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