Looking to manage which records users have access to in your Apricot database? Check out this video that walks you through how to edit a caseload.

Note: When assigning participants to other users’ caseloads, a standard user can only manage the records they themselves can see. If a user is assigned to a role with the Caseload permission turned on, they won't be able to assign any records to other users unless they themselves have those records in their Caseload.

In the Administrator view, expand the Access Control category of the navigation bar and select ‘Sites & Programs’.

Then, in the Account Management app, select Caseload Manager. Any Tier 1 Forms you’ve previously set up for Caseloads will appear here.

First, click on the form you’d like to manage record assignment for.

A list of users will appear on the next page. You can filter the staff results by searching their name or selecting programs in the dropdown field. Next, click the pencil icon to edit the records assigned to that caseload.

In the pop-up window, you can filter records by name or other Quick View input by using the search bar. The dropdown field also allows you to filter by program assignment.

Select the trashcan icon to remove records from the selected staff’s caseload, then click Save.

To transfer records to another user, select the Transfer tab.

In the dropdown field, you can select which user you would like to transfer the current staff’s caseload to. Then, all records that are eligible for transfer based on the selected user’s permissions and the record's program assignment will populate.

You can filter the results by name or other Quick View input by using the search bar. The dropdown field also allows you to filter by program assignment.

Check the box next to the records you’d like to transfer to the selected user, then click Transfer.

Finally, click Confirm to save your changes.