Understand how roles, scopes, caseloads, sensitivity and consent decide who sees a participant’s record, and how to check and change that access.
Before you begin
- Access to Settings → Users and roles to change roles.
- Assign coordinators to change caseloads.
How access is decided
Each permission (for example View participants or View risk flags) is granted at a scope: organisation, region, branch, house, caseload or own. Branch and region come from the participant’s branch, house from where they live, caseload from the staff assigned to them, and own from the shifts a worker is rostered on.
- Go to Settings → Users and roles and open the person’s role.
- Check which participant permissions the role holds and at what scope.
- Change the scope (for example from organisation to branch) to narrow what they see, then save.
Put a participant in someone’s caseload
- Open the participant and find Coordinator and team on the Overview tab. Select Assign.
- Choose the Role (Coordinator, Key worker, Team leader, Clinical lead or Intake officer), the Staff member and From date.
- Select Assign. A new primary coordinator replaces the current one from that date. Select End to remove someone.
- To move many participants at once, select them in People → All participants and use Reassign coordinator.
Coordinator and team card with the Assign a staff member modal open
Protect sensitive information
- Set document Sensitivity to Health or Restricted when uploading.
- Keep clinical detail in a risk flag’s Details (health information) rather than the alert text.
- Only staff with View restricted participant information see restricted fields and documents.
Use emergency access when safety depends on it
- If you hold break-glass access but not restricted access, select Emergency access in the record header.
- Enter Why you need access now (at least 10 characters) and select Open for 60 minutes. You’ll be asked to confirm it’s you.
- Your quality lead is told straight away, and the use appears in the audit log.
Control outside access
- Open the record’s Network tab to see Who has access outside your organisation and what each person can see.
- Select Remove to revoke access, or Request renewal when consent is ending.
- Withdraw a consent in the Consent register to stop sharing that depends on it straight away.
Tips
- Review Quality → Audit log for who viewed, changed or exported records.
- Exporting a record PDF needs a separate permission with two-step verification.
- Every external view and download is listed on the Network tab.
If something goes wrong
A worker can no longer see a participant they supported last month
Own-scope access follows rostered shifts within a window. Roster them, or give caseload or house scope if ongoing access is needed.
Open for 60 minutes stays greyed out
The reason must be at least 10 characters.
Emergency access isn’t shown
It only appears for people with break-glass permission who can’t already see restricted records.