Employees are added to groups, which then allows them to access service user case files as long as they are a part of the relevant roles. Groups can be used to group users who are a part of the same branch or area, which can then be added to roles instead of adding all the employees separately.
Create groups
To create a group, follow these simple steps:
Click the three-line menu.
Click Configuration, then click Groups.
Click New Group.
Create a group name and add any employees.
Click Create.
Delete groups
To delete a group, follow these steps:
Click the three-line menu.
Click Configuration, then click Groups.
Find the relevant group.
Click Edit, then remove all employees by clicking the X.
Click Update, then click into the group.
Click Delete.
Unable to delete groups
Groups linked to Access People Planner or created manually may display a disabled delete button with a message: 'You must remove all Users and Groups from this group to delete it.' This is often caused by hidden terminated records.
It is not recommended to delete integrated groups because MINT recreates them via Access Care Planning integration. If a group has the same name as another, rename the one you want to keep, for example, by adding 1 before deleting the duplicate.
Groups not populating roles correctly after a branch update
If a group appears in Configuration > Groups but is not showing up correctly within a role after a branch configuration change, work through the following checks before raising a support case.
Step 1 - Confirm the group is still associated with the role. Go to Configuration > Services, select the relevant service, then click Roles. Edit the relevant role and check whether the group is still listed. If it has been removed, re-add it and click Save.
Step 2 - Check that users in the group are assigned to the correct branch. If the branch configuration has changed, users may no longer be within the scope of the role. Go to Configuration > Users or Configuration > Employees and confirm each user in the group is assigned to the correct branch.
Step 3 - Check for integrated groups. If the group was created via an integration with Access People Planner or MINT, its membership and branch associations may be managed by the integration rather than ACP directly. Changes made in ACP to an integrated group may be overwritten by the next integration sync. If this is the case, the change needs to be made in the source system, not in ACP.
Step 4 - Ask affected users to log out and back in. Group and role membership is cached in the user session. Changes may not be visible to users until they log out and back in fully.
📌 Note: If the group association has been lost and cannot be restored by re-adding it, raise a support case via the Access Digital Assistant. Include the group name, the service and role it should be attached to, and whether the group is integrated or manually created.