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Permission Definitions

This article defines each permission and what impact it has in Motivity.

Permissions Definitions

Learners

  • View Learners (Basic Info): View a learner's basic info such as their nickname.
  • View Protected Info: View learners' full name, demographics and other identifiers. 
  • View Profile: View learner's profile card.
  • Edit Protected Info: Edit learners' full name, demographics and other identifiers. 
  • View Learner Labels: View learner's labels.
  • Add & Remove Learners: Add and archive learners in Motivity and edit their information. Also allows for assigning and removing learner labels.
  • View Programs: View instructions, all targets, and transition rules.
  • View Data: View graphs and the learner's timeline including past data.
  • Collect Data: Start a session and collect new data. 

    • You can further restrict what session types a member with this role can collect:

      • Click on the pencil next to "Allowed across all non-playlist session types" and select "+Session Type". Type in the name of the session type you would like this role to collect data for.

      • If you would like to create specialized session types, we encourage you to reach out to your CSC for assistance.

  • Export Data: Export a learner's data, including PHI. 
  • Revise Past Data: Revise past session start/end time, delete sessions, or edit historical target data. 
  • Set Target State: Activate targets and manually transition them between states. 
  • Edit Events: Add, modify, and delete events. 
  • Record Video: Record videos to be saved to a learner's timeline. 
  • Assign & Edit Programs:  Assign programs from libraries and other learner profiles into learner's programs, edit programs, and manage learners' programs.
  • View Calendar: View learner's appointments/sessions that have been synchronized from other platforms that have been integrated with Motivity (such as Aloha ABA).
  • View Team: View members who are on a learner's care team. 
  • Edit Team: Add and remove members from a learner's care team. 
  • Edit Saved Charts: Add, modify, and deleted saved charts for a target.

Libraries

  • View Programs: View the details of any program in a library. 
  • View Community Libraries: View/access Motivity's community libraries available to all Motivity organizations
  • Edit Programs: Add, remove, rename, and edit programs in a library. Assign existing labels to a program. 
  • Edit Vocabulary: Add, remove, and edit the labels associated with a library. 
  • View Team: View members assigned to the library's team.
  • Edit Team:  Add and remove members to and from the library's team. This controls who can edit the library and the programs in the library.
  • Manage Program Libraries: Add, archive, and full control of libraries. 
  • Manage Domains: Add, remove, and full control of domains.

Learner Groups

  • View Learners in Group: View the details of any learner in a learner group. 
  • Manage Learners in Group: Add or remove learners in a learner group. Assign existing labels to learners. 
  • Edit Vocabulary: Add, remove, and edit the labels associated with a learner group. 
  • View Team: See which members are assigned to a learner's group team. 
  • Edit Team:  Add and remove members from learner's group team.
  • Manage Learner Groups: Add, remove, and full control of learner groups. 

Parameters

  • View Global Parameters: View the global parameters used in an organization's programs. 
  • Edit Global Parameters: Change, promote, and demote the global parameters used in an organization's programs. Warning: Use with caution! 

Place of Service

  • Manage places of service: Set and edit place of service for the organization and specific learners. 

Notes

Original Notes Permissions

  • Manage Note Templates: Add, remove and edit note templates 
  • Create Notes: Create notes on a learner's timeline
      • By checking “Only Specific Types” you can specify which types of notes the member can create, based on note template labels. 
      • Click the pencil to add note types, and click the X next to a label to remove their permission to create that type.
  • Clone Notes: Clone a note and its contents. Signatures, approvals, and note history are not cloned.
  • Edit Notes: Edit unsigned notes
    • Only own notes: allows members to edit only notes created by them
    • Anyone’s notes: allows members to edit notes created by all other members
  • Remove Own Signature/Approval: allows members to remove their signature from notes. Removing the signature unlocks the notes for possible editing. 
    • Only own notes: allows member to remove their signature or approval/rejection only from notes they’ve created
    • Anyone’s notes: allows members to remove their signature or approval/rejection from notes created by anyone within the organization
    • Only Specific Types: specify which types of notes they can unsign, based on the note labels. Click the pencil to add note types.
    • Only Specific States: specify which note states (awaiting approval and/or completed/approved) from which they can remove their signature.
  • Delete Notes: Delete existing notes from a learner's timeline
    • Only own notes: allows members to delete only notes they’ve created.
    • Anyone’s notes: allows members to to delete notes created by anyone
    • Only Specific Types: specify which types of notes the member can delete, based on the note labels. Click the pencil to add note types.
    • Only Specific States: specify which note states (unsigned, awaiting approval, revision requested, and/or completed/approved) the member can delete
  • View Notes: View notes on a learner's timeline
    • Only own notes: allows members to be able to view only notes they have created.
    • Anyone’s notes: allows members to view notes created by all members.
    • Only Specific Types: specify which types of notes members can view, based on the assigned note labels. Click the pencil to add note types.
    • Only Specific States: specify which note states (unsigned, awaiting approval, revision requested, and/or completed/approved) they can view.

  • Approve (General): Approve or reject notes requiring general approval. This approval is not commonly used. It may be used by BCaBAs or third parties such as OTs or SLPs. 
  • Approve (Client/Parent): Approve or reject notes requiring a client or parent approval (most commonly used if you want parents, clients, or other caregivers to log into their own accounts and approve notes), or collect a 3rd party client/parent "statement" (signature) - this must be turned on if you want your BT/RBTs or clinicians to be able to collect a parent/caregiver signature on session notes. 
  • Approve (Clinical): Approve or reject notes requiring clinical approval. This is commonly used by BCBAs who would like to look over BT/RBT notes. 
  • Approve (Billing): Approve or reject notes requiring billing approval. This is used if an organization wants their billing staff to approve clinical notes. 
  • Approve (Administrative):  Approve or reject notes requiring administrative approval. This is used if an organization wants its administrative staff to approve clinical notes.

Profile Templates

  • Manage Profile Templates:  Edit profile templates 
    • Note: Profile templates are not currently editable but will be in the future - these templates will be used to pull info automatically into session notes as well as future reports.

Roles

  • View Role Settings: View the permissions associated with all roles 
  • Edit Role Settings: Add, remove, rename, and set permissions for roles. Note: assign roles via Manage Members

Members

  • View Members: View all members of an organization, including their names and roles assigned to them.
  • View Member Calendars: View members' appointments/sessions that have been synchronized from other platforms which have been integrated with Motivity (such as Aloha ABA). This permission also allows you to link and unlink session notes to/from appointments on members' third-party calendars (if applicable).
  • Manage Members: Invite and remove members to and from your organization. Assign roles, learners, and libraries to members.

Organization 

  • View Organization Profile:  View the organization's profile (this can include details about the organization that you choose to fill out, including address, phone number, and tax ID).
  • Edit Organization Profile:  Edit the organization's profile including adding and removing the information listed above.
  • View Integrations: View the organization's integrations with third-party systems (such as with Aloha ABA).
  • Manage Integrations:  Allows for the ability to approve and manage integrations with third-party systems.
  • Manage Multi-Factor Authentication: Manage the MFA requirement for an organization. Configure MFA Settings. Reset MFA for individual members.

 

Last Updated: 3/17/26 by Tatum Winslow