- Go to External access and click + Give access.
- Enter their name, organisation, work email and the reason for access.
- Choose what they can see — Everything (read-only) or chosen areas — and whether they may download documents.
- Under Whose records?, leave Everyone in the areas above for an inspector. To give access to particular people, for example a social worker for one person or a commissioner reviewing certain carers, choose Only the people I choose and tick them.
- Choose when it starts and how long it lasts (up to 31 days).
- Click Create access. You'll get a private link and a 6-digit code — they're shown only once.
- Email them the link (a ready-made email is provided) and give them the code separately, for example by phone.
While they have access
- They sign in on your own branded page with their email and the code, and can read — never change — anything.
- Click Cancel access at any time to sign them out straight away, or Change end to extend it.
- Access record shows every visit: when, how long, and every page, record and document they opened. Download or print it as evidence.
Access to chosen people only
When you choose particular people, the professional only sees those people's records, in the areas you ticked. That covers their profile, care plan and documents, audits, training, contact logs, incidents, complaints, feedback and change history. Everyone else is hidden, including from searches, totals and the dashboard.
- Tick Also include the carers linked to the people supported I've chosen to add the carers who support that person in one go.
- Incidents follow the person supported. If you only choose carers, they see the incidents those carers were involved in.
- Staff meeting minutes, staff surveys and anonymous feedback are never included, because they're about the whole team.
- Their screen shows whose records they can see, and so does your access record.
Still stuck? Contact support or speak to your customer manager.