Manage Teams

Every matter has one or more team. The team, comprised of staff and clients, determines who can see which notes, documents, events and tasks within the case.

How teams work

A team is the access boundary inside a case. Content shared with a team is visible only to that team's members. A case can have multiple teams (e.g., a child's team and a parent's team), and a staff member can be on more than one at once, seeing content from any of them.

Access levels

Each person on a team is either a:

• Manager (full control, including managing membership)

• Member (standard access)

• Support (limited access).

• Clients and participants are always Member or Support — never Manager.

What each member sees (set by each item's visibility):

• My Team — everyone on the team, including any client on it.
• Professionals Only — staff on the team, but not the client.
• Joint Record — everyone on the case, across all teams.
• Private — creator only.

Adding people

Staff must be assigned to the case before they can be placed on a team — the two are separate steps. Adding a client to a team is a deliberate visibility decision: if they have a portal login, they'll immediately see that team's My Team content (but never Professionals Only).

Removing people: Removing someone end-dates their membership rather than deleting it — they stop seeing new team content, but content they created and the record of their membership are preserved.

⚠️ Three layers are needed for full access: org membership, case assignment and team membership. Being assigned to a case isn't enough to see team-scoped content.

Trouble? Contact your case worker or email support@getsunlight.org.