How to configure who can create a Client record
Client records are created via the Dashboard menu, and newly provisioned installations are configured by default so only Staff with the 'Team Leader' privilege are able to add a Client record.
Historically this setting was not activated by default when installations were newly provisioned, meaning any Staff Member was able to add a Client record, regardless of privileges.
Many providers prefer to have this setting turned on, thereby restricting the number of people who can create a Client record. This helps to prevent the possibiliity of duplicate or blank Client records being created leading to bad data.
Services such as Support Coordination or Therapy services often require all Staff working in these Services to be able to create a Client record. However, it may not be appropriate for all Staff to be granted the Team Leader privilege due to the additional functionality this privilege grants. In these instances the 'Only Team Leaders can create Client Records' setting may be deactivated.
It is important to note, however, that this setting applies globally, and cannot be configured for individual Services only. Thereby when the settting is turned off, ALL Staff across the organisation will have the ability to add a Client record. Your organisation is best placed to determine the most appropriate configuration for this setting.
The information below steps through how to configure the 'Only Team Leaders can create Client Records' setting.
Privileges: Edit System Preferences
Audience: Authorised Representatives, Team Leaders
How to configure who can create a Client record?
The 'Only Team Leaders can create Client Records' setting is configured in the System Settings section on the Settings tab in System Preferences:
Only Staff with the 'Edit System Preferences' Staff Account privilege are able to access System Preferences and configure this setting.
When this setting is turned on, only Staff with the 'Team Leader' Staff Account privilege, either at the Site/Service level or the global 'Team Leader for ALL Services' privilege will see the + icon for Clients in the Dashboard menu and be able to add a Client record:
When this setting is activated, Staff without the 'Team Leader' privilege will not have visibility of the + icon for Clients on their Dashboard and will therefore not be able to add a Client record:
Unchecking the 'Only Team Leaders can create Client Records' setting will remove the Team Leader privilege requirement, allowing all Staff Members to create new Client Records.
Remember to select 'Save Preference Set' after configuring this setting, to save any updates: