Equip’s Role-Based Access Controls (RBAC) allow your organization to decide exactly what each role can see and do. These permissions help you match Equip to your internal structure—whether you’re a small team with shared responsibilities or a large organization with clearly defined roles. Each module includes preset access levels that determine how users can navigate, view, and manage information.
This article explains both permission levels and scope of support, then provides a detailed overview of each module so you can confidently build a permission structure that works for your organization.
🔑 Permission Structure Overview
Equip permissions are made up of two layers:
Permission Level — what actions a user can take
Scope of Support — which participants a user can access
Both work together to define a user’s experience in Equip.
🔐 Scope of Support Explained
Scope of Support determines who a user can see and work with, not what actions they are allowed to perform.
Full Scope of Support
User can access all participants in the organization (based on their module permissions)
This is the default for Administrators
Commonly used for:
Directors
Supervisors
Administrative staff who need organization-wide visibility
Designated Scope of Support
User can access only participants they are explicitly assigned to
Users cannot see, search for, or open unassigned participants
This is the default for Supporters and Mentors
Commonly used for:
Direct support professionals
Mentors
Employment specialists assigned to specific participants
Most mentors operate with a Designated Scope of Support, meaning they only see participants they are explicitly assigned to.
Depending on how your organization is structured, mentors may have one of two access types:
Mobile-only access
Designed for day-to-day support, progress tracking, and staying connected through the mobile app.
Web + mobile access
Provides expanded tools for documentation, goal updates, routines, and participant management.
Access type (mobile vs. web) determines how mentors interact with Equip.
Scope of Support determines which participants they can access.
🔑 Permission Levels Overview
Each module includes one or more of the following permission presets:
None — No access to the module or its records.
Viewer — Read-only access. Viewers can open the module from a participant’s page and view records, but cannot add or change anything.
Supporter — Designed for team members who work directly with participants. Supporters can open modules from participant pages and create, edit, or delete participant records when allowed.
Administrator — Full access. Administrators can open modules from the main navigation, view all records (participant-wide and organization-wide), and create, edit, or delete as needed.
These levels help ensure that sensitive or administrative tasks stay with the right team members while still giving direct-service staff the tools they need.
📘 What Each Action Means
When reviewing permissions, you may see the following actions:
Navigate — Open the module from the main navigation.
Navigate on Participant — Open the module from a participant’s profile.
View — Read or open existing records.
Create — Add new records.
Edit — Make changes to records.
Delete — Remove records.
⚙️ Permissions by Module
Account Settings
None: Hidden entirely.
Viewer: Can view account-level settings but cannot make changes.
Administrator: Full access to all settings, including editing details and managing account-wide configurations.
Announcements
None: No access.
Viewer: Can view announcements.
Administrator: Can create and update announcements for the entire organization.
Assessments
None: No access.
Viewer: Can view assessments from a participant’s profile.
Supporter: Can complete, edit, and delete assessments for participants they support.
Administrator: Full management, including building assessments and navigating from the main menu.
Documents
None: No access.
Viewer: Can view participant documents.
Supporter: Can upload, edit, and delete documents on participant profiles.
Administrator: Full document management, including main navigation access and organization-wide visibility.
Employers
None: No access.
Viewer: Can view employer records.
Administrator: Can create, edit, delete, and manage employers from the main navigation.
Employment Tracking
None: No access.
Viewer: Can view employment records.
Supporter: Can create, edit, and delete employment entries.
Administrator: Full employment tracking management, including navigation.
Calendar (Events)
None: No access.
Viewer: Can view events on the calendar and on participant pages.
Supporter: Can create, edit, and delete events.
Administrator: Full calendar management.
Forms
None: No access.
Viewer: Can view forms and responses from participant profiles.
Supporter: Can complete and manage participant responses.
Administrator: Full form creation and management, including templates and organization-wide forms.
Goals
None: No access.
Viewer: Can view participant goals.
Supporter: Can create, edit, and delete participant goals.
Administrator: Full goal management across all participants.
Groups
None: No access.
Supporter: Can view groups and see which participants belong to each group.
Administrator: Full groups management, including creation and oversight.
Mood Navigator
None: No access.
Viewer: Can view mood entries.
Supporter: Can complete mood entries on participant profiles.
Administrator: Full mood management settings.
Notes
None: No access.
Viewer: Can view participant notes.
Supporter: Can write, edit, and delete notes for the participants they support.
Administrator: Full notes access from both navigation and participant pages.
Pathways
None: No access.
Viewer: Can view participant pathways.
Supporter: Can create, edit, and update pathways.
Administrator: Full pathway navigation and management.
Pathway Authorizations
None: No access.
Viewer: Can view authorizations.
Supporter: Can create, edit, and delete participant authorizations.
Administrator: Full management and navigation.
Pathway Authorization Invoices
None: No access.
Administrator: Sole access to view, create, edit, and delete invoices. Viewer and Supporter levels are intentionally unavailable due to the sensitivity of financial data.
Reports
None: No access.
Administrator: Can view, create, manage, and navigate to the reporting dashboard.
(Individual report access can be further controlled under Permissions → Report Access.)
Routines
None: No access.
Viewer: Can view routines.
Supporter: Can create, edit, and delete routines from participant profiles.
Administrator: Full routine management from all navigation points.
Participants
None: No access.
Supporter: Can view participant profiles and associated records (where allowed).
Administrator: Can create, edit, and archive participants and navigate from the main menu.
Team (Users)
None: No access.
Supporter: Can view and edit existing team members but cannot create or delete users.
Administrator: Full team management, including adding/removing users and adjusting roles.
🏢 Account-Type Differences
CRP Accounts
Supporters automatically receive full Employer and Routines access, even if the module defaults differ. This aligns with common CRP workflows and ensures staff can perform essential tasks.
Family Accounts
Family accounts include a simplified permission structure:
Modules such as Announcements, Assessments, Employers, Employment, Forms, Goals, Groups, Pathways, Authorizations, Invoices, and Reports are disabled for Supporters/Admins within a Family Account.
Routines remain fully accessible (view/create/edit/delete).
All other modules become view-only or hidden, depending on the family’s settings.
📝 Equip Tip: When updating permissions for your organization, start by mapping the tasks each role performs in real life. Then match those tasks to the permission presets—this creates a clean, predictable structure that helps staff know exactly where to go and what they can do.