Open Participants
From the left navigation menu, go to People & Places.
Click Participants.
The Participants page will open.
Open the Participant Record
Use the Filter participants search field to find the participant.
Click the participant row to open their profile.
The participant record opens with two main tabs:
Profile
Access control
Click Access control.
Review Service Availability
The Service availability section controls where the participant appears across the platform.
If no service is selected, the participant may remain visible across all applicable areas.
If a service is selected, the participant is restricted to that selected service.
Available service option shown:
Invoicing
Use this setting when a participant should only be available for a specific service area.
Click Save after updating service availability.
Review Existing Access Rules
The Access control section shows the current rules for the participant.
Access rules can be used to allow or deny access for specific staff members or roles.
Each rule may include:
Target type
Staff member or role
Access action
Allow
Deny
Use this section to check who has been granted access and who has been restricted.
Add a New Access Rule
Click Add rule.
The Add access rule drawer will open.
Use this drawer to choose who the rule applies to and what access they should have.
Choose the Rule Target
In the Add access rule drawer, choose whether the rule applies to a:
Staff member
Role
Select Staff member when the rule should apply to one specific person.
Select Role when the rule should apply to all staff with that role.
Select Allow or Deny
Choose the access action for the rule.
Available options include:
Allow
Deny
Use Allow when the selected staff member or role should be able to view the participant.
Use Deny when the selected staff member or role should not be able to view the participant.
Important: Deny overrides Allow when both rules apply to the same staff member.
Save the Access Rule
After selecting the staff member or role and choosing the access action, click Save.
The rule will be added to the participant’s access control list.
Review the list to confirm the rule was added correctly.
Review Staff With Access
The Staff with access section shows staff who currently have access to the participant.
Use this section to review participant visibility.
You can:
Search staff using Filter staff
Click Filters to narrow the list
Review which staff can currently access the participant
Use Deny to restrict access for a specific staff member
The list reflects the current access rules, including unsaved edits.
Save and Check Visibility
After making changes, click Save where required.
Then review the participant record to confirm the access settings are correct.
If needed, ask affected staff to refresh their page and check whether the participant is visible.
Important Notes
Service availability controls where the participant appears in the platform.
Access control controls who can view the participant.
Allow gives access to a selected staff member or role.
Deny blocks access for a selected staff member or role.
Deny overrides Allow when both rules apply.
Leaving service availability empty may keep the participant available across all applicable areas.
Access changes may affect whether staff can see the participant in rosters, invoicing, reports, and related workflows.
Save changes after updating access settings.
Troubleshooting
If a participant does not appear in another area:
Open the participant record.
Go to the Access control tab.
Check Service availability.
Confirm the participant is active on the Profile tab.
Review any Deny rules that may hide the participant.
If a staff member cannot see a participant:
Check whether the staff member has been denied access.
Check whether the staff member’s role has been denied access.
Review any Allow rules that should apply.
Remember that Deny overrides Allow.
Ask the staff member to refresh the page after changes are saved.
If the wrong staff can view a participant:
Review the Access control rules.
Add a Deny rule for the staff member or role if needed.
Check whether an existing Allow rule is too broad.
Save the updated rules.
If service availability is not working as expected:
Check whether a service has been selected.
Remove selected services if the participant should be visible everywhere.
Select Invoicing only if the participant should be limited to invoicing-related use.
Save the changes and refresh the page.