Rights Glossary for Access Roles

This glossary provides a brief explanation of the permissions that can be enabled when creating or editing an access role.

When you create or edit an access role, you can make several customizations to fit the individual access needs of staff members. This glossary provides a brief explanation of the functionality affected by each option. The available options depend on the Role Type, as each type has access to specific rights within Access Roles. The third column lists the Role Types to which the functionality is available.

System Administrator Only Rights

A few rights are only available to staff members who are assigned the System Administrator role:

System Setup configurations (Screens, Access Roles, Field Editor, Settings, Templates)
Merge tools (Clients and Programs)
Creating and managing agencies
Creating and managing staff members
Sharing settings
Audit Log

Access Rights

Access rights provide staff members access to specific components of the client record, agency and program management, and Clarity Human Services functionality. If the right is toggled off for an access role, staff members with that access role will not be able to access the corresponding functionality.

Right	Functionality	Role Type	Contingencies
Restore Deleted Data	Recover deleted data in client records	Admin, Manager, Enterprise
Full System Sharing Access	Full sharing access to the system.	Admin
History	The HISTORY tab in client records	Admin, Manager, Enterprise
Services	The SERVICES tab in client records and the SERVICES tab in Agency Management	Admin, Manager, Enterprise	Agency-level SERVICES tab access is only available to Admin and Manager roles; Manage Agency must be enabled.
Programs	The PROGRAMS tab in client records and the PROGRAMS tab in Agency Management	Admin, Manager, Enterprise	Agency-level PROGRAMS tab access is only available to Admin and Manager roles; Manage Agency must be enabled.
Public Alerts & Client Notes	Public alerts and the NOTES tab in client records	Admin, Manager, Enterprise
Files	The FILES tab in client records	Admin, Manager, Enterprise
Attendance	The Attendance module	Admin, Manager, Enterprise
Manage Agency	Manage existing agencies	Admin, Manager
Manage Agency - Overview	Ability to view and access MANAGE > OVERVIEW	Admin, Manager	Manage Agency must be enabled.
Manage Agency -Programs	Ability to view and access MANAGE > PROGRAMS	Admin, Manager	Manage Agency must be enabled.
Bulk Exit Active Clients on Program Operating End Date	Ability to exit all actively enrolled clients on a program's End Date.	Admin, Manager	Manage Agency - Programs must be enabled.
Manage Agency - Services	Ability to view and access MANAGE > SERVICES	Admin, Manager	Manage Agency must be enabled.
Manage Agency - Funding	Ability to view and access MANAGE > FUNDING Note: Users with access to MANAGE > PROGRAMS but not MANAGE > FUNDING will not be able to see the Create New Funding Source* option when creating new programs.*	Admin, Manager	Manage Agency must be enabled.
Manage Agency - Accounts	Ability to view and access MANAGE > ACCOUNTS	Admin, Manager	Manage Agency must be enabled.
Manage Agency - Assessments	Ability to view and access MANAGE > ASSESSMENTS	Admin, Manager	Manage Agency must be enabled.
Manage Agency - Sites	Ability to view and access MANAGE > SITES	Admin, Manager	Manage Agency must be enabled.
Manage Agency - Staff	Creating and managing staff members	Admin, Manager	Manage Agency must be enabled.
Manage Agency - Sharing	Sharing settings	Admin	Manage Agency must be enabled.
Manage Agency - Data Analysis	The data analysis tool	Admin, Manager, Enterprise	Only available to Enterprise roles if Add On: Embedded Data Analysis is enabled for the instance.
Agencies	Creating and managing agencies	Admin	Manage Agency must be enabled.
Report Library	The Report Library and the Data Analysis tab	Admin, Manager, Enterprise	Data Analysis must be enabled to access the Data Analysis tool.
Household Management	The Manage button for Household members in client records (can see household members)	Admin, Manager, Enterprise
Location	The LOCATION tab in client records	Admin, Manager, Enterprise
Contacts	The CONTACT tab in client records	Admin, Manager, Enterprise
Systemwide Data Analysis	Gives staff members system administrator-level access to all client data in the data analysis tool	Admin, Manager
Assessments	The ASSESSMENTS tab in client records	Admin, Manager, Enterprise
Referrals	The Global REFERRALS tab and the REFERRALS tab in client records*	Admin, Manager, Enterprise
Refer Directly to Community Queue	Access to the REFER DIRECTLY TO COMMUNITY QUEUE button	Admin, Manager, Enterprise	Both Referrals and Create Referrals must be enabled.
Referrals - Dashboard (Data Analysis access required)	The Dashboard tab in REFERRALS	Admin, Manager, Enterprise	Referrals and Manage Agency -Data Analysis must be enabled.
Referrals - Pending	The Pending tab in REFERRALS	Admin, Manager, Enterprise	Referrals must be enabled.
Referrals - Community Queue	The Community Queue tab in REFERRALS	Admin, Manager, Enterprise	Referrals must be enabled.
Referrals - Analysis (Data Analysis access required)	The Analysis tab in REFERRALS	Admin, Manager, Enterprise	Referrals and Manage Agency -Data Analysis must be enabled.
Referrals - Completed	The Completed tab in REFERRALS	Admin, Manager, Enterprise	Referrals must be enabled.
Referrals - Denied	The Denied tab in REFERRALS	Admin, Manager, Enterprise	Referrals must be enabled.
Referrals - Sent	The Sent tab in REFERRALS	Admin, Manager, Enterprise	Referrals must be enabled.
Referrals - Availability	The Availability tab in REFERRALS	Admin, Manager, Enterprise	Referrals must be enabled.
Referrals - Move Referral	Ability to move a referral to a different Community Queue	Admin, Manager, Enterprise	Referrals - Community Queue must be enabled.
Data Analysis Save	The ability to save reports in the data analysis tool	Admin, Manager, Enterprise	Manage Agency - Data Analysis must be enabled.
Referrals - Unit Queue	Ability to access the Unit Queue	Admin, Manager, Enterprise
Referrals - Community Queue Reassign To Unit	Ability to reassign to a Unit from the Community Queue.	Admin, Manager, Enterprise	Referrals - Community Queue must be enabled.
Referrals - Send Referrals to Other Agencies	Ability to send a Referral to an agency other than the one a User is logged in under. The Allow Referrals from Other Agencies functionality must be enabled and set up by an Agency in the same instance that agrees to receive Referrals from users at another Agency.	Admin, Manager, Enterprise	Referrals must be enabled.
Referrals - Unit Eligibility Override	Ability to use the Eligibility Override function when searching the Unit Queue for clients who can be referred to a Unit or reassigning a client to a Unit within a Community Queue.	Admin, Manager, Enterprise	Either Referrals - Unit Queue or Referrals - Community Queue Reassign to Unit must be enabled.
Referrals - All Openings (Data Analysis access required)	The Open Units tab in REFERRALS	Admin, Manager, Enterprise	Referrals and Manage Agency -Data Analysis must be enabled.
Agency Sensitive Data	Data from fields in screens indicated as Sensitive Data within the agency	Admin, Manager, Enterprise
Any Agency Sensitive Data	Data from fields in screens indicated as Sensitive Data within any agency	Admin, Manager
Client Reports	Reports available through the printer icon on the Client Profile	Admin, Manager, Enterprise
Caseload	The CASELOAD tab	Admin, Manager, Enterprise
Attendance Standalone Module	Disables access to all other rights except the Client Profile and Attendance Module (intended primarily for volunteers)	Admin, Manager, Enterprise	Users with this access role will not be allowed to have additional agency access.
Referral Match Maker	Matchmaker functionality in the Community Queue	Admin, Manager, Enterprise	Referrals and Referrals - Community Queue must be enabled.
Navigator	The staff member can be assigned as a navigator in Referrals	Admin, Manager, Enterprise
Data Import - Files Listing	Files listing in the data import tool	Admin, Manager
Data Import - File Import	File import in the data import tool	Admin, Manager	Data Import - Files Listing must be enabled.
Data Import - File Mapping	File mapping in the data import tool	Admin, Manager	Data Import - Files Listing must be enabled.
Privacy	Access to the Client Privacy shield icon and the MANAGE button in the Compliance Warning banner.	Admin, Manager, Enterprise
Manage Consent Refused Records	Access to client records with consent refused indicated for the Release of Information.	Admin, Manager, Enterprise
Outreach	Access to Outreach (will only display if Outreach is enabled in the system)	Admin, Manager, Enterprise	Outreach must be enabled for the system.
Outreach - Encampment Audit Log	Access to the Encampment Audit Log and Status History (will only display if Outreach is enabled in the system)	Admin, Manager, Enterprise	Outreach must be enabled for the system and for the user.
Outreach - Manage Encampment Programs	Ability to view the ENCAMPMENT PROGRAMS tab.	Admin, Manager	Outreach must be enabled in the system and for the user.
Customer Portal Client Management	Ability to send Customer Portal invitations and requests.	Admin, Manager, Enterprise	Customer Portal must be enabled for the system.
Customer Portal Blast Requests	Ability to use the Mass Sending feature to request documents, ROIs, assessments, and locations.	Admin, Manager, Enterprise	Customer Portal must be enabled for the system.
Customer Portal Blast Messages	Ability to send messages via the Mass Sending feature.	Admin, Manager, Enterprise	Customer Portal must be enabled for the system.
Customer Portal Individual Record Management	Ability to enable the Hide from Customer Portal setting on individual records.	Admin, Manager, Enterprise	Customer Portal must be enabled for the system.
Setup	System Setup configurations (Screens, Access Roles, Field Editor, Settings, Templates)	Admin	These options are only available for the Admin role and give System Administrators more control during the creation of the Admin Access Role Type.
Merge	Merge tools (Clients and Programs	Admin	""
Audit Log	Audit Log	Admin	""
Resource Directory View		Manager, Enterprise	Customer Portal must be enabled for the system.
Inventory	Access to the Inventory module	Admin, Manager, Enterprise
Manage Unit History	Ability to add/modify/delete Configuration History records	Admin, Manager	Manage Agency must be enabled.
Clear and Restore All Exit Data	Ability to clear and restore exit data when using the Reopen Client Program function	Admin, Manager, Enterprise	Edit Agency Programs or Edit Any Agency Permission must be enabled.
Resource Directory	Access to SETUP > SETTINGS > Resource Directory	Admin	Customer Portal must be enabled for the system. Setup must be enabled for the user.

*Toggling off Referrals in Access Rights will automatically disable the other referral access rights. When Referrals is enabled, at least one other referral right must also be enabled.

Create Rights

Create Rights allow staff members to create and record specific types of data in client records.

Note: All create rights refer to the client record, not agency management.

Create New Clients	New client records	Admin, Manager, Enterprise
Create Service Placements	Service items from the client SERVICES tab and the program enrollment Services tab. Users with access to Attendance will be able to add clients, make reservations and indicate whether a client is "present" or "no show."	Admin, Manager, Enterprise	Services must be enabled.
Create Program Placements	Program enrollments Program exits	Admin, Manager, Enterprise	Programs must be enabled.
Create Manual Coordinated Entry Events	Ability to see the Events tab and submit manual Coordinated Entry Events	Admin, Manager, Enterprise	Programs must be enabled.
Create Program Files	Upload files from the program enrollment Files tab	Admin, Manager, Enterprise	Programs must be enabled.
Create Public Alerts and Client Notes	Public alerts and client notes in the NOTES tab	Admin, Manager, Enterprise	Public Alerts and Client Notes must be enabled.
Create Files	Upload files from the client record Files tab	Admin, Manager, Enterprise	Files must be enabled.
Create Location	Locations from the LOCATION tab	Admin, Manager, Enterprise	Location must be enabled.
Create Contacts	Contacts from the CONTACT tab	Admin, Manager, Enterprise	Contacts must be enabled.
Create Assessments	Data in screens from the ASSESSMENTS tab	Admin, Manager, Enterprise	Assessments must be enabled.
Create Referral	Referrals from the client record REFERRALS tab and Global REFERRALS tab	Admin, Manager, Enterprise	Referrals must be enabled.
Create Sites - Administrative and Housing Inventory Entities	Ability to add entities within MANAGE > SITES (An “entity” is a Site, Funding Source, Eligibility Requirement/Preset, Unit Status, Bed Offline Status, or photo) This permission also applies to all levels below the Site (Building, Unit, etc.).	Admin, Manager	Manage Agency - Sites must be enabled.
Create Outreach Encampment	Encampments in Outreach	Admin, Manager, Enterprise	Outreach must be enabled in the system and for the user.
Create Outreach Encampment Status Update	Encampment Status Updates in Outreach	Admin, Manager, Enterprise	Outreach must be enabled in the system and for the user.
Add Client to Outreach Map	Ability to add clients directly to Encampments or the Map in Outreach	Admin, Manager, Enterprise	Outreach must be enabled in the system and for the user.
Create Encampment Alerts and Notes	Ability to Create Alerts and Notes within Outreach Encampments	Admin, Manager, Enterprise	Outreach must be enabled in the system and for the user.
Add Teams to Outreach Map Encampments	Ability to add Encampment Teams to Encampments while in the Outreach Map	Admin, Manager, Enterprise	Outreach must be enabled in the system and for the user.
Outreach - Create Encampment Programs	Ability to create Encampment programs from within Outreach.	Admin, Manager	Outreach - Manage Encampment Programs must be enabled.
Outreach - Enroll Clients in Encampments Programs	Ability to enroll clients into Encampment programs from within Outreach.	Admin, Manager, Enterprise	Outreach must be enabled in the system and for the user.
Outreach - Encampment Program Eligibility Override	Access to the Eligibility Override toggle when enrolling clients into Encampment programs from within Outreach.	Admin, Manager, Enterprise	Outreach - Enroll Clients in Encampments Programs must be enabled.
Create Care Team Member	Ability to create Care Team members through Care Team > Manage in the client profile.	Admin, Manager, Enterprise
Create Resource Directory	Ability to add resources to SETUP > SETTINGS > Resource Directory	Admin	Customer Portal must be enabled for the system. Setup must be enabled for the user.
Agency Inventory - Add Agency Program	Ability to add Programs from the user's agency to Sites, Buildings, and Unit Configuration Types	Admin, Manager
Agency Inventory - Add Any Agency Program	Ability to add Programs from other agencies to Sites, Buildings, and Unit Configuration Types	Admin, Manager
Inventory - Add Bed/Unit Status	Ability to add new Unit Status or Bed Status on the Unit Card on the Inventory map.	Admin, Manager, Enterprise	Inventory must be enabled.

Edit and Delete Rights

Edit and Delete Rights allow staff members to edit and delete existing data in client records, either at the agency level or across all agencies (subject to sharing settings).

Note: All edit and delete rights settings refer to the client record, not agency management.

Edit and delete rights for "Any Agency" allow the staff member to edit and delete data associated with that record component, regardless of the agency with which the staff member who recorded it is associated.
Edit and delete rights within the agency allow the staff member to edit and delete data associated with that record component entered by other agency staff members.
If an edit or delete right is disabled, but the staff member has access to that record component through access rights, the staff member will be able to view the associated data but not edit or delete it.

Edit Rights

Edit Client Profile / Edit Any Client Profile	The Client Profile*	Admin, Manager, Enterprise	Create New Clients must be enabled.
Edit Agency Services / Edit Any Agency Services	Service items	Admin, Manager, Enterprise	Services must be enabled.
Edit Agency Services Authorization Lock	Service items recorded with an authorization lock	Admin, Manager, Enterprise	Services must be enabled.
Edit Agency Programs / Edit Any Agency Programs	Ability to edit Programs and Status Assessment/Annual Assessment/Current Living Assessment (CLS)	Admin, Manager, Enterprise	Programs must be enabled.
Edit Agency Manual Coordinated Entry Events	Ability to edit manual Coordinated Entry Events within the agency	Admin, Manager, Enterprise	Edit Agency Programs must be enabled.
Edit Any Agency Manual Coordinated Entry Events	Ability to edit manual Coordinated Entry Events within any agency	Admin, Manager, Enterprise	Edit Any Agency Programs must be enabled.
Edit Agency Inferred Coordinated Entry Events	Ability to edit inferred Coordinated Entry Events within the agency	Admin, Manager, Enterprise	Edit Agency Programs must be enabled.
Edit Any Agency Inferred Coordinated Entry Events	Ability to edit inferred Coordinated Entry Events within any agency	Admin, Manager, Enterprise	Edit Any Agency Programs must be enabled.
Edit Agency Program Files / Edit Any Agency Program Files	Program files	Admin, Manager, Enterprise	Programs must be enabled.
Edit Agency Public Alerts and Client Notes / Edit Any Agency Public Alerts and Client Notes	Public alerts and client notes	Admin, Manager, Enterprise	Public Alerts & Client Notes must be enabled.
Edit Agency Files / Edit Any Agency Files	FILES	Admin, Manager, Enterprise	Files must be enabled.
Edit Agency / Any Agency Location	Locations recorded from the LOCATION tab	Admin, Manager, Enterprise	Location must be enabled.
Edit Agency / Any Agency Contacts	Contacts	Admin, Manager, Enterprise	Contacts must be enabled.
Edit Agency / Any Agency Assessments	Assessments recorded from the ASSESSMENTS tab (editable from the HISTORY tab)	Admin, Manager, Enterprise	Assessments must be enabled.
Edit Agency / Any Agency Referral	Referrals (editable from the HISTORY tab and REFERRALS)	Admin, Manager, Enterprise	Referrals must be enabled.
Edit Sites - Administrative and Housing Inventory Entities	Ability to edit entities within MANAGE > SITES (An “entity” is a Site, Funding Source, Eligibility Requirement, Unit Status, Bed, or Bed Offline Status.) This permission also applies to all levels below the Site (Building, Unit, etc.). If this permission is disabled, the user sees the View link instead of the Edit button.	Admin, Manager	Manage Agency - Sites must be enabled.
Edit Outreach Encampment Profile	Ability to editEncampments Profiles in Outreach	Admin, Manager, Enterprise	Outreach must be enabled in the system and for the user.
Edit Outreach Encampment Status Update	Ability to edit Encampment Status Updates in Outreach	Admin, Manager, Enterprise	Outreach must be enabled in the system and for the user.
Edit Outreach Encampment Boundaries	Ability to edit Encampment Boundaries in Outreach	Admin, Manager, Enterprise	Outreach must be enabled in the system and for the user.
Backdate Encampment Boundaries	Ability to backdate an Encampment boundary	Admin, Manager, Enterprise	Edit Outreach Encampment Boundaries must be enabled for the user.
Move Clients to Different Outreach Encampment	Ability to move clients to another encampment in Outreach	Admin, Manager, Enterprise	Outreach must be enabled in the system and for the user.
Edit Encampment Alerts and Notes	Ability to Edit Alerts and Notes within Outreach Encampments	Admin, Manager, Enterprise	Outreach must be enabled in the system and for the user.
Edit Agency/Edit Any Care Team Member	Care Team	Admin, Manager, Enterprise
Edit Enrollment-based Unit Records	Ability to edit or add occupancy details in the Units tab	Admin, Manager, Enterprise	Edit Agency Programs or Edit Any Agency Programs must be enabled.
Edit Enrollment-based Unit Records - Eligibility Override	Ability to use the Eligibility Override function when connecting a client to a Unit on the Units tab.	Admin, Manager, Enterprise	Edit Enrollment-based Unit Records must be enabled.
Inventory - Edit Bed/Unit Status	Ability to edit Inactive or Offline Unit Status and Bed Status records on the Unit Card on the Inventory map.	Admin, Manager, Enterprise	Inventory must be enabled.
Edit Resource Directory	Ability to edit resources in SETUP > SETTINGS > Resource Directory.	Admin	Customer Portal must be enabled for the system. Setup must be enabled for the user.

*Staff members with Create New Clients enabled in their Access Role can edit the Client Profile of any client record they create by default.

Delete Rights

Delete Agency / Any Agency Services	Service items. Users with access to Attendance will be able to delete a client from the "In Attendance" column and delete a reservation for a client.	Admin, Manager, Enterprise	Services must be enabled.
Delete Agency / Any Agency Programs	Ability to delete Programs and Status Assessment/Annual Assessment/Current Living Assessment (CLS) from agency	Admin, Manager, Enterprise	Programs must be enabled.
Delete Agency Manual Coordinated Entry Events	Ability to delete manual Coordinated Entry Events within the agency	Admin, Manager, Enterprise	Delete Agency Programs must be enabled.
Delete Any Agency Manual Coordinated Entry Events	Ability to delete manual Coordinated Entry Events within any agency	Admin, Manager, Enterprise	Delete Any Agency Programs must be enabled.
Delete Agency Inferred Coordinated Entry Events	Ability to delete inferred Coordinated Entry Events within the agency	Admin, Manager, Enterprise	Delete Agency Programs must be enabled.
Delete Any Agency Inferred Coordinated Entry Events	Ability to delete inferred Coordinated Entry Events within any agency	Admin, Manager, Enterprise	Delete Any Agency Programs must be enabled.
Delete Agency / Any Agency Program Files	Program files	Admin, Manager, Enterprise	Files must be enabled.
Delete Agency / Any Agency Public Alerts and Client Notes	Public alerts and client notes	Admin, Manager, Enterprise	Public Alerts & Client Notes must be enabled.
Delete Agency / Any Agency Files	Files	Admin, Manager, Enterprise	Files must be enabled.
Household Management	Households	Admin, Manager, Enterprise	Household Management must be enabled.
Delete Location / Any Agency Location	Locations recorded from the Locations tab	Admin, Manager, Enterprise	Locations must be enabled.
Delete Contacts / Any Agency Contacts	Contacts	Admin, Manager, Enterprise	Contacts must be enabled.
Delete Agency / Any Agency Assessment	Assessments recorded from the Assessments tab (can be deleted from the History tab)	Admin, Manager, Enterprise	Assessments must be enabled.
Delete Any Client	Client records	Admin, Manager, Enterprise
Delete Agency / Any Agency Referral	Referrals (can be deleted from the History tab and REFERRALS)	Admin, Manager, Enterprise	Referrals must be enabled.
Delete Unit Availability Reservation	Reservations	Admin, Manager, Enterprise
Delete Sites - Administrative and Housing Inventory Entities	Ability to delete entities within MANAGE > SITES (An “entity” is a Site, program, Funding Source, Eligibility Requirement, Unit Status, Bed Offline Status, or photo) This permission also applies to all levels below the Site (Building, Unit, etc.).	Admin, Manager	Manage Agency - Sites must be enabled.
Delete Encampment Alerts and Notes	Ability to Delete Alerts and Notes within Outreach Encampments	Admin, Manager, Enterprise	Outreach must be enabled in the system and for the user.
Delete Outreach Encampment	Ability to delete Encampments in Outreach	Admin, Manager, Enterprise	Outreach must be enabled in the system and for the user.
Delete Outreach Encampment Status Update	Ability to delete Encampment Status Updates in Outreach	Admin, Manager, Enterprise	Outreach must be enabled in the system and for the user.
Delete Agency/Any Care Team Member	Care Team	Admin, Manager, Enterprise
Delete Enrollment-based Unit Records	Ability to delete connections between a client and a Unit in the Units tab	Admin, Manager, Enterprise
Delete Resource Directory	Ability to delete resources in SETUP > SETTINGS > Resource Directory	Admin	Customer Portal must be enabled for the system. Setup must be enabled for the user.

Updated: 09/30/2024