Consent and access

Consent and access decide which person information, Reports, Records, documents, and observations are available to each CareMap account. Seeing a person in one place does not automatically grant access to everything connected to that person.

How access is granted

CareMap combines several access paths:

• Your own account and Record. You can view and manage information that is about you.
• Contacts. An active contact can grant permissions from their contact profile.
• Guardian. A Guardian can receive broad delegated access when the contact is active and the required Guardian grant is effective.
• Care teams. Active care-team membership can make assigned clients and related Reports visible. Pending invitations do not grant access.
• Organization access. Organization Staff can see assigned clients and organization-scoped information allowed by their role.
• Consent records. Consent state can affect whether observation values, Report evidence, documents, and protected detail are shown or redacted.

CareMap checks access again when you open a page, export a Report, download a document, or use a saved view. Earlier access does not guarantee later visibility.

Set contact permissions

To control what an active contact can do with your data:

1. Open People.
2. Select Contacts and open the contact.
3. Select Permissions.
4. Choose the permissions you want to allow, then select Save permissions.

The contact permission dialog can include:

• View my Reports, including Report detail, evidence, exports, and Reports available for Aggregates.
• Create Reports about me, which also requires View my Reports so the contact can safely select you as the Report subject.
• Record Access, with None, View only, or Write. Write access can include adding, correcting, voiding, and linked Guide or Form entries.
• Guardian, when available. A Guardian can operate your workspace, Reports, Record, Notes, and schedules, but cannot manage your contacts, other Guardians, licenses, account, or whole workspace.

If the Guardian control says the Guardian is suspended, the contact connection or Guardian grant is not currently effective.

Understand consent states

Consent records can be active, missing, expired, or revoked. When active consent is required but not active, CareMap may show a notice and hide protected values instead of showing the underlying answer, observation, or evidence.

Common notices include:

• Subject consent is required before report and observation detail can be shown.
• Subject consent has expired, so report and observation detail is redacted.
• Subject consent has been revoked, so report and observation detail is redacted.
• Report evidence is visible through report access, which means that Report can show ordinary detail without separate active subject consent.

Consent status is not the same as relationship access. You may have permission to open a person or Report while protected detail remains unavailable, or you may have consent documentation without access to unrelated areas.

When access changes, current visibility changes too. Removing a contact, deactivating a care team, revoking Guardian access, changing Record Access, or losing active consent can hide data or make a Record private or read-only. Historical invitations, Reports, account records, and audit history are not erased just because access changes.

If something is missing or locked

1. Confirm you are signed in to the intended account and workspace.
2. Check whether the person is visible through People, a contact, Guardian relationship, care team, or organization assignment.
3. Read any notice on the Report, Record, document, or observation. It usually explains whether the issue is consent, a hidden subject, a stale saved view, or unavailable evidence.
4. Ask the person, Guardian, care-team manager, or organization manager who controls that relationship to review access.
5. If a consent document or status is wrong, ask an authorized administrator to correct or replace the consent record.

Only share protected care information through approved workflows. If you are not sure whether you should have access, pause and ask the person or organization responsible for that record.