Team Roles and Permissions
Understand the two-layer permission system for BCBAs, RBTs, and support staff.
Two-Layer Permission System
TallyFlex uses two layers of access control:
- Team Role - What actions you can perform team-wide
- Client Access - Which clients you can see and what you can do
Layer 1: Team Roles
Your team role determines what you can do across the entire organization.
| Role | Collect Data | Edit Programs | Create Clients | Manage Team | Billing |
|---|---|---|---|---|---|
| Owner | ✓ | ✓ | ✓ | ✓ | ✓ |
| Admin | ✓ | ✓ | ✓ | ✓ | - |
| Supervisor | ✓ | ✓ | - | - | - |
| Therapist | ✓ | - | - | - | - |
Role Descriptions
- Owner - Full control including subscription management, billing, and purchasing additional client seats
- Admin - Manages team members and invitations, creates clients, but cannot access billing
- Supervisor - Edits programs and grants access to staff on clients they supervise
- Therapist - Collects data on assigned clients only
Layer 2: Client Access
Even with a team role, staff need the right client access for the work they do. Use Team Member Client Access when you want to review one member’s caseload from Team Management. Use Managing Client Access when you want to manage staff access from one client’s profile.
| Access Level | View Data | Collect Data | Edit Programs | Transfer Case |
|---|---|---|---|---|
| Case Supervisor | ✓ | ✓ | ✓ | ✓ |
| Editor | ✓ | ✓ | ✓ | - |
| Tracker | ✓ | ✓ | - | - |
| Viewer | ✓ | - | - | - |
Access Level Descriptions
- Case Supervisor - Primary clinician responsible for the case (one per client)
- Editor - Can modify behaviors, skills, and goals
- Tracker - Can collect session data only
- Viewer - Read-only access to client data
Note: Case Supervisor is a special designation assigned to the primary clinician. Other team members receive Editor, Tracker, or Viewer access.
How They Work Together
Your team role limits which client access levels you can receive:
| Team Role | Available Client Access |
|---|---|
| Owner/Admin | Any level (automatically) |
| Supervisor | Case Supervisor, Editor, Tracker, Viewer |
| Therapist | Tracker, Viewer only |
Example: A Therapist cannot receive Editor access because their team role doesn’t allow program modification.
Common Configurations
Clinical Settings
| Staff Type | Team Role | Client Access |
|---|---|---|
| Clinical Director | Admin | Automatic (all clients) |
| BCBA | Supervisor | Case Supervisor or Editor |
| RBT | Therapist | Tracker |
School Settings
| Staff Type | Team Role | Client Access |
|---|---|---|
| Special Ed Coordinator | Admin | Automatic (all students) |
| School Psychologist | Supervisor | Case Supervisor or Editor |
| Behavior Specialist | Supervisor | Case Supervisor or Editor |
| Teacher | Therapist | Tracker |
| Paraprofessional | Therapist | Tracker |
What’s Next?
- Managing Members - Change roles and deactivate accounts
- Team Member Client Access - Review one member’s client access
- Client Access - Grant access to specific clients
- Observation Settings - Choose which roles can use setting-specific behaviors and skills
- Delete or Clear a Service Record - Understand who can remove completed records
- Inviting Members - Send invitations and onboard new staff
Need Help?
Questions about permissions? Email support@tallyflex.com for assistance.