Creating and Cloning Roles

Overview

Before you invite members to join your organization, you need to create roles and designate permissions. 

Owner Role

The Owner is the primary administrative role within Motivity. It is typically held by your organization's Project Lead and your Motivity Implementation Manager (IM).

Key Characteristics:

• Full Access: Grants universal permissions across the entire organization.

• Permanent: The role cannot be renamed, edited, or deleted.

• Requirements: Every organization must have at least one Owner, though multiple Owners are permitted.

• Assignment: Only a current Owner can elevate another member to the Owner role.

Creating a Role

To create a role, navigate to Settings and then select "Roles".  Click on the plus sign in the top right corner and name the role you would like to create.  

Here is an example of common roles: 

• Administrator
• BCBA
• Caregiver
• Implementations Team
• RBT

The roles will be displayed alphabetically. You can set role permissions to view learners, add/edit learners, assign programs to learners, view/edit/add data, set target state (e.g. mastering targets, putting targets on hold), view/edit/assign team members to learners, and manage roles. 

Cloning a Role

Organizations often have roles with very similar permission sets. The Clone a Role feature makes it easy to duplicate an existing role so you can quickly create a new one with similar permissions.

To clone a role:

• Select the role you want to clone
• Open the Role options
• Select Clone
• Enter a unique name for the new role
• Click Clone Role
  

• The new role will appear in the Roles list
• Select the newly created role
• Review the permissions that were copied
• Add or remove permissions as needed
  

Applying and Changing Permissions

Now that you have created a few roles, let's learn how to adjust their permission levels!

To set permission levels for each role, use the slider bar for each action. You can adjust the permissions at any time, and changes are applied immediately without needing to save or refresh the page.

• All the way to the left: No permission is granted for this action.

• Halfway (Center): This grants permission "If on team" or "If assigned." The user will only have permission to complete certain actions if they are specifically assigned to a learner's team - or - are assigned to specific libraries or learner groups. 

• All the way to the right: This grants Full Permission to perform the action for all learners, libraries, or learner groups across the organization.

See below for a detailed definition of each specific permission.

Please see the following articles to learn more about Motivity's default roles, suggested permission defaults, and definitions for each permission setting.

• Roles & Permission Settings: Best Practice Starting Point

• Permission Definitions

Last Updated: 3/17/26 by Tatum Winslow