Give access to the organisation’s staff to the Circle and control the level of access.

Secure Access rights are one of the most important features of; all data within the system is secure, and only accessible with the correct, manageable permissions. Staff members should be added into the Circles of clients they associate with, in order to keep information as up to date as possible, and record all events related to the client. It is another aspect of the collaborative nature of; if one team member misses something, it can be caught by another member, and the client will benefit. Let’s add another team member to a Circle.

Circle's access

Who can do what?

Access is managed within a Circle\’s Access menu. Note that it can only be changed by an Admin or Coordinator. Here, you can see the Access matrix, where you can see who has Access to what within this Circle.

Adding staff to circles

Step 1. Go to the Circle

The quickest way to go inside a Circle is to click on Circles on the top grey bar. If you don’t see the Circle on the list, search for it by name. If still you can’t find the circle on this list it means you are not part of that particular Circle, you need to ask the Admin to grant you access.

Step 2. Go to the Access screen

Click on Access on blue Circle’s menu at the top

Step 3. Add a new staff member

To add a new Staff Member to this Circle, enter their name or full email address into the search. If their account does not come up, check the email address again, or if they do not have a account, you will need to create one for them.

Select the Staff Memeber by clicking the Add button

Select staff member form

Step 4. Assigning roles to staff

You need to assign a Role in this Circle to the Staff Member. If they directly provide a service to the client (e.g. a nurse), they are a Provider. If they provide a service but do not need access to personal information (e.g. a gardener), they are an Aid. Coordinators have full access to everything in the Circle, and Admins only need basic access. For more information about roles on the Circle of Care go to Circles’s Roles.

Roles of Organisation staff in a Circle

The checkboxes in the matrix determine if a person with that particular Role has Access to the particular item. You can’t assign different Access levels to two different people with the same Role. Note that any changes made will appear on each person’s Home Screen, for the sake of transparency, and to prevent unauthorised changes from being undone and the perpetrator held accountable. You are welcome to make changes with the proper authority.

You’ve added in a new team member and learned about changing Access, that’s awesome! Well done.

Removing staff from circles

Removing a staff member is very simple, just follow the steps below,

Step 1. Go to the Circle

Step 2. Go to the Access screen

Step 3. Select the staff member

Click on the staff icon from the list.

Step 4. Remove member

On the Edit Membership/Role window click on Remove Member.

Roles of Organisation staff in a Circle