Additional Service Item Settings (New Clarity Interface)

Table of Contents

• Overview

• Additional Information Section

  • Expiration Warning

  • Authorization Lock

• Private Service Items

• Additional Expense Options

• Group Options

Overview

Once a service item has been recorded and saved, it can be edited. The service item is available in the Services tab on the client navigation menu. If the service item was recorded for an enrollment, it can also be edited from within an enrollment by clicking on the enrollment's Services tab.

Once the service item is selected, the Service Details page displays information recorded when the service item was provided, as well as additional settings available only on this page. You can edit it by clicking the Edit (pencil) icon on the right-hand side of the screen within the service item.

The Service Details page opens and, depending on access, fields are available to edit and settings are available to enable.

Additional Information Section

The Additional Information section includes Expiration Warning and Authorization Lock settings.

Expiration Warning

When Expiration Warning is enabled, the system will send an automated email to the selected staff member at a specified time before the service item's end date.

Once Expiration Warning is toggled on, a picklist of your agency's staff members appears, with your name as the default selection. A picklist also appears with options for how many days prior to the end of the service item the notification will be sent, with "5 Days" as the default selection.

Adjust the name and number of days as appropriate, then click Save.

Authorization Lock

Users can lock service records to prevent unauthorized edits using the Authorization Lock field, displayed in the Additional Information section.

Locking a service item prevents edits to that record. The lock date indicates when the information was marked as most current.

If the record is not locked, the field shows Not set.

If the record is locked, the field shows Locked on [date].

Accessing the Authorization Lock

Users with the Edit Agency Services Authorization Lock access right can set an authorization lock on a service item, preventing edits to that record from users without the relevant permissions. Users with the Edit Agency Services Authorization Lock permission can manage the Authorization Lock status and lock date from the service item's Service Details page.

Only users logged into the relevant agency can lock, unlock, or edit locked service records, even if the user’s access includes the Edit Agency Services Authorization Lock permission.

Managing the Authorization Lock

Users can lock, unlock, and edit the authorization lock date by navigating to the client’s Services tab, clicking the appropriate service, and editing the Service Details.

Setting a lock for the first time:

• When you enable the Authorization Lock toggle, an Authorization Lock Date field appears, defaulting to today's date.
• You can also type a date manually. If the format is incorrect, the Please enter a valid date. warning message appears in red when you click out of the field.
• If you disable and re-enable the toggle before saving, the date field retains the previously shown date.
• If the toggle is disabled, the date field does not appear.

When a lock is already set:

• Users without the Authorization Lock permission will not be able to edit a locked record.
• Users with the Authorization Lock permission can click the Edit icon to view the service item's Service Details page. The page loads with all fields disabled except the Authorization Lock toggle.
• A This record is locked warning message appears below the header. Hovering over it displays a tooltip that reads:

"Disable the Authorization Lock toggle below to edit or delete this service."

• The field label reads Authorization Locked on [date], populated with the previously set date.
• Save and all other editable fields (Start Date, End Date, Notes, Add Expense, etc.) are disabled.

Removing a lock:

• When you disable the Authorization Lock toggle, all fields become editable: Save is re-enabled, and the This record is locked warning message disappears, the date field and value are removed, and the field label reverts to Authorization Lock.

Editing & Viewing Locked Records

If a record is locked and the user does not have the required permission, they will not be able to edit it:

• The Edit (pencil) icon will be grayed out. Hovering over it displays the following message:
  
  "This record is locked. Only authorized users can make edits."
• The Add (+) button in the Expenses section will also be grayed out.

Private Service Items

Enabling the Privacy setting makes the service item visible only to staff at your agency. For more information on private data, see Making Client Data Private. 

Additional Expenses Options

Additional expense configuration settings are available when you edit a service item. To modify an existing expense, click on the expense. To add a new expense, click on the Add icon.

From the Add service expense modal, you can associate a check number, notes, and vendor with the service item.

You can also associate multiple expenses with a service item by clicking the Add icon. 

Group Options

When household member(s) are included at the time a service item is recorded, as shown in the image above, a Group Members section appears for that service item after it is saved. This section allows you to modify the start and end date of the service item for the other household member(s). 

Clicking on a household member’s name will open a modal where you can edit and modify the start and end date of the service item for that household member.

Updated: 06/10/2026