Access Roles

Rights Glossary for Access Roles

 

When creating or editing an access role, there are a number of customizations that can be made to fit the individual access needs of staff members. This glossary provides a brief explanation of the functionality affected by each option with links to associated Help Center content, where applicable. The options that display 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

There are a handful of rights that are only available to staff members assigned the role

System Administrator

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

 

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

 

Agencies

Creating and managing agencies

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. 

Manage Agency Access Right toggle must be toggled on. 

Staff

Creating and managing staff members

Admin

""

Sharing

Sharing settings

Admin

""

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

 

Data Analysis

The data analysis tool 

Admin, Manager, Enterprise

 

Data Analysis Save

The ability to save reports in the data analysis tool 

Admin, Manager, Enterprise

Data Analysis must be enabled

Aggregate 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

Referrals must be enabled

Referrals - Dashboard (Data Analysis access required)

The Dashboard tab in REFERRALS

Admin, Manager, Enterprise

Referrals and 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

The Analysis tab in REFERRALS

Admin, Manager, Enterprise

Referrals 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

Referrals - Unit Queue

Ability to access the Unit Queue

Admin, Manager, Enterprise

 

Referrals - All Openings 

The Open Units tab in REFERRALS

Admin, Manager, Enterprise

Referrals and 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 the 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

 

Referral Match Maker

Matchmaker functionality in the Community Queue

Admin, Manager, Enterprise

Referrals and Referrals - Community Queue must be enabled

Navigator

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

Manage Consent Refused Records

Access to client records with consent refused indicated for release of information

Admin, Manager, Enterprise

 

Inventory

Access to the Inventory module

Admin, Manager, Enterprise  

Outreach

Access to Outreach (will only display if Outreach is enabled in the system)

Admin, Manager, Enterprise

Outreach must be enabled in 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 in the system and for the user

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

""

Client General ID

Access to General ID tooltip on the client record

Admin, Manager, Enterprise

 

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

Create Rights

Create Rights give staff members the ability 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

Admin, Manager, Enterprise

Services must be enabled

Create Program Placements

Program enrollments 

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 Referrals

Referrals from the client record REFERRALS tab and Global REFERRALS tab

Admin, Manager, Enterprise

Referrals 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

Create Care Team Member

Ability to create Care Team members through Care Team > Manage in the client profile

Admin, Manager, Enterprise

 

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

Edit and Delete Rights

Edit and delete rights provide staff members the ability 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” gives the staff member the ability 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 gives the staff member the ability 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 be able to edit or delete it

Edit Rights

Edit Client / Any Client Profile

The Client Profile*

Admin, Manager, Enterprise

Create New Clients must be enabled

Edit Agency / 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 / Any Agency Programs

Program enrollments 

Admin, Manager, Enterprise

Programs must be enabled

Edit Agency / Any Agency Program Files

Program files

Admin, Manager, Enterprise

Programs must be enabled

Edit Agency / Any Agency Public Alerts and Client Notes 

Public alerts and client notes 

Admin, Manager, Enterprise

Public Alerts & Client Notes must be enabled

Edit Agency / 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 Outreach Encampment

Encampments Profiles in Outreach

Admin, Manager, Enterprise

Outreach must be enabled in the system and for the user

Edit Outreach Encampment Status Update

Encampment Status Updates in Outreach

Admin, Manager, Enterprise

Outreach must be enabled in the system and for the user

Edit Outreach Encampment Boundaries

Encampment Boundaries in Outreach

Admin, Manager, Enterprise

Outreach must be enabled in the system and 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

 

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

Delete Rights

Delete Agency / Any Agency Services

Service items 

Admin, Manager, Enterprise

Services must be enabled

Delete Agency / Any Agency Programs

Program enrollments 

Admin, Manager, Enterprise

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 Outreach Encampment

Encampments in Outreach

Outreach must be enabled in the system and for the user

Outreach must be enabled in the system and for the user

Delete Outreach Encampment Status Update

Encampment Status Updates in Outreach

Outreach must be enabled in the system and for the user

Outreach must be enabled in the system and for the user

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 Agency/Any Care Team Member

Care Team

Admin, Manager, Enterprise