step>
</Steps>

***

## Session Expiry

* **Advance-assigned** collaborators have no time limit
* **QR/code-joined** collaborators have a **4-hour session** from the time they join
* Expired collaborators cannot submit new contributions but can still view their previous ones

<Warning>
  Once a collaborator's session expires, they must re-join using a new activation code if they need to continue contributing.
</Warning>