What Restricted Updates Do?
A Restricted Update is an update that is only visible to Organization Owner, Organization Admin, and Care Admin user roles (See User Roles & Permissions Overview). Everyone else will be automatically excluded. This lets you record private notes without needing to adjust global permissions or worry about sensitive information appearing where it shouldn’t.
Why Restricted Updates Are Important
Restricted Updates are especially useful for:
Sensitive pastoral care notes
Private follow-up conversations
Staff-only updates
HR-related observations
Any information that should not be viewed by your entire team
They help maintain confidentiality while still keeping essential team members informed.
How to Create a Restricted Update
Go to a person’s profile
Click Add Update
Enter your update as usual.
Toggle Restricted Update on
Only Organization Admins and Care Admins will be allowed to view it
Save the update
How Restricted Updates Appear
On the Person’s Profile: The update will show normally only for those who were granted access. Others will not see it listed at all. (See below what someone without access will see.
Authorized Person's Profile View:
Unauthorized Person's Profile View
In the Activity Feed: It appears as a normal update to authorized users. Unauthorized users will never see that an update exists.
Authorized User's Feed View:
Unauthorized User's Feed View:
(You will see the restricted update is missing)
In Reports: Restricted Updates only appear in generated reports for users who have permission to view them.
Authorized User's Reports View:
Unauthorized User's Reports View:
In the Early Bird Report: Restricted Updates do not appear unless the viewer is one of the authorized users.
Restricted Update Frequently Asked Questions
Will only the chosen people be able to see the update?
Yes. Restricted Updates are completely hidden from anyone except for users set to the Organization Owner, Organization Admin, or Care Admin Role. (See User Roles & Permissions Overview)
Will the person’s profile show that a Restricted Update exists?
No. If you don’t have permission, you won’t see the update at all. (See User Roles & Permissions Overview)
Does it show up in the Early Bird Report?
Only for users who were granted access. For everyone else, it is hidden.
Does it appear in generated PDF/print reports?
Yes, but only for users who have access to that update. If they don’t, it will be excluded.
Can I edit who has access later?
Yes. You can edit the update and adjust the authorized viewers at any time.
Below are the Only User Role and Permission Settings that can view or edit Restricted Updates (See User Roles & Permissions Overview)
