Roles - Core Roles in Sharevision CRM Software

Administrator

Full system access.
Manage users, roles, and permissions.
Configure programs, reporting, and integrations.
Set global settings and oversee compliance requirements.

Program Manager

Oversee program activities and staff assignments.
Approve case notes, forms, and service plans and sign off procedures.
Monitor outcomes assessments and reporting dashboards.
Identify gaps in service delivery and adjust workflows.

Staff / Case Worker

Enter and update participant records.
Add service notes, appointments, and follow-ups.
Track goals, referrals, and outcomes for assigned participants.
Communicate with coworkers and managers within or across programs.

Board / Funders (Read-Only)

Access reporting dashboards and program results.
View aggregated outcome-level data without exposure to sensitive individual records.
Track the impact of funded initiatives in real time.

Nonprofits
Social Service Providers
Community Organizations

Nonprofit organizations often juggle multiple grants, funders, and program deliverables at the same time. With ShareVision, reporting responsibilities can be clearly assigned to finance teams, development staff, or program managers—so everyone knows exactly what they’re accountable for. This reduces the risk of missing deadlines, ensures that financial reports align with program outcomes, and makes audits or fund reviews far less stressful.

Nonprofits also gain the ability to centralize documentation, create a reliable paper trail, and provide funders with transparent, real-time updates—all of which strengthen relationships with donors and increase the likelihood of renewed funding.

In social service environments, protecting patient confidentiality isn’t just good practice—it’s the law. ShareVision allows providers to create clear boundaries between clinical and administrative staff. Nurses, physicians, and therapists can focus on client care, while administrators handle scheduling, billing, and reporting without accessing private health information they don’t need.

This role-based access helps organizations maintain compliance with privacy regulations such as PHIPA (in Canada) or HIPAA (in the U.S.), lowers the risk of accidental data exposure, and builds trust with patients and their families. It also reduces the burden on clinicians, who no longer need to filter or shield sensitive records when collaborating with non-clinical staff.

For community-based organizations, volunteers are essential to extending capacity, but unmanaged access to program data can create significant risks. ShareVision solves this by enabling organizations to assign role-specific permissions that allow volunteers to contribute where they’re needed—whether it’s event coordination, outreach, or participant support—without ever seeing confidential case files or sensitive participant histories.

This safeguards client privacy, protects the organization’s reputation, and creates a safe, structured environment for volunteer involvement. It also opens the door for broader community participation, since leaders no longer need to hesitate about onboarding volunteers for fear of compromising data security.

Set up roles in minutes. Define who can view, edit, or manage data, and give your team the right level of access from day one. Roles are flexible, secure, and designed to fit how you actually work.

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“As leaders, we are faced with making challenging decisions. More so now than ever! COVID-19 has shaken the world and impacted each of us. One tough decision that I had to make was shutting down our administrative offices and re-deploying all of our leadership staff to work from home. Thanks to ShareVision, this has been seamless – the information flows and the work continues!”

Brandon Arnett Executive Director
“As a new service provider, we know from the outset that we wanted to select a system that could grow with us. Given the intuitive nature of system design, adoption has been a breeze. New team members are consistently able to get up and running in a matter of days. Support is also fantastic, we’ve engaged the product team on a few projects which have gone very smoothly. For day to day support the community forum is more than enough for our needs. Can’t recommend ShareVision enough! We foresee the system remaining a core part of our infrastructure for years to come.”

Dan Goldstein Director
“ShareVision transformed how we collect and use information. The knowledge base of the ShareVision Product Experts, about their product and the community living sector saved us hundreds of hours and unquantifiable dollars as we designed and implemented our site. It was surprisingly simple to learn and the Sharevision Team was infinitely patient as they trained a non-technical person how to administer our site and develop new content.”

Gina Rowan Director of Administration
“Our organization went from binders full of paper and notes to bringing it all online with Sharevision. Though the task seemed daunting, the Sharevision team was with me the whole way to make sure I was able to set up the system exactly how I wanted it. Whenever I had a question, Sharevision support got back to me within an hour with detailed instructions. We have now been using Sharevision for almost two years now, and it was one of the best decisions I have made.”

Andrew Phippen Executive Director
“CISS has been using Share Vision to manage our program's activities and employee information since 2009. When we first started with Share Vision, we used Version 3 and a couple of years ago moved over to Version 4. Using this system has allowed our organization to move towards a paperless system, and during COVID, we had to pivot to this method very quickly. We were successful in the transition because of the support and education we received from the Break Water Design team and our own internal Share Vision champions.”

Shari Mahar Executive Director
“Since we began using ShareVision three years ago, we have invested a great deal of time and resources further developing our ShareVision database with customized reports, specific notifications and alerts and programming that has revolutionized the way we work. All information is exportable to MS Office programs and templates can be created in Word and Excel for use in ShareVision. The built-in coding for multiple levels of security and privacy gives us the flexibility to offer up only the information necessary for our employees to do their work and ensures information regarding the people we support is kept private and confidential.”

Nancy Vermeulen Administrative Officer (retired)
“It is an easy-to-learn and reliable way for our 100 staff users to record information pertaining to the supports they provide people. We are able to introduce new staff members to the system with very little instruction time.”

Rick Hill Executive Director
“What has been extremely beneficial is having simple and easy web-based access from anywhere in the world and the most current information regarding our supported individuals.”

Ernie Baatz Executive Director
“Along the way we have discovered that it is so much more than a database! We are always going to be learn and grow with ShareVision because there is so much it can do.”

Gillian Sutcliffe Administrative Assistant
“We researched data management systems for a year before choosing ShareVision. It was, comparatively, a “no-brainer” and we now use ShareVision for all our programs and residences, HR, surveys, statistical analysis, and even data management and communication with external partners.”

Nathalie Callender Previous Executive Director