Data Separation

Overview

Providers delivering both Core Supports and Support Coordination often ask how these departments can be separated within Astalty. While the platform allows for partial separation through permissions and visibility controls, full siloing requires specific setup choices.

This guide outlines the three available options, including their benefits and limitations.

Option 1: Run Two Separate Astalty Accounts (Full Siloing – Recommended for Complete Separation)

The most effective way to completely separate Core Supports and Support Coordination is to operate two independent Astalty accounts:

• One account for Core Supports
• One account for Support Coordination

Benefits

• Complete data separation
• No cross-visibility between departments
• Clear operational and reporting boundaries

Considerations

• Requires managing two separate accounts
• Staff must log into the relevant account depending on their role

This is the best option if strict compliance, confidentiality, or organisational structure requires total siloing.

Option 2: One Account with Duplicate Participant Profiles

If you prefer to operate under a single Astalty account but still want separation, you can create:

• One Participant profile for Core Supports
• One Participant profile for Support Coordination

Each profile has its own records, but creating a duplicate does not create a permission boundary between departments. Users who can access both profiles can still see the information their permissions allow on each.

Important

The Account Owner enables Participant Duplication under Settings → Optional Features before duplicate profiles can be created. See Optional Features for the setup steps and important invoicing and reporting considerations.

Give each duplicate profile a different External ID. Participant pickers then show that ID beneath the name, helping your team choose the correct profile without changing the Participant's name. The External ID shown in the picker does not appear on invoices or documents.

Benefits

• Separate records for each profile
• Single organisational account
• Notes and documents remain attached to the profile they were added to

Considerations

• Duplicate Participant records must be maintained
• Give each duplicate profile a different External ID so users can select the correct one
• Configure access to each profile separately. Account Owners, Admins, Managers and other users with access to all Participants can still access both profiles.

Option 3: One Account, One Participant Profile (Permission-Based Separation)

If you choose to operate with a single account and a single Participant profile, separation is achieved through role permissions and visibility settings. However, it is important to understand that this does not allow complete siloing.

What Can Be Separated

Support Workers:

• Case note visibility depends on their permissions. Do not assume that every Support Worker is unable to see notes written by a Support Coordinator.
• Can only view support plan items that have been made visible to Support Workers
• Cannot see documents unless explicitly marked “visible to Support Workers”
• Their assigned shifts and Participant access also affect which information they can open

For case notes, Can view all case notes takes precedence over Can only view case notes written by users in their user groups. These controls apply within the records the user can access; they do not grant access to every Participant. See Role Permissions for the rules and examples.

Support Coordinators:

• Can be restricted from viewing Support Worker notes by adjusting Team Member permissions. For Support Coordinators with a manager or admin role assigned, this restriction does not apply, and they will be able to see case notes completed by Support Workers.

  You can find more information in the Scheduling Settings guide.

Key Limitation

Any user with Manager permissions can view information across departments.

This means:

• Managers are not restricted by departmental separation
• Complete isolation is not possible within a single profile setup

Review the access each role needs before choosing a setup. Duplicate profiles alone do not provide strict departmental isolation.

Quick Summary: The Three Ways to Isolate Departments

1. Two Separate Astalty Accounts
   → Complete siloing between Core Supports and Support Coordination.
2. One Account + Duplicate Participant Profiles
   Separate records, with access still controlled by roles and permissions. The Account Owner enables Participant Duplication under Optional Features.
3. One Account + Permission Controls (Single Profile)
   → Partial separation using visibility and role permissions, but managers retain full visibility.