How to Manage Client Access Settings

Access Settings in Pabau allow clinics to protect sensitive client information while enabling collaboration where needed. With this feature, admins can manage individual or multiple client records, assign primary and secondary owners, and set access levels for your team efficiently.

Step 1: Navigate to Team 

Start by logging into your Pabau account using your login credentials. Then, navigate to Team, located in the left side-bar menu.

Step 2: Switch to the Visibility Tab 

Once you're on the Team page, switch to the Visibility tab located at the top row. Then, navigate to the "Bulk Manage" button on the top right corner. 

Step 3: Configure Access Settings

The Access Settings table is your central hub for managing who can view and edit client records. It supports updates for individual clients as well as multiple clients at once.

Search and Filters

Use the search bar or filters at the top to quickly find specific clients or staff members. This helps you focus only on the records you need.

Selecting Clients

The first column lists all client names with checkboxes. Click the top checkbox to select all clients, or select multiple clients individually. Once selected, you can update their ownership and access settings at the same time using ''Bulk Manage''.

Primary Owner

The Primary Owner column lets you assign the main owner of a client record. This person has full control over the client’s information. The assigned owner is displayed next to the client name for easy reference.

Access Overview

The Who Has Access column shows which staff members can view the client record. Hover over the icon to see a tooltip explaining access rights and why access is granted (e.g., appointment-based, ownership, default team, or location rules).

Access Levels

The Access column displays the client’s current visibility. Click the grid icon to choose between:

• Public – all team members can access

• Owners Only – primary and secondary owners only

• Team – follows team visibility rules

• Anyone with appointment – access granted by scheduled appointments

• Location – access limited to staff associated with the client’s location

Individual Staff Access

Each staff member has a column showing their role and access level:

• Primary Owner (Blue) – full control

• Secondary Owner (Green) – shared control

• Override Permission (Gold) – special access outside normal rules

• No Current Role (Red) – cannot view the record

Bulk Manage

Once you have selected one or multiple clients using the checkboxes, click Bulk Manage to apply changes across all selected records at once.

Within Bulk Manage, you can perform the following actions:

Transfer Primary Owner

Use this option to reassign the primary owner for all selected clients in a single action. The newly assigned primary owner will have full control over those client records moving forward.

Assign Secondary Owners

This allows you to add secondary owners to multiple client records at the same time. Secondary owners have shared access and responsibility for managing the client, making this useful for collaborative workflows.

Client Access

This option lets you update the access level for all selected clients simultaneously. You can adjust visibility settings to ensure the appropriate team members can view or manage the records based on your clinic’s access rules.

All updates are applied instantly and saved automatically.

By following these steps, you can efficiently manage client ownership and access across your team.

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