Access and permissions in Care

What you can see and do in Care depends on four layers. All four must allow it. When something is missing, go through them in this order.

Layer 1: modules and features

An administrator switches these on for the whole organisation. If one is off, its menu items and profile sections do not appear for anyone.

Module or feature	What it switches on
Care (needs Party, Person, Organization and Employee)	All of Care
Care feature Child care	Leaving care page and alerts
Care feature Elderly care	Falls register and the Later life section
Care feature Education	The Education section
Care feature Family tracing	Tracing cases
Care feature Caseload scoping	Restricts staff to people they are assigned to (see layer 4)
Care Health	Health record
Care Health feature MAR	Medicines and the Medication round
Charity with feature Sponsorship	Sponsorships of beneficiaries

Example: the Leaving care menu item is missing for everyone at Sunrise. James asks the administrator to switch on the Child care feature of Care.

Layer 2: permissions

Permissions are grouped into roles, and roles are given to users. The ADMIN role holds every Care permission except the sensitive ones, which must be given to named people on purpose.

Everyday permissions

Work	Permission to view	Permission to change
Programmes	care.programme.view	care.programme.manage
Facilities, locations and beds	care.facility.view; bed board care.census.view	care.facility.manage
Referrals	care.referral.view	care.referral.manage
Beneficiaries	care.beneficiary.view	register care.beneficiary.create; edit care.beneficiary.update
Admissions, transfers, discharges, enrolments	care.beneficiary.view	care.admission.manage
Bed moves		care.placement.manage
Absences		care.absence.manage
Keyworker and team		care.assignment.manage
Case notes	care.note.view	write care.note.create; correct anyone's note care.note.amend.any
Visits		care.visit.manage
Legal authority and consent	care.legal.view	authority care.legal.manage; consent care.consent.manage
Contact arrangements and households	care.family.view	care.family.manage; tracing care.tracing.manage
Documents	care.document.view	care.document.manage
Incidents	care.incident.view	report care.incident.report; review and close care.incident.manage
Safeguarding concerns		raise care.safeguarding.raise
Assessments	care.assessment.view	care.assessment.manage; templates care.assessment.template.manage
Care plans	care.careplan.view	write care.careplan.manage; approve care.careplan.approve
Education	care.education.view	care.education.manage
Dashboard and reports	care.report.view
Sponsor update approval		care.sponsorship.update.approve
Health	see Care Health

Sensitive permissions (never given by ADMIN)

Permission	What it unlocks
care.beneficiary.view.all	See every beneficiary in your facilities, even when caseload scoping is on
care.beneficiary.protected.view	See Protected records in lists and searches
care.beneficiary.special.view	See religion and ethnicity in Origin and background
care.casework.confidential.view	Confidential notes, documents, legal order details, tracing locations
care.safeguarding.view	Safeguarding incidents, concerns and notes
care.safeguarding.manage	Decide safeguarding concerns
care.health.view	The health record and medicines
care.breakglass	Emergency access to a record you cannot normally see
care.audit.view	Who viewed this record, and the Emergency access review
care.retention.view, care.retention.manage	Retention policies, legal holds and anonymisation

Example: Sara (keyworker) has the ADMIN role, but cannot see Maya's Health record section. That's expected: care.health.view is sensitive. If Sara's job needs it, the administrator adds a role that includes it.

After your permissions change

Sign out and sign in again. Your menu and buttons are worked out when you sign in.

Layer 3: facility access

Each facility is a business unit, and access is granted per business unit, per user. Access to a parent unit does not carry down to its children, and creating a unit gives nobody access.

Grant on	Result
Sunrise North House only	Sara sees North House residents, beds, incidents and figures, but none from Elm Lodge.
Both homes	James sees both. The dashboard and reports add the two together.
Sunrise Care Trust (the parent) only	Nothing in either home.

Granting access: a user with administrator rights over users (for example a super administrator) opens Admin panel → User business unit access, chooses the user, ticks the homes, chooses Allowed and saves.

Administrators are hidden from that list

Accounts holding the ADMIN role only appear for users with admin.view, and only users with admin.update can change them. An ordinary administrator cannot change their own access or another administrator's. Ask a super administrator.

Typical symptoms of missing facility access:

• "Access denied. The required permission or capability is unavailable" when you save something in that home, such as Add facility;
• the home is missing from the Facility drop-downs;
• the person does not appear in Beneficiaries.

Layer 4: rules on the record

Rule	Who is affected	Example
Caseload scoping (when switched on)	Staff without care.beneficiary.view.all see only people with an open assignment to them.	Sara sees Maya (her keyworker case) but not Daniel.
Protected sensitivity	Never appears in lists or searches without care.beneficiary.protected.view.	A child placed for their protection is hidden from the general list.
Safeguarding records	Safeguarding incidents and concerns need care.safeguarding.view.	Priya sees the allegation; Sara does not.
Named staff	Staff named on an allegation as Staff involved or Alleged perpetrator never see it.	A carer accused of rough handling cannot open that incident.
Confidential details	Needs care.casework.confidential.view.	Court order references show Restricted.
Health	Needs care.health.view.	The Health record section is hidden.

Restricted means "you are not allowed to see this". It never means "there is nothing here". Do not create a second record because you cannot see the first.

Emergency (break-glass) access

When someone must see a record they normally cannot, for example at night when a resident is taken to hospital, a user holding care.breakglass can open that one record for 60 minutes. They must give a reason of at least 20 characters. Every use is logged and reviewed. See Emergency access.

Quick checklist: "I can't see …"

You can't see	Check
Care in the application menu	Layer 1: the Care module and its required modules.
A menu item, such as Leaving care	Layer 1 feature, then the view permission for it.
A button, such as Admit	Layer 2: the change permission (care.admission.manage).
A home in a drop-down	Layer 3: facility access for that home, and that the business unit type is Care facility.
A person	Layer 3 (their home), then layer 4 (caseload, protected).
A section shows Restricted	Layer 4: the sensitive permission for that section.