Connect supervision

Link supervisor and associate pairs to your organization so the hours logged under them appear in your records, and choose the date visibility begins.

Adding people to your organization tells Licentio who belongs. It doesn't, by itself, tell Licentio which supervision belongs. Until a supervisor–associate relationship is connected to your organization, the hours logged under it are private to those two people. The Supervision page in the organization sidebar is where you make the connection, and it's the step that turns an empty Events page and a roster with no supervisors into a working oversight view.

The page is available to Directors, Managers, and IT. It has three parts.

Claim existing supervision

Use this when a supervisor and an associate who are both members already have a supervisory relationship in Licentio (the associate invited the supervisor, or vice versa, before your organization got involved).

Under Claim existing supervision, choose the relationship from Supervision. Only relationships between two of your active members that aren't already connected to an organization are listed. If none qualify, the card says so.
Set Visible to the organization from. It defaults to today. Choose an earlier date to include work from before this arrangement joined the organization; it can't be earlier than the day supervision began.
Read the statement Licentio shows: Your organization will be able to see Name's supervision hours logged on or after date. Earlier hours stay private.
Select Claim supervision.

Claiming takes effect immediately and doesn't ask the two members to confirm.

Propose supervision

Use this to set up a new supervisory relationship between two members who aren't connected yet. Both of them confirm before anything happens.

Under Propose supervision, choose the Associate and the Supervisor.
Set Supervision begins, the date the relationship starts.
Set Visible to the organization from. It can't be earlier than the date supervision begins.
Select Send proposal.

Each member sees a Supervision to confirm card on their organization dashboard and on their own Supervisors or Supervisees page, stating who, from when, and the visibility date, with Confirm and Decline. When both confirm, the relationship becomes active and is connected to your organization. If you proposed supervision between yourself and another member, your side counts as confirmed already.

Awaiting confirmation lists proposals still open, with who hasn't answered yet, and a Withdraw button. Proposals expire after 14 days.

No email goes out for a proposal. Tell the two people to look for the Supervision to confirm card the next time they sign in.

The visibility date

Visible to the organization from is the line between the associate's private record and what your organization can read. From that date forward, sessions logged under the connected relationship appear on your Events page, in the associate's detail view, and in exports; earlier sessions don't. Backdating is how an agency that adopts Licentio mid-placement picks up the months already worked.

The date is disclosed to the associate on every proposal, and stated on the claim form before you confirm. Choose it deliberately.

The organization's approval default

Supervision you propose inherits your organization's Default approval workflow from the Settings page, if you've set one (No approval required, Approve each session, Approve weekly, or Approve monthly). Supervision that already existed keeps whatever the two of them agreed, and either of them can change the mode later from the supervisor's supervisee detail. See Settings and the audit trail and Review and approve hours.

Gotchas

Connect supervision, or your oversight pages stay empty. Membership alone puts nobody's hours on your Events page and shows no supervisor next to an associate on the progress roster ("No supervisor linked here"). If you invited a whole team and the dashboard looks thin, this page is almost always the reason.

Both people must be active members. You can only claim or propose between two people who have accepted their invitations. Waiting on one acceptance blocks the pairing.
A relationship connects to one organization. If a supervisor and associate are already connected to another organization, you can't claim them here.
Claiming reaches back; make sure it should. Backdating gives your organization sight of sessions the associate logged before you were involved. That's often exactly right for a placement that predates Licentio, and worth a word with the associate either way.
Connecting supervision here doesn't file the Supervision Agreement. California still requires the BBS 37M-300 for every supervisory relationship. Your supervisors and associates complete it themselves.

FAQ

Which should I use, claim or propose? Claim when the two people are already connected in Licentio. Propose when they're not. If you're not sure, open Claim existing supervision: if the pair isn't listed there, propose.

Can I connect an associate to a supervisor who isn't a member? No. Invite the supervisor first (the Supervisor role is free), then claim or propose once they've accepted.

The associate already logged months of hours with this supervisor. Will I see them? Yes, if you set Visible to the organization from to a date on or before those sessions. Hours before the date you choose stay private to the two of them.

Can I disconnect supervision later? Not from the app. Removing a member ends the organization's view of anything dated after they leave, but the connection itself stays. If you connected the wrong pair, contact support@licent.io.

Does the associate get to say no? To a proposal, yes; both members confirm or decline. Claiming an existing relationship doesn't ask them, which is why the visibility date deserves care.