---
title: "Permissions for Engage: Assign and Control Access with Precision"
description: With Granular Permissions in Engage, you now have precise control over who can view and edit cases—separate from who’s assigned to do the work. This helps protect sensitive data, reduce permission errors, and support your team as it grows.
---

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# Permissions for Engage: Assign and Control Access with Precision

## Permissions in Engage allow you to have precise control over which users or teams can view and edit cases—separate from who’s assigned to do the work. This helps protect sensitive data, reduce permission errors, and support your team as it grows.

### **How It Works**

**Understanding Security in Engage**  
Your access in Engage depends on your **role**, your **team**, and the case’s **Access List**.

Your **role** defines what actions you can take in Engage (for example, viewing, editing, or assigning cases). You can be added to a case’s Access List directly, or as part of a **team** that’s been given access.

No matter how you’re added, Casebook uses your **role** to decide what you can see and do within that case helping ensure that each user only accesses the information they need.

### Understanding Access List vs. Assignment

In Casebook, **Access** and **Assignment** now serve two distinct purposes, giving you more control over who can see a record and who is responsible for working on it.

### 🔐 Access List = Who *Can See or Edit* the Record

The **Access List** determines who has permission to *view* or *make changes* to a case or report. This can include:

- Individual users
- Entire teams (e.g., Program A Staff, Supervisors)

Users on the Access List can open the record, read its contents, and make updates if they have edit rights.

> Think of this as the list of people allowed “into the room.”

---

### 👤 Assignment = Who *Owns the Work*

The **Assignee** is the person (or people) responsible for taking action on the record. They’ll:

- Appear as the point of contact or owner
- Receive notifications and tasks tied to the case
- Be tracked for accountability

> This is the person expected to *do* something with the case.

### ✅ Why Separate the Two?

Previously, assigning someone to a case automatically gave them access. Now, by separating these concepts, you can:

- Assign work without exposing the case to more users than necessary
- Grant supervisors access to oversee cases without changing assignees
- Limit visibility for sensitive records (e.g., by program or geography)

### 📌 Quick Example

| User | On Access List? | Assigned? | Can View? | Responsible? |
| --- | --- | --- | --- | --- |
| Maria (Caseworker) | ✅ | ✅ | ✅ | ✅ |
| Jamal (Supervisor) | ✅ (via Team) | ❌ | ✅ | ❌ |
| Riley (Other Team) | ❌ | ❌ | ❌ | ❌ |

 

### 👥 Managing Teams

**Teams** are groups of users that can be granted access together.

- Managed in the **Admin Panel → Teams tab**
- Use them to simplify access management
- Add or remove team members any time
- Teams currently apply to **Person Profiles** (support for Engage and Intake coming soon)

🔒 **Tip:** Create teams based on roles, departments, or programs for easier scaling.

### ⚙️ Bulk Access Updates

Need to change access for dozens (or hundreds) of profiles? Use **bulk actions** in the Person Workload View to:

- Filter records by team, program, or worker
- Select multiple profiles at once
- Add or remove users/teams in a single step

This saves time, reduces errors, and helps you stay organized.

### ⚠️ What You Need To Know

- Case **creators are no longer automatically assignees**, but they retain access.
- **Assignments don’t guarantee visibility**—users must also be in the access list.
- **Supervisors** inherit access to team cases automatically, helping them stay informed without overloading assignments.
- If you’re adding someone to an Access List that may not have access to the involved people, Casebook will ask you if you want your new additions to inherit access too - see our [article](https://gohub.casebook.net/knowledge/-inherited-people-access-for-assignees) about access inheritance for more information

#### Need Help?

Need help configuring teams, running a bulk update, or reviewing access? [Contact our Support Team](mailto:support@casebook.net) or speak with your Customer Success Manager; we’re here to help.

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