Tenant preferences are Access Care Planning settings that can be configured depending on how you want your system to be, such as what branch administrators can view and how early and late calls can be logged into. They are broken down into five sections depending on what part of the system you need to configure.

Locate tenant preferences

To find tenant preferences, follow these simple steps:

Click the three-line menu.
Click Configuration, then click Tenant.
Click Preferences.

App preferences

App preferences are settings on the Access Care Planning app.

Setting	Description	Example
End Task Window (minutes)	This allows you to set a time limit for the carer to book off a second time.	A carer finishes a visit but stays longer due to an incident.
Show Visit Notes	If enabled gives you the option to complete visit notes.	Shows a notes box for carers to write a visit note.
Visit Note Required	Makes visit notes mandatory or optional.	If enabled, carers must write a note after each visit before logging out.
Auto Download Visit Cases	Automatically downloads case files for scheduled visits.	A carer sees the service user's file before arriving.
Show Select Workplan When Starting Visit	Allows users to choose a care plan during ad-hoc or unscheduled visits.	A carer selects a bed time support plan for an unscheduled visit.
Auto Download Case Retention Policy (hours)	Sets how long auto-downloaded cases remain on the device.	Case files are removed from the device after 24 hours.
How far in advance should cases linked to visits be downloaded? (minutes)	Determines how far in advance visit-linked cases are downloaded.	Case files are downloaded 360 minutes (6hours) before the visit.
How far in advance should visits be allowed to start? (minutes)	Defines how early a visit can be started before its scheduled time.	A visit scheduled for 3 PM can be started at 2:30 PM.
How Late Can a Visit be Started After the Visit Start Time? (minutes)	Sets how late a visit can be started after its scheduled time.	A visit can be started up to 60 minuets late.
How Long Before The Planned End Time Can A Visit Be Ended? (minutes)	Prevents visits from being ended too early.	A visit can’t be ended more than 30 minutes early.
How Long After The Planned End Time Can A Visit Be Ended? (minutes)	Limits how long after the scheduled end time a visit can be ended.	A visit can be ended up to 2 hours late.
Select Visit Verification Method	Defines what evidence is needed to start a visit. Multiple options can be enabled.	GPS and QR code verification are both required to start a visit.
Case Follow Limit	Limits the number of cases that can be downloaded to a device at once.	Restricting downloads to five cases per device.
Download Images	Automatically downloads images within forms, such as signatures or photos.	A signed consent form is instantly available offline.
Submitted forms retained by device limit	Limits how many submitted forms are stored locally per type.	Only the five most recent submitted forms for each section are kept on the device.
Show form overview	Displays custom columns when associating forms.	A form shows Risk Level and Date Last Updated columns.
Show Case News on Mobile App?	Displays a list of past activities and visits for service users.	Carers can view a timeline of previous visits and notes.
Allow unscheduled visits?	Enables users to start visits not pre-planned in the system.	A carer begins a visit due to an emergency call.
Hide Cases Tab For Carers	Removes the cases tab for users with the Carer role.	Carers can only view the visit tab, allowing them to view the case file for the visits only.
Hide Visits Option on Mobile App?	Removes the visits tab for all users.	Used in residential settings where visits aren’t tracked.
Hide 'All Activities' Tab on the Mobile app.	Hides the activities tab on the mobile app.	Carers won't see all activities only the ones on the visits.
Device Auto-Sync Time	Sets how often devices sync with the system.	Devices sync every 2 hours.
Enable Employee Portal Link	Allows access to the Access People Planner Employee Portal via the app.	Carers receive shift offers via push notifications.
Show Other Carer Phone Numbers in Multi-handed Visits?	Displays contact info of other carers in joint visits.	A carer sees their colleague’s number for coordination.
Enable Access Assured Mobile Integration	When enabled, it allows you to link with with Access Assure	You can see data coming from Access Assure In Access Care Planning.
App Upgrade Policy	Allows the app to update when a new version is released.	A message prompts the carer to update the app.
Allow 'Visit Notes' outside of visit times?	If enabled, allows carers to complete visits outside of the visit time.	A visit has run over and the carer needs to write the notes after the visit has ended.

Web Console preferences

Web console preferences are the configuration for the Access Care Planning web console.

Setting	Description
Enforce Two Factor Authentication	Sends a one-time password to a designated phone number each time a user logs into the web desktop console. This is a System Administrator preference and must be requested to enable.
Enable Care Plans	Allows the creation of care plans and activity schedules within the system. This is a System Administrator preference and cannot be changed by tenant administrators.
Alert & Notification Service Status	Should not be enabled in integrated systems, as alerts are managed externally via Access Care Rostering. This is a System Administrator preference.
Can Workplans be editable	Allows manual creation and deletion of care plans/activity schedules. This is a System Administrator preference and cannot be changed.
Show Email Field In Print Section	Enables the option to send emails directly from the print section of a client’s file, with PDFs attached by default.
Automatic Logout After X Minutes of Inactivity	Sets a time limit for automatic logout after inactivity. Users must re-enter credentials once the threshold is reached.
Allow Activity Definition Creation in Care Plans	Allows custom activities to be added to care plans, even if they’re not part of the standard activity list.
Allow Ad-Hoc Activity Completion	Enables tenant administrators to create a virtual list of activities that carers can log during visits, even if not pre-planned.
Show Fluid Report	Enables access to the fluid balance report under the Other Reports section. It compiles data for service users with logged fluid activities.
Enable Activity Custom Time Schedules	Allows specific time banding for activities or medications within care plans, rather than defaulting to the plan’s start and end times.
Set 'Dispense Form' mandatory	Add where the medication is being dispensed from. For example original packaging or blister pack.
Set 'Medication Level' mandatory	Add a medication level to allow different activity codes to be selected depending on the medication, such as, refused, prompted, or administered.
Enable Data Health Check	Enabling it helps to reduce mismatches in syncs and prevents missed visits. Prompt the carer to sync their devices as there have been new changes that have not been synced. If not synced, it shows on the web portal.

Navigation Preferences

Settings	Description
Show Home	Displays the Access Care Planning. landing page, offering an overview of recent activity and upcoming administrative tasks assigned to the user.
Show Activities	Allows users to view all types of activities for all service users, with filtering options by date, type, and status.
Show Visits	Displays all visits planned for the day. In integrated systems, visit scheduling is typically managed externally.
Show Alerts	Enables visibility of alerts generated within Access Care Planning. In integrated systems, alerts may be handled by platforms like Access Care Rostering.
Show Customers	Displays all customer records across the system. This is disabled by default.
Show Reports	Grants access to standard system reports and the ability to create custom reports.
Show Live View	Provides real-time monitoring of users in the field, including alerts for missed activities.
Show Handover?	Enables the handover feature, allowing users to highlight key activities and log critical shift information. This setting is controlled by the System Administrator.

Labels

Labels are used to define the terminology you prefer to use within the system. While default terminology is provided, it can be changed at any time to better suit your organisation’s language.

You can also view the default terms if needed. For example, service user could be replaced with client or people we support, depending on your preference. Similarly, users might refer to staff or employees. Click update once happy. Once updated, you'll need to log out and back in to see the changes.

Account Preferences

These settings allow you to choose what a branch administrator can access when they click configuration.

Settings	Description
Users	Allows a user to manage other user records. Branch administrators cannot assign a user type higher than their own.
Groups	Enables the creation of new groups and the ability to assign users to those groups.
Devices	Allows branch administrators to register new devices and manage user-device assignments.
Branches	Grants permission to create and manage branches within Access Care Planning.
Alert Notifications	Provides access to configure alert settings, including when and how alerts are triggered.
Edit Tenant Medication List	Allows branch administrators to add medication to the supported medication list.
Are users shared by default	If enabled, users are shared by default, meaning they are shared across branches.
Are customer shared by default	If enabled, service users are shared by default, meaning they are shared across branches.
Integrate external PIN?	If enabled, the employee's PIN comes from your rostering system. PIN matched in both your rostering system and Access Care Planning.