Access to confidential records can be granted or denied by using Access controls. Access controls can be applied to client records as well as session records for both Groups and Whānau.
Organisations can have default access control rules set in Administration. Learn more about setting up and utilising Access control here.
Adding access rules to a client or session record
Navigate to the client record you wish to update or create a new client record
Click Edit access and add a team or individual user
Select whether you are granting or denying access, then click Add access rule to save
Continue to search for and assign rules for teams or users as necessary
When finished click Close
Note: If you don’t see “Edit access” your user may not be included in a Role that has this privilege. Discuss this with your Administrator.
Adding access rules to a session record
Similar to adding access rules to client records, you can grant or deny access to session records within both Groups and Whānau.
Navigate to the session record you wish to update or create a new session record
Click Edit access and add a team or individual user
Select whether you are granted or denying access, then click Add access rule to save
Continue to search for and assign rules for teams or users as required
When finished click Close
Note: If you don’t see “Edit access” your user may not be included in a Role that has this privilege. Discuss this with your Administrator.
Override access
Users may have the ability to access records they have not distinctly been denied access to. Their Role must have the privilege assigned to be able to override access.
To Override access to a restricted record
Navigate to the restricted record you need to access
Click Override access
Enter a reason for accessing the record then click Unlock
This will provide fifteen minutes of access to this client’s records
Note: If a specific user has been denied access to a record they cannot use override access.
All overrides are logged with the relevant details, including: who overrode access; when they did so; which client the user was accessing, and; the reason the user provided to override access. This log can be accessed by navigating to Client records with the Switcher and selecting Access overrides from the menu.