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How to See and Change Who Has Access to a Client (New Client Card)

Who has access lists every team member and whether they can see a client's record. Most access comes from the client's visibility setting (Who can see this client). From this list you can also give individual team members access to one client, or take that extra access away again.

IMPORTANT: Only admins can open Who has access. For everyone else the option is greyed out, and hovering over it shows Only admins can view who has access.

Step 1: Open Who Has Access

  1. Open the client card and click Actions at the top, above the client's details.
  2. Click Who has access.

The Actions menu on the client card with Who has access marked

Actions → Who has access

Step 2: Find a Team Member and Change Their Access

The window lists your team with their Staff name, Location and Access switch. The bottom of the window counts how many of them can see the client, for example 1 of 63 granted.

  1. Type in Search staff or location to find a team member.
  2. Switch their Access on to let them see this client. The confirmation Access granted to followed by their name appears. Switch it off to take that access away again (Access removed for followed by their name).

The Who has access window with the search box and one team member's Access switch turned on, and the granted count

Giving one team member access to an Owners Only client

The change is saved straight away. Click Close when you've finished.

Step 3: Understand Locked Switches

Some switches are on and can't be changed. These people can already see the client because of the client's visibility setting: for example the primary owner, staff at the client's location when it's set to This location only, or everyone when it's set to Public. Hovering over a locked switch shows Access is set by this client's visibility mode — change it in Permissions.

The Who has access window for a Public client, with every Access switch on and locked

A Public client: every switch is on and locked

To change who gets access this way, click the grid icon above the client's photo to open Visibility & ownership and choose a different option under Who can see this client. See How to Manage Client Visibility Settings (New Client Card).

TIP: To keep a client's record private but let one or two extra people in, set Who can see this client to Owners Only, then switch on just those team members here.

What's next?

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For more guides, browse the related articles below or use the search bar at the top of the page. You can also watch our video learning series, the Pabau Academy, or visit the Support page for additional help.