Permissions & Access ControlSecurity with Simplicity
Designed with security, confidentiality, and usability in mind—especially for churches and organizations with mixed levels of tech experience.
Role-Based Access Overview
Site Administrator
Full global access and control:
- Full global access across all teams and groups
- Complete oversight of care requests and notes
- User management and role assignment
- Default role for account creator
- Ability to assign other Site Administrators
Administrator Role
Enhanced access for team leaders:
- Administrators can modify their own content
- Administrators can delete their content and others
- Access to assigned group content
- User and group management capabilities
- Detailed reporting and oversight tools
Manager Role
Enhanced access for team leaders:
- Managers can modify and delete their own content
- Access to assigned group content
- User and group management capabilities
- Detailed reporting and oversight tools
User Access
Streamlined access for care team members:
- Dedicated login and simplified dashboard
- Access limited to assigned care requests and groups
- No visibility into global profiles, teams, or data
- Group-based restrictions apply to care notes and updates
- Ideal for pastoral care providers and ministry volunteers
Group-Based Segmentation
Independent operation for sensitive care areas:
- Separate groups for different care types
- Independent access for each care team
- Prevents cross-contamination of information
- Perfect for sensitive pastoral care
- Maintains appropriate circles of care
Volunteer Access
Secure token-based access:
- Single-use secure email links
- No login required for volunteers
- Links expire automatically
- Cannot be forwarded or reused
- Perfect for external helpers
How Permissions Work in Real-Life Scenarios
CareNote's permission system isn't just technical—it's pastoral. It's designed to reflect how care is actually delivered across multiple teams, each focused on specific needs. Here's how it plays out with real examples.
🏥 Hospital Visit – Visitation Team
Justin is admitted for kidney stones. The Hospital Visitation Team is assigned the case. They only see the hospitalization request and related notes. They can't view Justin's marital or financial needs, even though those are tracked in the same system.
💔 Marital Counseling – Pastoral Care Team
Justin's spouse reaches out for support. The Pastoral Care Team receives the care request and can only see that data. They can't access visitation or benevolence records unless they've been granted explicit group access.
💵 Financial Assistance – Benevolence Team
Justin applies for help with medical bills. The Benevolence Team sees the financial request and related notes but can't view hospitalization details or sensitive pastoral conversations.
Designed for Confidentiality
Built with accountability and security in mind
Our permission structure supports churches of all sizes—from single-pastor congregations to multi-team care ministries. Every action in CareNote is traceable, scoped to a specific role, and governed by group-level access. Whether you're coordinating meals, hospital visits, or counseling referrals, you can ensure your volunteers and staff only access what they need—and nothing more.
- All actions are logged and timestamped
- Administrators cannot bypass group restrictions
- Traceable user activity for accountability
- Customizable permission structure
- Advanced permission controls available
Need Total Oversight?
CareNote supports multiple Site Administrators for organizations that need global visibility and oversight. Perfect for IT teams and executive pastors who want peace of mind and control over permissions.
During onboarding, we'll help you define your permission structure and ensure security while maintaining ease of use. Contact us to learn how we can adapt CareNote to meet your specific needs.
Ready to transform your pastoral care?
Start your 14-day free trial or schedule a demo to see CareNote in action.