User Roles and Permissions

User Roles and Permissions

Aloha Data Collection offers various ways to customize what users can see and edit withing the site.  Here is a high-level overview of different permissions:
  1. Role Type: Controls WHO a user can see (e.g. all staff and clients, vs only those they support or oversee)
  2. App Access: Controls which users can access the Aloha Data Collection app and how they can use app features (e.g. editing notes, adjusting start/end times on notes, saving notes for later)
  3. Web Access: Controls which users can access the Aloha Data Collection website and how they can use the web features (e.g. viewing, editing, creating, deleting)

Notes
The Web and App are two separate tools with separate functions. The Web functions to create organizational structures, templates, and client programs so that data can be collected using the App. The Web also functions as a platform for managing submitted session notes and viewing analytics.  App’s primary purpose is for in-session data collection and completion of session notes.

Role Types

There are three (3) Role Types within Aloha Data Collection:

Admin: Can see information for all staff and all clients, regardless of client assignment or staff reporting structure. Multiple Admin role types can be created with differing Web/App permissions (e.g. Biller, Scheduler, Clinical Director, Lead BCBA) as needed.

Staff: Can see information for all staff and clients that they work with both directly (e.g. scheduled sessions) and indirectly (e.g. Reporting Manager structure). Multiple Staff role types can be created with differing Web/App permissions (e.g. RBT in training, Lead RBT, BCBA) as needed.

Caregiver: Offers caregivers and parents the option to view and/or collect data on their child’s goals. Specific permissions can be adjusted based on preference and need. This role type will not be able to access information for any other client or staff member. 

   Web Access and Permissions

The Web platform offers the following features. Access to view and interact with these features can be individualized to any user role you wish to create.

Feature

Explanation of Feature

Permissions

Notes for Application

Dashboard

High-level information displayed about staff and clients (e.g. staff/client assignment, lesson note status, programs completed, etc.) upon logging in or selecting a specific client

 

View

 

Schedule

The schedule of appointments (service and non-service) as created in Aloha. Scheduled appointments will only show for users using Aloha integration.

 

View

If using the Caregiver role type, this will be a helpful tool for families to view their child’s upcoming appointments.

Lesson Builder

Tool to create curated lessons (e.g. collection of specific programs to run with an assigned lesson note).

 

View

Create/Edit

Delete

 

Analytics

Graphs of client progress (Skill and Behavior Reduction Programs), as well as ABC Data.

 

View

In addition to BCBAs and Clinical Directors, some organizations may grant this access to staff who are training to become BCBAs

Lesson Notes

Collection of Lesson Notes that have been completed after any service session

 

View

Edit

Approve/Reject

Archive/Unarchive

The staff/client lesson notes a user can view will depend on their Role Type (e.g. Admin, Staff) as well as any Reporting Manager Structure in place. The ability to execute different functions will depend on specified permissions regarding Lesson Notes.

 

Organization Profile

High-level information about the organization (address, offices, contact information, etc).

 

View

Create/Edit

Delete

Archive/Unarchive

The need to edit this information will be rare (e.g. opening a new office or getting a new address). Very few people will need access to edit this information.

Staff

The list of Staff along with their staff profile

 

View

Create/Edit

Aloha users should only create new Staff profiles within Aloha PMS. 

 

Clients

The list of Clients along with their client profile

View

Create/Edit

Aloha users should only create new Client profiles within Aloha PMS. 

Roles and Permissions

The Role Types and associated permissions within the Data Collection platform

View

Create/Edit

Delete

In most cases, only a few users will need this permission (e.g. owner, director, or BCBA leading Data Collection adoption)

Prompt Hierarchy & Levels

The organization-wide templates for prompting hierarchies. The templates are applied to Trial-by-Trial programs so that specific responses can be tracked (e.g. Independent, Verbal Prompt, No Response).

View

Create/Edit

Delete

Some organizations may decide to give the permission to create/edit templates to only a few staff in order to avoid duplicate templates and to streamline clinical processes

 

Outcomes & Promotions

The organization-wide templates for mastery criteria (e.g. baseline criteria, when to move from acquisition to generalization, etc). The templates can be applied to any Skill Acquisition program

View

Create/Edit

Delete

Some organizations may decide to give the permission to create/edit templates to only a few staff in order to avoid duplicate templates and to streamline clinical processes

 

Custom Data Fields

The Custom Fields (e.g. text boxes, single-select lists, multi-select lists) that can be added to Staff/Client profiles, Lesson Note templates, and Programs.

 

View

Create/Edit

Archive/Unarchive

In most cases, only a few users will need this permission (e.g. owner, director, or BCBA leading onboarding)

 

Note Templates

Templates created for different Lesson Notes/service types (e.g. Direct Session, Supervision Session, etc.)

 

View

Create/Edit

Delete

In most cases, only a few users will need this permission (e.g. owner, director, or BCBA leading onboarding)

 

Client Directory Programs

The programs (Skill Acquisition, Behavior Reduction, ABC data sheet) that have been created for a specific client.

 

View
Create

Edit

Archive

Some organizations may grant some level of access to staff who are training to become BCBAs

Organization Directory Programs

The programs (Skill Acquisition, Behavior Reduction) that have been created for an organization’s library and can be used across the organization.

 

View
Create

Edit

Archive

Some organizations may decide to give the permission to create/edit Organization Library programs to only a few staff in order to ensure the quality of org-wide programs.


Web, App, and access to view all staff/clients are independent and separate permissions.

App Access and Permissions

All users with App access will be able to:

  1. Log into the app

  1. View any scheduled appointments from Aloha PMS in the App

  1. View client profile, files, and programs for any client they are connected to in Aloha DC

  1. Collect data and complete Lesson Notes for any client they have a scheduled session with or they are connected to in Aloha DC

  1. View their approved, pending, edited, and rejected Lesson Notes

  1. Re-sign Lesson Notes that have been edited by an Admin or Reporting Mangager (e.g. time correction)

  1. Edit Lesson Notes that have been rejected by Admin or Reporting Manager (e.g. adding additional required information)

There is also the option to allow or remove the following App-specific permissions:

  1. Editing Session Start/End times
    1. Refers to a user’s ability to edit the Session Start/End time for a Session they have completed.
    2. If a user does not have this permission, the session will begin when the user taps the “Start Lesson” button in the App. End time will be when the user taps “Complete” and confirms the end of the session.
    3. If a correction to these times is needed, a user with Web permission to edit Lesson Notes will be responsible for making the correction.
  2. Save incomplete Lesson Notes 
    1. Refers to a user’s ability to save a Lesson Note and complete the note at a later point in time.
    2. If a user does not have this access, they will be unable to exit out of the Lesson Note until it has been signed and submitted.
  3. Edit pending Lesson Notes
    1. Refers to a user’s ability to edit a pending (not yet approved) Lesson Note.
    2. If a user does not have this access, they will only be able to edit a Lesson Note if it has been rejected by an Admin or Reporting Manager and sent back for correction. 

Role Types and Permissions Summary

 

Admin

Staff

Caregiver

View other Staff/Clients

Can view all staff/clients regardless of if they work with or oversee the staff/client in any capacity.

Can see any staff/client they work with or oversee (e.g. Reporting Manager structure)

Cannot view any staff members.

 

Can only view the client they are a caregiver (e.g. parent, guardian) for

Web Access

     View


     Create/Edit


     Approve/Reject


     Delete/Archive

        
             


 

Different Admin roles may be given different access for interacting with Web functions.

 

Ex: A Clinic Director may be a Admin with access to create Programs on the Web. A scheduler may also be an Admin but will not have (or need) access to create Programs.

Different Staff roles may be given different access for interaction with Web functions, or may be given no access as all.

Ex: An RBT may be a Staff Role Type that may not have any Web access, and only App access.

A BCBA may be a Staff Role Type that has Web access for creating and editing programs and approving lesson notes.

 

A Lead RBT may be a Staff Role Type with access to view Analytics on the Web as part of their BCBA training but will not have access to other Web functions.

Can be tailored based on preference.

App Access

            Edit Start/End times              Edit pending notes              Save notes for later

Can be given or removed based on the Admin’s specific role within the organization.

Ex: A scheduler or biller may only need to see all staff and clients for Web purposes, and will not need staff/client access for App purposes.

Can be given or removed based on the Staff’s specific role within the organization.

Different App-specific permissions can be tailored to different Staff role types as well.

Can be given based on preference.

 

 



Notes
Web, App, and access to view all staff/clients are independent and separate permissions

Creating and Assigning User Roles

New User Roles can be created by navigating to: Organization Setup > Settings > Roles and Permissions on the left-hand menu on the Web. 

Click  in the top right to add a new Role. This will open a new window:


  1. Type in the Role Name. These will be organization-specific (e.g. Biller, Director, RBT, BCBA)
  2. Select Role Type (Admin, Staff, or Caregiver) from the dropdown menu
  3. Use the toggle to give or remove access for Web and App.
  4. If access is toggled on for either, a drop down will populate to select specific permissions
  5. For App access, toggle to specify the desired permissions:


            6.  For Web access, check the desired permissions. Note: these permissions build on one another. A user needs access to View an item, in order to Create/Edit. Access to Create/Edit is needed in order to delete.


      7.  After desired roles have been created, these roles can be assigned to Staff.
      8.  To assign a Role, navigate to the Staff list through Organization Setup.
      9.  Click the “edit” symbol to open the profile of the Staff who needs a Role assignment/update
      10.  Locate the “Job Role” field and use the drop down menu to select the desired role.

      
Alert
Unlike Aloha PMS, an invite to Aloha DC in NOT sent upon assignment of a Role. After assigning/updating a role in Aloha DC, an invite must be manually


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