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How to Make a Client File Private

There may be situations where a client record needs to be restricted from general access within your organisation (e.g., clients that are now staff members or their family members). Recordbase allows you to mark a client as private, ensuring only authorised users can view their record.

Before making a client file private

  1. Required permission

    • To make a client file private and to view private client records, you must have the Private People management permission.

    • This permission is not assigned by default. To request access, your organisation will need to contact the Recordbase Support Team.

  2. Privacy and governance considerations

    • Confirm with your organisation’s Privacy Officer or leadership team that restricting access is appropriate

    • Ensure the decision aligns with your organisation’s privacy policies and procedures

    • Be prepared to record a clear reason for audit and compliance purposes

  3. Whitelist requirement

    • A client must be added to at least one user’s whitelist before they can be made private

    • It is strongly recommended to add at least two users to the whitelist to ensure ongoing access

 

If only one user is assigned to a private client and that user becomes unavailable (for example, leaving the organisation), access to the record may be lost. Always assign at least two authorised users.

Step 1: Add the client to a user’s whitelist

  1. Go to Users and Roles

  2. Click Users

  3. Select the user who should have access to the private client

  4. In the whitelist section:

    • Search for the client (person)

    • Enter a Start Date

    • Enter a Reason for access

    • Click Save

Repeat these steps for each user who needs access to this private client file.

For more information, see Manage Whitelists (Allowlist Access).

Step 2: Make the client private

  1. Navigate to the client's Personal Details page

  2. Click Make private

What happens next?

If the client is on at least one whitelist

  • You will be prompted to confirm the action
  • You must enter a reason for making the client private

If the client is not on a whitelist

  • You will not be able to complete the action
  • Add the client to a whitelist, then try again

Confirm the client is private

Once a client has been made private:

  • A private badge will appear next to their name
  • Only users listed on the whitelist can access the record

View all private client files 

Users with the Private People management permission can view a list of all private client records in the organisation. This is useful for privacy oversight, auditing, or continuity of access.

To view all private client files:

  1. Go to Users and Roles
  2. Select Private People
  3. The Private People screen displays a list of all clients currently marked as private

Only users with the Private People management permission can access this area.

Make a private client public again

To restore access to all authorised users:

  1. Open the client’s record
  2. Go to Personal Details
  3. Click Make public

Best practices

  • Set up whitelist access before making a client private

  • Always assign at least two users

  • Provide clear and meaningful reasons for:

    • Whitelist access

    • Making a client private

  • Regularly review whitelist and private access to ensure it remains appropriate