Assign participants to a supporter from either side of the relationship: open the participant, Edit Profile & Settings, the Access tab, and pick team members under Assigned Supporters; or open the team member's Access tab and pick participants under Supported Participants. To give one supporter a whole caseload at once, use Batch Actions, then Assign Supporter on the participant list. An assignment matters for roles whose scope of support is Designated (the default supporter role): they see only the participants assigned to them. Roles with Full scope, including General Admins and Super Admins, see every participant without assignments.
Participants are labelled Clients, Students, Residents or Explorers depending on your account type, and the supporter role is called Mentor, Supporter or Support, so the buttons below read Assign Mentor, Supported Clients and so on.
Who can do this, and where
Web only.
The Assignments card on a participant's Access tab is shown to Super Admins, General Admins and admin-type custom roles. It is not available on family accounts.
Supported Participants on a team member's Access tab is available to anyone who can edit that team member: administrators, and roles with the Supporter or Administrator permission on the Team module. It only appears when the team member's role has Designated scope.
The Assign Supporter batch action needs the same Team edit permission and appears only when there is at least one other active team member to assign.
Assign supporters from a participant's profile
Open the participant's profile and select Edit Profile & Settings.
Open the Access tab.
Under Assignments, use Assigned Supporters to search for and choose team members. The list offers active team members in supporter and General Admin roles. Super Admins cannot be assigned here.
Select Save Changes. The page shows "Access settings saved successfully!".
Assign participants from a team member's profile
Open the team member's profile and select Edit Profile & Settings, then Access.
Under Web Access, find Supported Participants. It is only shown when the role's scope of support is Designated.
Search for participants, or pick a group to add every active participant in that group.
Select Save Changes.
You can also choose Supported Participants on the Add Team Member form when you first add a supporter.
Assign several participants at once
Open the participant list from the main navigation.
Select Batch Actions, then Assign Supporter.
Tick the participants, or use Select All (Select All on Page when the list is paginated).
Choose one or more team members in the Select supporters... box at the bottom. The button label changes to Assign Supporters when you pick more than one.
Select Assign Supporter. Equip confirms with "3 clients assigned to Jane Smith and Ana Ruiz." (in your account's participant term).
The batch action only adds assignments. It never removes existing ones, and participants who already had that supporter are left unchanged.
Limits and what the errors mean
Assignments control visibility, not permissions. What a supporter can do with an assigned participant comes from their role's module permissions.
Full scope ignores assignments. A role with Full scope of support sees all participants whether or not they are assigned. Assign them anyway if you want the Team Members list to show their caseload count.
Restricted scope ignores assignments too. A Restricted role sees only records shared with them directly. Change the role's scope to Designated if assignments should grant access.
Group membership and group lead status do not assign access. Being in a group, or a lead of it, gives no visibility of the group's participants. Assign the participants individually or pick the group in Supported Participants, which copies its current members.
Sensitive information stays gated. An assignment does not grant PHI or legal information; those come from the role's PHI and Legal settings.
Deactivated supporters keep their assignments so history stays intact. Reassign the participants to someone else when a supporter leaves.
The Team Members list shows the caseload. The Designated Participants column shows how many active participants are assigned to each Designated-scope supporter, or "All" for Full-scope roles.
FAQ
Does assigning a supporter add them to the participant's group?
No. Assignments and groups are separate. Groups are for chat and organisation; assignments decide which participants a Designated-scope supporter can see.
Does making someone a group lead give them access to every participant in the group?
No. Group lead only lets them manage messages in that group. If the lead's role has Designated scope, assign the participants to them, or pick the group under Supported Participants to add its current members.
Can I assign more than one supporter to the same participant?
Yes. Choose as many team members as you like under Assigned Supporters, or run the Assign Supporter batch action several times. Each supporter sees the participant.
Can I assign one supporter to many participants?
Yes. Open the team member's Access tab and add them under Supported Participants, choosing a group to add everyone in it, or use the Assign Supporter batch action on the participant list.
Why is Supported Participants missing on a team member's Access tab?
Their role's scope of support is Full or Restricted, so assignments would have no effect. Change the role's Scope of support to Designated under Account Settings, then Permissions, if you want assignments to control what they see.
Why can I not pick a Super Admin under Assigned Supporters?
That list offers supporter and General Admin roles only. Super Admins already see every participant, so they never need an assignment.
How do I remove a supporter from a participant?
Open the participant's Access tab, remove the person from Assigned Supporters and select Save Changes. Or open the supporter's Access tab and remove the participant from Supported Participants. The batch action cannot remove assignments.
Related
What is the difference between a supporter, a team member, and an administrator?
Setting RBAC Permissions in Equip
Introduction to Groups
Should I deactivate or delete a team member?