🔐 What is “Limited Access”?

Limited Access is a permission setting for Team Member accounts in CareApp. It allows staff to view and interact only with the specific customers/residents they support, rather than having access to every profile at the site.

👥 Ideal for:

• Volunteers
• External contractors (e.g. physiotherapists, hairdressers)
• Visiting clinicians or allied health professionals

🔍 What Limited Access Team Members Can Do:

• View only the customers/residents they’ve been assigned to
• Post updates, photos, videos, notices, and wellbeing checks for their assigned profiles
  → These follow the usual approval process and require coordinator approval before families can view them
• See noticeboard posts shared with the Team Member role
• Read and respond to comments on their assigned profiles
• Receive notifications relevant to their assigned customers only

🚫 What They Can’t Do:

• View any profiles they aren’t directly assigned to
• Manage or edit customer profiles
• Manage or invite family or team member accounts
• Approve or delete content they didn’t create
• View content (e.g. notices) not shared with the Team Member role

📝 In short:
Limited Access users have the same posting ability as regular team members — but are restricted to only the customers they’re assigned to and have no site-wide management permissions.

🛠️ How to Set Up Limited Access

🆕 If the team member doesn’t already have an account:

1. Go to the Members tab
2. Click Invite Staff
3. Enter their email address
4. Select the Team Member role
5. Make sure ‘Full access to all customers’ is switched OFF
6. Click Select People and choose the customer profiles they should be connected to
7. Click Send Invitation

➡ Once they accept the invite and create their account, they’ll only be connected to the customers you selected.

👤 If the team member already has an account:

To check or adjust who they’re connected to:

1. Go to the Members tab
2. Find their name and click to open their account
3. Review their assigned customers
4. To remove a connection: click the three dots next to the customer and select Remove
5. To add new connections:
6. Go to the relevant Customer Profile
7. Click Community > Add to Community
8. Start typing the team member’s name and select them from the list

📌 You can update or change access at any time.

👀 What They See in CareApp

When logging in, Limited Access team members will only see:

• The customer profiles they’re assigned to
• Posts, notices, and comments related to those customers
• Noticeboard content shared with the Team Member role

Their experience is focused, streamlined, and privacy-safe.

💬 Need Help?

Not sure whether someone should have Limited or Full Access?
Reach out to your Site Manager or contact the CareApp support team at hello@careapp.com.au — we're here to help!