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Roles & Permission Settings: Best Practice Starting Point

This article reviews a best-practice starting point when setting up Roles and Permissions within Clinical.

Introduction

Motivity provides six default roles for new organizations. Each role includes a set of permissions commonly aligned with how that role functions in most organizations. While role names and permissions can be customized to fit your organization’s specific needs, these defaults are designed to serve as a best-practice starting point when assigning access to staff.

List of Roles

Select a role below to jump directly to that section of the article, or continue scrolling to review all default roles and their permission levels.

Default Roles in Motivity & Their Permissions

Administrator

  • Learners
    • View Learners (Basic Info) - All Learners
    • View Protected Info - All Learners
    • View Profile - All Learners
    • Edit Protected Info - All Learners
    • View Learner Labels - Allow
    • Add & Remove Learners - Off
    • View Programs - All Learners
    • View Data - All Learners
    • Collect Data - Off
    • Export Data - Off
    • Revise Past Data - Off
    • Set Target State - Off
    • Edit Events - Off
    • Record Video - Off
    • Assign & Edit Programs - Off
    • View Team - All Learners
    • Edit Team - All Learners
    • Edit Saved Charts - Off
  • Libraries
    • View Program Libraries - All Libraries
    • View Community Program Libraries - Off
    • Edit Programs in Libraries - Off
    • Edit Vocabulary in Program Libraries - Off
    • View Team - All Libraries
    • Edit Team - All Libraries
    • Manage Program Libraries - Off
  • Domains
    • Manage Domains - Off
  • Learner Groups
    • View Learners in Group - All Learner Groups
    • Manage Learners in Group - All Learner Groups
    • Edit Vocabulary - All Learner Groups
    • View Team - All Learner Groups
    • Edit Team - All Learner Groups
    • Manage Learner Groups - Allow
  • Parameters
    • View Global Parameters - Allow
    • Edit Global Parameters - Off
  • Places of Service
    • Manage Places of Service - Off
  • Notes
    • Manage Note/Report Templates - Allow
    • Create Notes - All Learners
    • Clone Notes - All Learners - Only Own Notes
    • Edit Notes - All Learners - Only Own Notes
    • Remove Own Signature/Approval - Off
    • Remove Signature/Approval of Others - Off
    • Delete Notes - All Learners - Only Own Notes
    • View Notes - All Learners - Anyone's Notes
    • Approve (General) - Off
    • Approve (Client/Parent) - Off
    • Approve (Clinical) -Off
    • Approve (Billing) - Off
    • Approve (Administrative) - All Learners
  • Appointments
    • View Learners Calendars - Off
    • View Members Calendars - Allow
  • Roles
    • View Role Settings - Allow
    • Edit Role Settings - Allow
  • Members
    • View Members - Allow
    • Manage Members - Allow
  • Organization
    • View Organization Profile - Allow
    • Edit Organization Profile - Allow
    • View Integrations - Allow
    • Manage Integrations - Allow
  • Security
    • Manage Security Controls - Off

 

BCBA

  • Learners
    • View Learners (Basic Info) - All Learners
    • View Protected Info - If On Team
    • View Profile - If On Team
    • Edit Protected Info - If On Team
    • View Learner Labels - Allow
    • Add & Remove Learners - Off
    • View Programs - If On Team
    • View Data - If On Team
    • Collect Data - If On Team
    • Export Data - If On Team
    • Revise Past Data - If On Team
    • Set Target State - If On Team
    • Edit Events - If On Team
    • Record Video - If On Team
    • Assign & Edit Programs - If On Team
    • View Team - If On Team
    • Edit Team - If On Team
    • Edit Saved Charts - If On Team
  • Libraries
    • View Program Libraries - If Assigned
    • View Community Program Libraries - Allow
    • Edit Programs in Libraries - If Assigned
    • Edit Vocabulary in Program Libraries - If Assigned
    • View Team - If Assigned
    • Edit Team - If Assigned
    • Manage Program Libraries - Off
  • Domains
    • Manage Domains - Off
  • Learner Groups
    • View Learners in Group - If Assigned
    • Manage Learners in Group - If Assigned
    • Edit Vocabulary - If Assigned
    • View Team - If Assigned
    • Edit Team - If Assigned
    • Manage Learner Groups - Off
  • Parameters
    • View Global Parameters - Allow
    • Edit Global Parameters - Off
  • Places of Service
    • Manage Places of Service - Off
  • Notes
    • Manage Note/Report Templates - Off
    • Create Notes - If On Team
    • Clone Notes - Off
    • Edit Notes - If On Team - Anyone's Notes
    • Remove Own Signature/Approval - If On Team - Anyone's Notes
    • Remove Signature/Approval of Others - Off
    • Delete Notes - If On Team - Anyone's Notes
    • View Notes - If On Team - Anyone's Notes
    • Approve (General) - Off
    • Approve (Client/Parent) - If On Team
    • Approve (Clinical) -If On Team
    • Approve (Billing) - Off
    • Approve (Administrative) - Off
  • Appointments
    • View Learners Calendars - If On Team
    • View Members Calendars - Off
  • Roles
    • View Role Settings - Off
    • Edit Role Settings - Off
  • Members
    • View Members - Allow
    • Manage Members - Off
  • Organization
    • View Organization Profile - Allow
    • Edit Organization Profile - Off
    • View Integrations - Off
    • Manage Integrations - Off
  • Security
    • Manage Security Controls - Off

Caregiver

  • Learners
    • View Learners (Basic Info) - If On Team
    • View Protected Info - If On Team
    • View Profile - If On Team
    • Edit Protected Info - Off
    • View Learner Labels - Allow
    • Add & Remove Learners - Off
    • View Programs - If On Team
    • View Data - If On Team
    • Collect Data - Off
    • Export Data - Off
    • Revise Past Data - Off
    • Set Target State - Off
    • Edit Events - Off
    • Record Video - Off
    • Assign & Edit Programs - Off
    • View Team - Off
    • Edit Team - Off
    • Edit Saved Charts - Off
  • Libraries
    • All permissions turned off
  • Domains
    • Manage Domains - Off
  • Learner Groups
    • All permissions turned off
  • Parameters
    • View Global Parameters - Allow
    • Edit Global Parameters - Off
  • Places of Service
    • Manage Places of Service - Off
  • Notes
    • Manage Note/Report Templates - Off
    • Create Notes - Off
    • Clone Notes - Off
    • Edit Notes - Off
    • Remove Own Signature/Approval - Off
    • Remove Signature/Approval of Others - Off
    • Delete Notes - Off
    • View Notes - Off
    • Approve (General) - Off
    • Approve (Client/Parent) - If On Team
    • Approve (Clinical) -Off
    • Approve (Billing) - Off
    • Approve (Administrative) - Off
  • Appointments
    • All permissions turned off
  • Roles
    • All permissions turned off
  • Members
    • All permissions turned off
  • Organization
    • All permissions turned off
  • Security
    • Manage Security Controls - Off

Implementations Team

  • Learners
    • View Learners (Basic Info) - All Learners
    • View Protected Info - All Learners
    • View Profile - All Learners
    • Edit Protected Info - All Learners
    • View Learner Labels - Allow
    • Add & Remove Learners - Allow
    • View Programs - All Learners
    • View Data - All Learners
    • Collect Data - All Learners
    • Export Data - All Learners
    • Revise Past Data - All Learners
    • Set Target State - All Learners
    • Edit Events - All Learners
    • Record Video - All Learners
    • Assign & Edit Programs - All Learners
    • View Team - All Learners
    • Edit Team - All Learners
    • Edit Saved Charts - All Learners
  • Libraries
    • View Program Libraries - All Libraries
    • View Community Program Libraries - Allow
    • Edit Programs in Libraries - All Libraries
    • Edit Vocabulary in Program Libraries - All Libraries
    • View Team - All Libraries
    • Edit Team - All Libraries
    • Manage Program Libraries - Allow
  • Domains
    • Manage Domains - Allow
  • Learner Groups
    • View Learners in Group - All Learner Groups
    • Manage Learners in Group - All Learner Groups
    • Edit Vocabulary - All Learner Groups
    • View Team - All Learner Groups
    • Edit Team - All Learner Groups
    • Manage Learner Groups - Allow
  • Parameters
    • View Global Parameters - Allow
    • Edit Global Parameters - Off
  • Places of Service
    • Manage Places of Service - Allow
  • Notes
    • Manage Note/Report Templates - Allow
    • Create Notes - All Learners
    • Clone Notes - All Learners - Anyone's Notes
    • Edit Notes - All Learners - Only Own Notes
    • Remove Own Signature/Approval - All Learners - Anyone's Notes
    • Remove Signature/Approval of Others - Off
    • Delete Notes - All Learners - Only Own Notes
    • View Notes - All Learners - Anyone's Notes
    • Approve (General) - All Learners
    • Approve (Client/Parent) - All Learners
    • Approve (Clinical) -All Learners
    • Approve (Billing) - All Learners
    • Approve (Administrative) - All Learners
  • Appointments
    • View Learners Calendars - All Learners
    • View Members Calendars - Allow
  • Roles
    • View Role Settings - Allow
    • Edit Role Settings - Allow
  • Members
    • View Members - Allow
    • Manage Members - Allow
  • Organization
    • View Organization Profile - Allow
    • Edit Organization Profile - Allow
    • View Integrations - Allow
    • Manage Integrations - Allow
  • Security
    • Manage Security Controls - Off

 

Owner

The Owner role grants its members full control, and cannot be modified or renamed

RBT/BT

  • Learners
    • View Learners (Basic Info) - If On Team
    • View Protected Info - If On Team
    • View Profile - If On Team
    • Edit Protected Info - Off
    • View Learner Labels - Allow
    • Add & Remove Learners - Off
    • View Programs - If On Team
    • View Data - If On Team
    • Collect Data - If On Team
    • Export Data - Off
    • Revise Past Data - Off
    • Set Target State - Off
    • Edit Events - Off
    • Record Video - Off
    • Assign & Edit Programs - Off
    • View Team - Off
    • Edit Team - Off
    • Edit Saved Charts - Off
  • Libraries
    • All permissions turned off
  • Domains
    • Manage Domains - Off
  • Learner Groups
    • View Learners in Group - If Assigned
    • Manage Learners in Group - Off
    • Edit Vocabulary - Off
    • View Team - Off
    • Edit Team - Off
    • Manage Learner Groups - Off
  • Parameters
    • View Global Parameters - Allow
    • Edit Global Parameters - Off
  • Places of Service
    • Manage Places of Service - Off
  • Notes
    • Manage Note/Report Templates - Off
    • Create Notes - If On Team 
    • Clone Notes - Off
    • Edit Notes - If On Team - Only Own Notes
    • Remove Own Signature/Approval - If On Team - Anyone's Notes
    • Remove Signature/Approval of Others - Off
    • Delete Notes - Off
    • View Notes - If On Team - Anyone's Notes
    • Approve (General) - Off
    • Approve (Client/Parent) - If On Team
    • Approve (Clinical) -Off
    • Approve (Billing) - Off
    • Approve (Administrative) - Off
  • Appointments
    • View Learners Calendars - If On Team
    • View Members Calendars - Off
  • Roles
    • All permissions turned off
  • Members
    • All permissions turned off
  • Organization
    • View Organization Profile - Allow
    • Edit Organization Profile - Off
    • View Integrations - Off
    • Manage Integrations - Off
  • Security
    • Manage Security Controls - Off

AIO Considerations

  • Default role permissions may vary slightly for organizations using both Clinical and PM.

  • For these organizations, the Administrator and Implementation Manager roles have the “Manage Members” and “Add & Remove Learners” permissions disabled.

  • This is intentional, as members and learners should be added and managed in PM first, rather than in Clinical.

 

Last Updated: 3/3/26 by Blain Hockridge