Groups allow users to restrict access to specific pieces of information in data forms or notes. It also allows sending information to a specific group through a Q-log or through setting up an appointment. In order for a user to create Group Notes, they also have to be added to the group that has permission to create a specific Group Note.


NOTE: Groups must be set up by your on-site System Administrator.



List of reasons for Groups and links (click on name) to their documentation:


Group Notes - same data (Group Session) for multiple clients
Calendar
  • Appointment - create an appointment for multiple users
  • Users - see multiple users appointments in single day and group view (columns)

    Restrict Access - access tags for clinical, therapy, HR, marketing, etc.

    More examples after Reports.

    Reports:


    User Groups (Sysadmin only): 

    Displays all users in groups. 

    • Show by group or user. 
    • This report displays: Username (first and last). 
    .


    For more documentation on reports, click HERE.




    • If you have a Q-log that only the Clinical team should be able to see, you can create a Clinical group and restrict that Q-log to that group. Only users in the clinical group will see the Q-log if displayed on the General log. The Q-log will show on the General log if logged to a contact’s page.
    • Data forms - you may be gathering HR information that should only be seen by the HR Manager and staff. The data form can be restricted to the HR group so confidential information such as salary is not distributed to the wrong group of people.
    • Group Notes - Groups allow users to only see the groups they are responsible for on the Sessions tab.
    • Notes - It is useful to be able to restrict notes to particular groups so that you can restrict Clinical notes to the clinical team or Admissions notes to the admissions team. That way your users only see necessary information or confidential information is only visible to the group of users who need to see that information. 
      • WARNING: By being too restrictive with groups, key information might be hidden or questions may be asked over and over. Consider this when restricting information. Only restrict information that is confidential and is needed by a small group.
    • Oftentimes companies will use groups when getting audited so auditors will only see the information that is needed. 
    • Group Notes use the same data in a Group Session for multiple clients.
    • Groups make creating Calendar Appointments for multiple users easy.