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Pensieve Labs
The operating system for hospitals
FRM-GL-509
v1.0.0 | 31 July 2026
Estimated completion time: 60 seconds. For hospitals that have reached the five-credential cap.
Why there is a cap. Five active credentials per hospital, enforced in the database. It is not a commercial limit and there is no charge to raise it. It exists so that the list of people who can read your workspace's documents stays a list somebody actually knows, and so that a departed employee's access is noticed.
POL-GL-500Section 1.3.You have two routes and both are quick. Replace a credential you no longer need: that is instant and needs no approval from
Pensieve Labs. Or ask for an additional one using this form.
| # | Field | Type | Required | Help text | Validation | Why it is needed |
|---|---|---|---|---|---|---|
| 1 | Hospital / workspace | prefilled | Yes | Prefilled from your credential | Read-only | Identifies the workspace the cap applies to |
| 2 | Requested by | prefilled | Yes | You must hold an active credential to submit this | Read-only | The request must come from inside the hospital, not from the new person |
| 3 | New user: full name | text | Yes | 2 to 100 characters | Access is granted to a person | |
| 4 | New user: work e-mail | Yes | Must be on the hospital's domain, or a domain you confirm belongs to the hospital group | Valid address | Domain determines whether auto-approval applies | |
| 5 | New user: role | select | Yes | Same list as FRM-GL-504 field 4 |
One value | Determines the documents surfaced |
| 6 | Route | radio | Yes | (a) Replace an existing credential (pick one below); (b) Request a sixth or further credential | One value | (a) is instant; (b) needs a decision |
| 7 | Credential to replace | select | Conditional | Required where route (a). Lists your five active credentials with the last access date | One value | The last-access date usually makes the choice obvious |
| 8 | Reason for an additional credential | textarea | Conditional | Required where route (b). One sentence is enough: for example, a second site, a separate finance reviewer, an external auditor engaged by you | ≤ 500 characters | It is the record of why the cap was raised, and it is what the quarterly access review reads |
| 9 | Duration needed | select | Yes | Permanent, Until a stated date | One value plus a date | A time-boxed credential is approved faster and expires without anybody having to remember |
| 10 | Authorised by | text | Yes | Name and designation of the person at the hospital authorising this | 2 to 150 characters | The hospital, not Pensieve Labs, decides who inside the hospital sees its documents |
Decision and service level.
| Route | Outcome | Timing |
|---|---|---|
| (a) Replace | Automatic. The replaced credential is revoked and NTC-GL-507 is sent to its holder |
Immediate |
| (b) Additional, time-boxed, on the hospital's own domain | Approved by the Trust Center admin | 4 business hours |
| (b) Additional, permanent, or on a domain outside the hospital's | Approved by the Founder | 1 Business Day |
| Refused | NTC-GL-506 with the ground and the alternative |
Same targets |
What raising the cap does not do. It does not change your Charges, does not require a Change Order, and
does not alter your Agreement. Every additional credential is reviewed at the next quarterly access review
(POL-GL-500 Section 4) and time-boxed credentials expire on their own.
External auditors and advisers. A credential for a person outside the hospital, such as an auditor, an
accreditation consultant, an IT adviser, is granted where the hospital authorises it in field 10, is
time-boxed by default, and is subject to NDA-GL-002. Pensieve Labs does not require a separate paper
NDA from the adviser.
| Topic | Document |
|---|---|
| Who gets access, refusal grounds, review and revocation | POL-GL-500 |
| Trust Center terms of use | POL-GL-052 |
| Privacy Policy | POL-GL-053 |
| Click-through mutual NDA | NDA-GL-002 |
| Approval, refusal, revocation and cap e-mails | NTC-GL-505 to NTC-GL-508 |
| What is logged about your use | POL-GL-503 |
| Watermarking | POL-GL-510 |
| Version | Date | Author | Summary |
|---|---|---|---|
| 1.0.0 | 31 July 2026 |
Trust Center Admin | First publication. Seven-field access request with a 40-second completion target, an explicit list of what is not asked for, and the four-business-hour decision target on its face; additional-credential form with an instant replace route, time-boxing by default, and hospital-side authorisation of every new credential. |