Manage and control who sees visit records in Observatory! Save visits as drafts or finalised records, and determine their visibility—either for admins and creators, teams or all permitted users. This guide helps you understand how to set and manage these permissions effectively.
Please Note: Visits & Actions are only available on Observatory premium. Non-premium members can still record notes for schools. If you wish to get in touch about signing up to use Observatory premium, please contact perspective@angelsolutions.co.uk.
Draft
Draft visits are visible to the creator/visit author and all users with the Visit Admin permission enabled. Users can select additional visibility within the Organisation Visibility section of a Visit. Options include: Private, Teams, and All Users. It's important to note that Visit Admins can see all visits.
When someone other than yourself saves a draft record for a school, you will see a placeholder for that record in the school list. However, you won't be able to see the detail or download it until the author finalises it.
Finalised
When the visit creator is happy with the record, they can finalise it to make it visible to other members of the team who have the relevant permissions.
Observatory administrators can also change the visibility of a record they can access.
Finalised visits can be saved under three visibility options: Private, Teams and All permitted users.
Selecting Private will save your visit and make it visible to just you and any Visit Administrators.
All Users will make it visible to all users with:
- Access to that school (via the Schools tab in their user dashboard)
and
- 'Read' or greater access to the Visits module.
Your Observatory administrators control permissions via the Permissions tab in the settings menu.
For more information on permissions, please see our Managing Users help guide.
Example Visit Visibility
In the below example, the visit creator has written two visits for a school.
- One is set to Finalised - Visibility for All users.
- One is still in Draft - Visibility Private
Now, when we look at what we see when logged in as a different user, Mr Smith, who has Act access to the Visits module.
As we'd expect, Mr Smith can only see one visit. The visit record that our creator set to Finalised - All users. Mr Smith cannot see the private draft record.
School Visit Visibility
The visible to schools lozenge allows you to choose whether you'd like your visit to be visible to your school(s) or whether you'd prefer to keep the visit stored internally within your organisation.
If you choose to keep this option ON, hovering over the information icon alongside it will present you with a table outlining the visit's visibility within the school.