Manage Access with Teams

Managing permissions user by user can be time-consuming, especially when your organization is growing. With Teams, you can group users together and assign access in a few simple steps.

This Feature is currently in BETA

Create and Manage Teams

Admins can now create user groups directly from the  Admin panel.

• Go to Users and Teams and select the Teams tab.
• Use the floating + button to create a new team.
• Give your team a name and add members using the user lookup field.
• Edit or delete teams at any time.

2. Assign Team Access on Person Profiles

In the Person Profile access modal, you’ll now see teams alongside individual users when managing access.

• Teams appear in the same lookup field used for assigning users.
• Adding a team gives access to all its members.
• Removing a team removes access for those members, unless they’re also assigned individually.
  

3. Bulk Access Updates from the Workload View

Users can now update access for multiple person profiles at once.

How it works:

1. Open the Person Workload View
2. Select profiles manually or use filters to find matching records
3. Click Update Access to open a new bulk edit modal
4. Choose one of the following actions:
   • Add to existing – Add users or teams without removing existing access
   • Replace all with – Replace all access with new users and/or teams
   • Clear Field – Removes all access.

• • Remove access – Remove specified users or teams

Frequently Asked Questions

What are Teams?
Teams are basic groups of users that help admins manage access more efficiently. They aren’t tied to user roles or job titles—just a flexible way to assign permissions to multiple users at once.

Can I manage permissions for an entire team?
Yes. You can now assign or update access for a whole team, instead of doing it one user at a time.

Where can I use Teams right now?
Currently, Teams can only be used to manage access on Person Profiles. Support for other areas like Cases, Intakes, or Providers will come in future updates.

What is a bulk access update?
Bulk access updates let you select multiple Person Profiles at once and assign or change access for all of them together. You can use this in the Person Workload View (WLV).

Do bulk updates apply to my whole organization?
No. Bulk updates only affect the profiles you’ve selected or filtered on the current page in the Workload View.

Can anyone create and assign teams?

Any user can add a team to the access list of a person’s profile, but only users with the appropriate permissions can create new teams.

Do Teams replace roles or user permissions?
No. Teams are just a way to group users. They don’t replace existing roles or change what users are allowed to do in the system.

Best Practices

Here are a few tips to get the most out of this new feature:

• Use Filters Wisely: In Workload View, apply filters to target the exact set of profiles you want to update.
• Build Logical Teams: Create teams based on function or department (like “Intake Staff” or “Supervisors”) to simplify future assignments.
• Streamline Onboarding: Add new users to an existing team to instantly grant them the right access—no need for manual assignments.
• Audit Regularly: Check your teams periodically to ensure the right people still have access and remove users who’ve changed roles.

Need help?

Our support team is here at support@casebook.net.