Accounts and person records

A CareMap account is the sign-in identity for one user. A person record is the care profile, Record, and history CareMap keeps about someone receiving or supporting care. They often connect to each other, but they are not the same thing.

Know the difference

An account controls sign-in and account-owned settings. It includes the email address, display name, profile image, account profile fields, active sessions, contacts, and permissions the account owner grants to other accounts.

A person record is information about a person in CareMap. It can include profile details, status, Record values, documents and signatures, observations, care tasks, goals, assigned Guides, Reports, and Forms that are About that person. A person record can belong to the signed-in account, represent a contact's record, or represent a client or other person who does not sign in to CareMap.

Where you see each one

• Use your account profile to manage your own display name, date of birth, and profile image. Your email and email verification state are shown as account identity details.
• Open People > Contacts to see other CareMap accounts connected to yours. A contact profile can show Profile, Record, and Certificates when those sections are available.
• Open a person or client in People to see their Profile, Record, and Care records. The profile can also show care-team or organization relationship details.
• In Reports, About identifies the person or account the Report concerns. Recorded by identifies the account that completed the work.

How access affects visibility

Seeing a person, contact, or Report name does not grant access to every related record. CareMap checks the current relationship each time protected information is opened.

Access can come from your own account, an active contact relationship, contact permissions, Guardian authority, a care-team assignment, organization access, or an active consent record. Contact permissions can include View my Reports, Create Reports about me, and Record Access set to None, View only, or Write.

If a contact has not granted Record access, their Record appears private. View only access lets you read available Record entries without editing them. Write access can allow adding, correcting, voiding, and linked Guide or Form entries, when the rest of your access still permits it.

Archived clients and inactive relationships are usually removed from active workflows, but historical Reports, invitations, account records, and audit history remain available where current access allows.

If the wrong person or account appears

• Confirm you are signed in to the intended account and workspace.
• If a contact is missing, check whether the invitation was accepted, the contact is active, and your search is clear.
• If a client or person record is missing, check the active care-team or organization assignment and whether the record was archived.
• If a Record, document, observation, or Report is locked, ask the person, Guardian, care-team manager, or organization manager who controls that relationship to review permissions and consent.
• If a Report is about the wrong person, change About before completing the Guide or Form. Completed Report attribution is part of the historical record and should be corrected through the Report workflow, such as voiding and rerecording when that is available.