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Give a commissioning authority read-only access

Approve a request, link the authority, choose exactly what it can see, preview that view and manage logins.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For admins. Nothing is shared with an authority until you switch it on. Only admins can give access.

Steps

  1. Open Admin, then authority access. Read Requests from authorities.
  2. For a request, choose which of your commissioners it is. Press Agree and approve. This signs an agreement for twelve months.
  3. To start a link yourself, use Link to an authority and Ask them to link. The authority must accept.
  4. In Your authorities, press Settings on a row.
  5. Under What this authority can see, tick what to show. Choose a safeguarding level such as Counts only, and decide on Show names.
  6. Press Save. Then press Preview what they see → to check the view.
  7. To give a person a login, enter their name and work email and press Invite. Use Pause access to stop one.

If it goes wrong

  • If nothing shows for the authority, check a link is live and an agreement is in force.
  • If an authority is not listed, add it under the commissioners first.
  • If an old request cannot be approved, ask the authority to send a new one.

How access works

A commissioning authority can ask for access to the young people it placed with you. It agrees to data-sharing terms. You approve, and the agreement is signed for twelve months.

Then you choose what it can see. Nothing shows until you switch it on, and nothing after a placement ends.

What you can switch on

  • Attendance, per person.
  • Half-term reports: all, only the latest, or only ones you choose.
  • Sessions against the number commissioned.
  • Safeguarding at three levels, never the account of what happened.
  • Names, and reference codes.

If neither names nor codes are shown, the authority sees a label such as YP-3F9A1C that is stable and different for each authority.

Detail on protection concerns

Counts only shows how many concerns each person has had and how many are open. One line per concern adds the date, level and status. The third level adds type and closing date.

You also choose how far back: the last twelve months, since the contract started, or the whole record.

Logins and labels

You can give someone at the authority their own login, or pause it. Look up a label turns a label the authority quoted back into the person.

Listing

Authorities on the platform can see your organisation's name and ask for access. They see nothing else. You can stop being listed.

How it links together

What you switch on here is exactly what the authority's own dashboard shows. Agreements are kept on the information agreements page, and logins are managed here.

Names and codes come from the records. See the guides on information agreements and on the audit log.

Giving an authority accessRequest or link, agreement, your choices, then their view.
  1. Request or linkRequests from authorities
  2. AgreementTwelve months
  3. Your choicesWhat this authority can see
  4. Their dashboardRead-only

Questions people ask

Can an authority see names?

Only if you tick Show names. Otherwise it sees codes or labels.

Can they see what happened in a concern?

Never. The most they see is type and dates.

How long does access last?

The agreement runs for twelve months and can be renewed.

Can I stop access quickly?

Yes. Untick what it sees, or use Pause access on a login.

How do I check what they see?

Press Preview what they see →.