Roles and permissions

Learn what each of the seven organization roles can see and do, and where the line on clinical detail sits.

Every member of an organization holds one of seven roles. You pick the role when you invite someone and can change it later from the Members page. There are no custom roles; each role is a fixed bundle, and the bundles are designed around one question that matters in a supervision setting: who may read the content of supervision sessions, as opposed to how many hours someone has logged and whether they're on track.

The seven roles

Role	Who this is	Sees session detail?
Director	The person who created the organization, and anyone they promote. Full access: team progress, events, members, supervision, billing, settings, audit trail.	Yes, organization-wide
Manager	Runs the team day to day: team progress, events, member management, and supervision pairing. No billing, settings, or audit trail.	Yes, organization-wide
Finance	Owns the subscription and invoices. Sees who holds a billable seat, and nothing about anyone's hours or progress.	No
Auditor	Compliance and quality oversight: team progress, supervisor workload, reports, and the audit trail. Totals only, never session content.	No
IT	Account administration: invite, remove, and re-role members, connect supervision, and edit organization settings. No progress, billing, or audit trail.	No
Supervisor	Reviews and approves their own supervisees' hours, exactly as any supervisor does.	Only their own supervisees
Associate	Tracks hours toward licensure. The only role that counts as a billable seat.	Only their own

"Admin" is not an organization role. In Licentio, that word refers only to Kaweah Tech support staff.

What each role sees in the sidebar

An organization workspace shows only the pages a role can use:

Role	Organization pages
Director	Events, Progress, Supervisors, Reports, Members, Supervision, Billing, Settings, Audit
Manager	Events, Progress, Supervisors, Reports, Members, Supervision
Auditor	Progress, Supervisors, Reports, Audit
Finance	Billing
IT	Members, Supervision, Settings
Supervisor	Reports, plus their own Supervision section (Supervisees, Approvals, Weekly sign-off, Credentials)
Associate	Reports, plus their own Practice section (Log hours, My events, My progress, Validation, Pathway, Supervisors) and Records (Requirements, Imports, Export)

Progress appears only once the organization has at least one member in the Associate role; there's nothing to show before that.

The Practice, Supervision, and Records items are the member's own pages, the same ones the Independent workspace shows, so associates and supervisors do all of their work inside the organization. See Workspaces.

The clinical-detail line

Three levels of visibility exist, and a role's level decides what every organization page shows it:

Organization-wide (Director, Manager) — the date, duration, category, associate, and supervisor of each session logged under supervision the organization has connected, within its visibility window. Never session notes.
Own supervisees (Supervisor) — the sessions of the people they supervise, through their normal review queue.
None (Finance, Auditor, IT) — progress, status, and aggregates only. An Auditor opening an associate's detail page sees Totals only.

Progress numbers are never gated this way. An Auditor sees the same completion percentages a Director does; what they don't see is what happened in a particular session.

Rules about the Director role

Two rules keep an organization operable and its billing controls in the right hands:

Only a Director can assign or remove the Director role. A Manager or IT member can manage every other role but can't promote anyone to Director, or demote or remove one. Trying returns Only a Director can assign or change the Director role.
The last Director can't be demoted, removed, or leave. Give someone else the Director role first. The app enforces this everywhere the change could happen, with This organization would be left without a Director. Give someone else the Director role first.

Gotchas

A Director isn't automatically a supervisor. Directing an organization and reviewing an associate's hours are different jobs. The organization roles other than Supervisor and Associate carry no supervision or logging pages in the organization workspace. A Director who also supervises gets their approval queue the ordinary way, through a supervisory relationship and their own credential, in their Independent workspace.

Changing a role replaces the whole bundle. There's no way to grant one extra permission. If someone needs both billing and member management, that's a Director.
Finance can see who is billed, not how they're doing. That's deliberate: the invoice lists seats by name so it can be reconciled, and stops there.
Associate is the seat that costs money. Give staff who don't track hours a staff role, not Associate, or you'll pay for seats you don't need. See Plans, seats, and billing.

FAQ

Which role should our office manager have? IT if they handle accounts and settings, Manager if they also need to see team progress and session detail. Both can invite and remove members.

Can a supervisor also see team-wide progress? Not with the Supervisor role alone. A supervisor who also runs the team should be a Manager; they can still supervise through their own relationships.

Can one person hold two roles? One role per organization. If someone needs a wider set of permissions, move them to the role that includes it. A person can hold different roles in different organizations.

We want a role that only reads the audit trail. Auditor. It reads progress, workload, reports, and the audit trail, and nothing session-level.