Joining an organization
If your clinic, agency, or training program uses Licentio, someone there will invite you to its organization workspace. This page is for the associate or supervisor on the receiving end: what accepting changes, what the organization sees, and what stays yours.
The short version: your records stay yours. Accepting adds a workspace to your account. It doesn't move your hours, your pathway, or your credential anywhere, and the organization gets read access only to the supervision it explicitly connects, from a date it discloses to you.
Accept the invitation
You'll get an email, Name invited you to join Organization on Licentio, naming your role. Select View invitation. The page Join Organization on Licentio shows who invited you, the organization, and your role.
- Already have a Licentio account? Sign in if you aren't already, then select Accept invitation. Licentio confirms You're in and takes you to the organization's dashboard.
- New to Licentio? Select Create account and sign up with the same email address the invitation was sent to. When you finish the sign-up steps, the invitation is accepted for you and the organization appears in your workspace switcher. You'll then set up your own pathway as usual (see Set up your pathway).
There is no decline button. If you don't want to join, ignore the email; the link stops working after two weeks, and the organization can withdraw it sooner.
What changes when you join
- A new workspace. The organization appears in your account menu under Switch to. Its dashboard is built around your role: an associate sees Your licensure with shortcuts to their own hours; a supervisor sees Your supervisees with the count awaiting review.
- Your access may be covered. If you hold the Associate role, the organization's plan covers your Licentio access. You don't need a personal subscription or a card on file to keep logging. Your Subscription page says Your seat is covered by Organization. If you were paying for your own plan, Licentio winds it down once the organization is on a paid plan: a monthly plan ends at the end of its period, and an annual plan ends at the end of the current month with the remaining whole months refunded. See Your trial and subscription.
- Your own pages come with you. The organization sidebar carries your own surfaces: Log hours, My events, My progress, Validation, Pathway, and Supervisors for an associate; Supervisees, Approvals, Weekly sign-off, and Credentials for a supervisor; Requirements, Imports, and Export under Records. They're the same pages and the same record as the Independent workspace, so you can do all of your work without leaving the organization. See Workspaces.
Supervision your organization sets up
Your organization can connect you and a supervisor in two ways, and both are worth understanding because they decide what the organization can see.
A proposal you confirm. The organization can suggest that you and a supervisor work together. A Supervision to confirm card appears on your organization dashboard and on your Supervisors page (or Supervisees page, if you're the supervisor), in either workspace. It names the other person, the date supervision begins, and a plain statement: Organization will be able to see hours logged under this supervision on or after date. Select Confirm or Decline. Nothing takes effect until both of you confirm. If a proposal sits for two weeks, it expires and the organization has to send a new one.
Supervision you already have. If you and your supervisor are both members and already connected in Licentio, the organization can bring that existing relationship under its umbrella, choosing the date from which it can see the hours logged under it. That date can be earlier than the day you joined, so an agency can pick up a placement that started before it adopted Licentio.
Either way, the organization's view is limited to hours logged under a connected relationship, dated on or after the disclosed date. Supervision you set up yourself, with a supervisor the organization hasn't connected, stays outside its view.
What your organization can see
| Who | Sees |
|---|---|
| Director, Manager | Your progress toward licensure, plus the date, duration, category, and supervisor of each session logged under connected supervision inside the visibility window. Never your session notes. |
| Auditor | Your progress and totals only. No session-level detail. |
| Finance | Only that you hold a billable seat: your name, email, and join date. |
| IT | Your name, email, and role on the member list. |
| Your supervisor | The same as always: the events you log under them, to review and approve. |
Two things to know about the progress figures. They are your own totals toward licensure, so they include hours you earned before you joined and hours under supervision outside the organization. And they stop moving the day you leave.
Leave the organization
When a placement ends, or you move on, you can leave from Settings → Workspaces by selecting Leave next to the organization. Licentio spells out the terms before you confirm: you lose access to that workspace immediately; your hours, pathway, and documents stay with you; the organization keeps access to the supervision work you did while a member, and nothing dated after that day is visible to it. See Workspaces.
The organization can also remove you. The effect is the same, and no email is sent either way; the workspace disappears from your switcher.
Gotchas
- Your Supervision Agreement is still your responsibility. Connecting supervision inside Licentio doesn't file the BBS Supervision Agreement (form 37M-300). Complete it with your supervisor as usual. See Add a supervisor.
- A proposal isn't supervision until both of you confirm. Hours you log before that under an unconnected supervisor won't be visible to the organization, and if you pick a supervisor by name they stay pending as always.
- Read the visibility date. It's stated on every proposal. If it's earlier than you expected, ask before you confirm.
FAQ
Can my organization see the hours I logged before I joined? Only if it connects your supervision with a visibility date that reaches back that far, and only for hours logged under that supervisor. Your progress totals include everything you've earned regardless; session detail is limited to the window.
Can my organization see my session notes? No. Directors and Managers see the date, duration, category, associate, and supervisor of a session, never its notes.
Do I still need my own subscription? Not while you hold the Associate role in an organization whose plan is active or in trial. Your Subscription page tells you when your seat is covered.
I left. Where did my hours go? Nowhere. They stay on your account and appear in your Independent workspace (turn it on under Settings → Workspaces if you don't have one; do that before you leave if the organization was your only workspace). What changed is that the organization can no longer see anything dated after the day you left.
I'm a supervisor. Does joining change how I approve? No. Approvals in the organization workspace is the same queue as in Independent, covering everyone you supervise, including associates connected through the organization. See Review and approve hours.