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User Access Control (UAC) lets you limit the visibility of restricted client profiles to specific user groups within your organisation. Where User group security controls what areas and functions a user group can access, UAC works client by client - marking a client profile as restricted so only authorised groups see it.
Users in the Administration group always have full access to all clients, including restricted ones.

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Restricting a client profile

1

Mark the client as restricted

  1. Go to the Client Profile
  2. Tick the Restricted Profile checkbox
This hides the client from all user groups except Administration.
2

Grant access to user groups

Only Administration users can configure access to restricted clients.
  1. Navigate to Settings → User Access Control
  2. Select the desired User Group from the left panel
  3. On the right panel, tick the clients that should be accessible to that group. To select all clients, toggle Select All Clients to Yes
  4. Click Save
The selected group now has access to the clients marked as accessible. Users still do not see any client marked as restricted unless access is explicitly granted.

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Visibility of restricted clients across the system

Restricted clients behave differently across modules. In some areas they are excluded entirely from lists and searches; in others they appear partially, shown as “Restricted Client” rather than by name. If a user cannot find a client that others can see, check whether the client is restricted and whether the user’s group has been granted access.

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User Access Control on incidents

The User Access Control option on the incident form lets you restrict an incident to specific user groups - making the incident sensitive so only authorised users, for example the Administration group, view it.

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The option isn’t visible

If a user does not see the User Access Control option when creating or editing an incident, their user group has the User Groups permission set to Hide. The UAC dropdown on incidents is directly tied to the User Groups option under the Settings section within User Group Security. To enable it:
  1. Log in to Visualcare with an admin account
  2. Click the Settings icon (top right) → User Group Security
  3. Select the relevant user group from the list, for example Care Coordinator
  4. Scroll to the Settings section within the permissions panel
  5. Set the User Groups permission:
  1. Click Save
Users in the updated group need to log out and log back in for the change to take effect.

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Using it

Once the permission is enabled, the User Access Control field on incidents shows the available user groups. Mark an incident as sensitive by assigning it to a specific user group - visibility of that incident is then restricted to members of that group only.
UAC also affects task visibility: if a user cannot view the client profile associated with a task, UAC restrictions on the client are the likely cause. See General troubleshooting.

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Running into issues?

See Login and access troubleshooting for common errors and fixes.

User group security

Configuring permissions for user groups in Visualcare

Incident settings and configuration

Restricting incident visibility and configuring incident behaviour