With Rota-Based Access Control, your carers are only able to view specific service user profiles and care records for as long as they need to.
Why use it?
Protect privacy: Carers only see information they need to do their job.
Keep data safe: Sensitive details stay hidden outside scheduled visit times.
Stay compliant: Helps you follow best practices for handling personal data.
Support big teams: Makes sure only the right carers see the right info at the right time.
How to find it:
In Care Office, go to:
Settings > Preferences > General
Then scroll down to App Privacy Settings.
You can choose from three access levels for the app:
1. See Everyone
In App Privacy Settings, select “Show All Service Users”
Carers can always see all service users and their care details in the app.
Best for: Providers who want everyone on the team to have full access.
2. Care Team Based
In App Privacy Settings, select “Show Only Assigned Service Users”
Turn off “Rota-Based Access”
Only the care team assigned to a service user can see their full care information anytime.
Other team members (not on the care team) can only see limited info (like name, visit title, location) in the schedule if they have a visit planned.
They cannot see profiles or detailed care information at any time.
Best for: Providers who want to schedule visits for non-care staff but limit their access.
3. Care Team Based + Temporary Visit Based
In App Privacy Settings, select “Show Only Assigned Service Users”
Turn on “Rota-Based Access”
Only assigned care team members can always see full care information.
Other team members can see full care info for non-care-team users only during a limited time:
From 24 hours before their scheduled visit, during the visit, until 24 hours after it ends.
Outside this time, non-care-team users appear in the schedule with limited details only (visit time, title, location), no full profile or care info.
Best for: Providers who want to control access based on visit times and keep full access for senior care staff.
How to Set Up Care Teams for Best Use
👉 When using Rota-based access, be sure to set up your Care Teams inside each Service User’s profile as explained below for the best results!
From the Care Office dashboard, click ‘Service Users’ in the top menu.
Choose the Service User you want to update.
Go to Profile > General Information > Edit Site Related Information.
Under Site Related Information:
Make sure “Assign to selected Care Team Members” is checked.
If it’s already checked, review and update the team assignments:
Keep team members who need full access to the service user’s care info listed as “Assigned Care Team”.
Remove team members who should have limited or no access.
Add Admins and Senior Carers who always need full access to the “Assigned Care Team”.
Make sure team members who should only see care info during visits are NOT in the “Assigned Care Team” group.
Use rota-based access for Carers through their scheduled visits. This means Carers can only see the service user’s care info during their assigned visit times and cannot access it outside those times.