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User group security lets you restrict access to different parts of Visualcare based on the type of user. You create user groups, set the permission levels for each group, then assign users to the appropriate group.

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Opening user group security

Navigate to the cog icon in the top menu bar and select User Group Security.

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Creating a user group

Click Add User Group, enter a name for the group (for example, “Scheduler”, “Finance Officer”, or “Read Only”), and click Save. The new group appears in the left-hand panel.

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Setting permissions

1

Select the group

Click the group name in the left-hand panel.
2

Expand a permission category

Click the category label to expand the section and see the individual permissions.
3

Set the permission level

For each permission, select the level that suits the group. The main options are:
4

Save

Click Save to apply the permission changes.

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Common permission questions

Each user can be assigned to one user group only. If a user needs access from two groups, create a new group with the combined permissions and assign them to it.
Found under Clients. Lets users delete client notes and progress notes, using the Delete column added through the Column Chooser on the notes table.
Lets users delete timesheets. Deleting a timesheet also permanently deletes its linked travel and shift notes.
Controls access to SAH claiming. By default only the Administration user group has access. Turn it on for any other group that needs to claim.
Deleting website enquiries in the CRM
There is no permission to hide Rapid Rostering button but the Client Roster permissions will apply e.g. Show, Read only, Edit, Hide. Permission Edit only allows the user to edit existing shifts, not create new shifts.
Most menu options under maintenance can be shown, hidden or read only. Vehicles are not included.
This can be configured under Settings, Rostering tab

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Assigning users to a group

Once your groups and permissions are set up, assign each user to a group in their user profile. See Creating users for details on editing a user’s assigned group.

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Note editing permissions

Note editing for the Administration user group is set to No by default across all user groups. This is intentional and applies to task notes as well.
Changing the note editing permission for the Administration group is a back-end change. Contact the Visualcare support team to update this setting.

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Troubleshooting permission issues

If a user reports that a page or feature is not loading correctly (for example, the Location Roster showing “Loading Carer…” indefinitely), the cause is usually insufficient permissions in their user group. The drop-down cannot load worker data if the group lacks the required access.
If a user selects from a popup while a drop-down is still loading due to a permissions issue, it can create duplicate shifts. Fix the user group permissions before the user retries the action.
To resolve permission-related loading issues:
  1. Open User Group Security and select the affected user’s group
  2. Check that the relevant permissions (for example, worker data, rostering) are set to Show or Edit
  3. Save the changes and ask the user to refresh and try again

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Running into issues?

See Troubleshooting login issues for session and access problems.

Creating users

Set up new user accounts and assign groups

User access control

Overview of access control in Visualcare