User Security Permissions


  • Introduction
  • Administrator Access - Full Administrator
  • Administrator Access - Restricted Administrator
  • Administrator Access - No Administrator
  • Misc. Permissions


This article is meant to review some of the User ID Security Permissions/Rights: This is the configuration for Users which can be found under Organization Settings -> User IDs. 

If you have a question not addressed here, you can search at the bottom of this article in Related Articles or contact support at 

Administrator Access - Full Administrator

To make a user a full administrator select "Full Administrator" from the drop-down menu in the Administrator Field. 

This option indicates the user has:

  • Full access to all administration functions (billing, forms, staff, and shared access – detailed below in the Restricted Administrator privileges)
  • Ability to add/change/delete users and modify security permissions for a user
  • Ability to change items in the Organization Preferences screen
  • Image: “Security Full Administrator”

    Administrator Access - Restricted Administrator

    This option indicates the user has limited access to one or more administrative functions. (but not the ability to add/change/delete users or modify security permissions for themselves or another user)

    From here, you can select one or more of the following:

    • Billing Administration
      • Accounting staff
      • Can generate days care billing and accounts payable batches
      • Can add/change/delete days care billing rate sheets
      • Can create and post client charges, payments, and adjustments (if “Aging” module enabled)
    • Forms Administration
      • Support Staff who might create new or change templates
      • Can manage Activity Types/Report Types/Print Templates
      • Can manage Email Alerts
      • Can manage Scheduled Training
      • Can manage Foster Family Website content
    • Staff Administration
      • HR who see personal information related to employees
      • Can add + edit Staff Records (not User ID’s), access personal staff data, expiration dates, add staff training and documents)
    • Shared Administration (available only to agencies that are set up as multiple organizations in extendedReach)
      • Can access linked/shared organizations
      • For example: both foster care/residential – if your agency is configured as such
      • Any additional restricted admin capabilities granted to this user (e.g. billing admin, forms admin, and staff admin) are also available within shared organizations

    Image: “Security Restricted Administrator”

    Administrator Access - No Administrator

    This option indicates the user has no access to any administrative functions (security, billing, forms, staff, shared access). This is most commonly used for caseworkers, licensing workers, therapists, shift staff, interns, etc. 

    Image: “Security Not Administrator”

    Apply Profile: You can select a profile for this user, which will then auto-populate the roles that user will perform. You are able to then adjust the selections by checking or un-checking roles

    Misc. Permissions

    You are also able to adjust “Miscellaneous Permissions” for the user you are adding, if you wish.

    Change Client Name (change client first, last, middle, aka name)
    Change Case Number (change system assigned case #)
    Change Customer Number (change customer # – usually associated with accounting system)
    Change Funding Organization (change the referring organization/county that is paying for case)
    Change Due Dates / Delete Activities + Reports with Due Dates (modify the due date on the activity / report screen or delete an activity or report that has a due date)
    Change Home Number (change system assigned home #)
    Change Rate Level (change case rate level paid for days in care)
    Change Vendor Number (change vendor # – usually associated with accounting system)
    Manage Referrals (add/change/delete case referrals)
    Undo/Modify Discharge on Cases and Homes (when a case or home is discharged can the discharge be undone or the reason for discharge modified)
    Manage Address Book (add / change /delete address book entries under Resources)
    Manage Shared Forms + Files (add / change / delete shared forms and files under Resources)
    Enters casework on behalf of others (select any staff name for “Performed By”/“Approved By”) (ability to select someone other than their own name when clicking Submit/Complete) 

    If this box is checked on Organization Preferences, it will restrict the ability for workers and supervisors not associated with the case/home (or a particular activity/report) from viewing details about the contents of activities/reports.

    Image: “Adding User ID: Security Settings Screen”

    The following additional options allow the above functionality to be refined even further:

    Access confidential information for all cases
    (Access all activities and report detail for all cases regardless of association with case)
    Access confidential information for all cases in select homes/facilities
    (Ability to access confidential information for a case when it is placed in particular home (regardless of association to case or home))
    Restrict access to select case activity and report types
    (block access to certain activity and report types – regardless of association to case – i.e. “Therapy Notes”)
    Access confidential information for all homes
    (access all activities and report detail for all homes regardless of association with case)
    Assign select homes/facilities (below) to House Parent role workspaces
    (manage the assigned homes of those with the role of “House Worker/Parent” selected)
    Restrict access to Financial Tabs
    (prevents the user from viewing the financial tabs)
    Restrict access to Family Web Tabs
    (prevents the user from viewing the Family Web tab)
    Restrict access to activity / report history and on-time status
    (prevents the user from seeing the activity and report history and on-time status of the activity and report)

    Image: “Adding User ID: Security Permissions Screen”

    Security Rights – House Worker/Parent

    The role of the user can determine whether certain security settings are or are not available. For example, those with a House Worker/Parent role, can be limited to specific homes/facilities to show on their workspace.

    Image: “House Worker/Parent Role”

    The following are the miscellaneous permissions available with the House Worker/Parent role:

    Image: “House Worker/Parent Role Misc. Permissions”

    Access confidential information for all cases in select homes/facilities (below)
    (Allows access to confidential case information for the homes they are assigned to)

    Image: “Access confidential information for all cases in select homes/facilities (below)”

    Assign select homes/facilities (below) to House Parent role workspaces
    (Select the homes or facilities that the worker can have access to)

    Image: “Assign select homes/facilities (below) to House Parent role workspaces”

    Access confidential information for assigned workspace homes
    (Allows the worker access to all the confidential information in their assigned homes)
    Restrict access to non-workspace homes
    (Prevents users from accessing homes not assigned to them)
    Restrict access to cases not placed in workspace homes
    (Prevents users from accessing cases not placed in the worker’s assigned workspace homes)

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