This article is for the new Clarity interface. For the current interface article, please click this link. Screenshots and description will be updated as features are released.
Overview
Sometimes individual clients or households will request that their data not be shared in Clarity Human Services outside of the agency serving them. When this occurs, and the agency is configured to share data with other agencies, you can make the client record (or its components) private.
Notes:
- System administrators can see all client data even if it is marked as private.
- Only staff members assigned to or switched into the agency where the data was recorded can edit the privacy of data.
When a client record or component of the record is made private, only staff members who have the creating agency as their home agency (or as the agency they are switched into) will be able to see the information.
Making the Client Record Private
On the Client profile there is a lock icon in the top right hand corner which indicates if a client record is public or private.
There are 3 options:
- Option 1: Client is public but can be switched to private - this is the default when the client record is first created
- Option 2: Client is public and cannot be switched to private because other agencies have added data to the record
- Option 3: Client is private and can be switched to private.
Note: Only users with the Privacy access right can see the Client Privacy shield icon.
Option 1
The default option when a client is created is for privacy to be public and all agencies can see client data. If no other data from other agencies has been entered for the client, an end user with the appropriate permissions can switch the privacy to private.
When the client’s privacy setting is public, the lock icon is open. Users can hover over the privacy icon to see a tooltip that states “Public, client data is shared.”
If the user clicks the lock icon, a popup appears and they can update the privacy to switch the record to private.
When the user clicks Confirm, the lock icon switches to closed, and the tooltip updates to “Private, client data is not shared.” Client data will no longer be visible to other agencies.
Option 2
If a client’s privacy is set to Public and other agencies have added data to the client record, the lock icon will be open, indicating that the record is public, and grayed out, indicating that the setting cannot be changed. The tooltip will state “Public, client data is shared. Client cannot be private.”
End users will be unable to change the client’s privacy to Public.
Option 3
If the client’s privacy is set to Private, the lock icon will be closed and the tooltip states “Private, client data is not shared.”
If the user clicks the lock icon, a popup appears and they can update the privacy to switch the record to public.
When the user clicks Confirm, the lock icon switches to open, and the tooltip updates to “Public, client data is shared.” Client data will be visible to other agencies.
Published: 06/17/2025