Field workers and areas

Organization admins and editors are never limited by assignments — they build and test the programme, so they see all of it.

1. 1Open the programme, then Settings → People & access.
2. 2Under Add a person, start typing their email. Field worker accounts you have created appear as suggestions.
3. 3Choose the schools or area they cover (see below), then Add person. They get a notification that they have been added.

Only organization admins can add or remove people: an assignment gives access to children's records, which is the same kind of decision as sharing. Editors can see who is assigned.

For a programme with schools and students, you pick the schools from a searchable list and tick the ones the person covers. They then see those schools and every student in them. The same school can be given to more than one person.

You can also limit by any detail the record type shows and searches by — such as block:

• Several values in one rule mean “any of these”; several rulesmean “all of these”.
• A record outside someone's area simply does not exist for them — it does not appear in searches, lists or counts, and opening it by address says “not found”. Confirming that a child exists elsewhere would itself be a leak.
• A worker also cannot create a record outside their area, or edit one so that it moves outside it.

Under Settings → People & access → Access this switch decides who may use the programme at all.

Two settings, in the same place. You choose for each whether field workers can change what they saved: not allowed, only entries they recorded, or any entry in their area. You can also limit it to a number of days after saving.

• Registrationis a student's own details (name, class, roll number). New programmes start on Not allowed.
• Visits and assessments start on Only entries they recorded.
• The answers that make a record unique stay locked for field workers whatever you choose. Only an admin can change them, so an edit can never quietly turn one student into another.

Turn on Send reminders and choose how often (every day up to every month). Each assigned person then gets a notification and an email in the morning, India time, saying roughly how many of their records still need an entry.

• Never names. A reminder carries a count and a link, nothing more. The records are people, often children, and an email sits in previews and forwarded threads. Signing in is how you see who.
• Only what is really due. Required steps that are counted per record or per reporting period, and that have a schedule or repeat each period. An optional step nobody is expected to fill never triggers a reminder.
• Not more than you chose. Someone is reminded at most once per interval, and only while the programme is accepting entries.

Areas apply inside the ImpactLens App and to the due list. Field workers cannot open the organization-wide Records page or data exports at all. Organization members can, and those pages are not narrowed by assignments — give them only to people you would trust with the whole programme.