Report access is set per role, not per person, on the Report Access tab under Account Settings > Permissions. The tab is a table of every report your account has, with one column per role. Tick the box under a role to let everyone in that role run that report, then click Save. Super Admins are never listed because they can always run every report. A role only appears in the table when its Reports module is set to Administrator on the Custom Roles tab, and a newly created role has no reports ticked until you tick them.
Who can do this, and where
Web app only. Open the menu under your profile photo or initials, choose Account Settings, then Permissions, then the Report Access tab.
Anyone who can open Account Settings can view the table: Super Admins, General Admins, and any role whose Account Settings module is Viewer or Administrator.
The Save button appears only for Super Admins and for roles whose Reports module is Administrator.
Family accounts have no Permissions tab.
Steps
Open the menu under your profile photo or initials and choose Account Settings.
Choose Permissions in the settings list. The page is titled "Permission Settings".
Click the Report Access tab.
Find the report in the table. Reports are grouped by category in the Category and Report columns, and each role is a column to the right.
Tick the box under a role to grant that report, or untick it to remove it. The Select All box under a role's name ticks or unticks every report for that role.
Click Save at the bottom right. The page confirms "Report permissions updated successfully."
The change applies immediately. People in that role see the report on their Reporting page the next time it loads, and a removed report disappears the same way.
Which roles appear in the table
General Admin, supporter, and custom roles whose Reports module is set to Administrator under Permissions > Custom Roles. Reports is the one module with only two levels, None and Administrator.
Super Admins and Equip Admins are not listed. They always see every report your account has.
The participant role is never listed. Participants cannot run reports.
If a role's Reports module is later set to None, its column disappears, its people lose the Reporting link, and the boxes you ticked are kept for when the module is turned back on.
Report categories
The table lists the reports your account has. A category is hidden when its feature is not enabled for your account.
Category | Reports | Shown when |
Assessments | Assessment Responses, Assessment Summaries, Assessment Links | Assessments is enabled |
Employment | Employer Details, Supervisor Details, Employment Details | Employment Tracking is enabled |
Events | Event Attendance, Event Details | Always |
Forms | Form Details, Form Links, Form Responses, Form Summaries, Form Expirations | Forms is enabled; Form Expirations also needs the form expirations feature |
Goals | Goal Details, Goal Waypoints, Progress Updates | Goal Tracking is enabled |
Groups | Group Details, Group Chat, Group Demographics | Groups is enabled |
Moods | Mood Details | Mood Navigator is enabled |
Notes | Note Details | Always |
Routines | Routine Details | Always |
Pathways | Pathway Details, Pathway Progress, Pathway Discharges, Pathway Demographics, Authorizations, Invoices, Billing Details, Staff Utilization | Pathways is enabled; Authorizations and Billing Details need pathway authorizations, Invoices needs authorization invoices, and Pathway Discharges needs pathway centralization |
Time | Progress Notes | Time is enabled |
Users | All Users, Discharges, Emergency Contacts, Participant Details, Team Member Details | Always |
Umbrella accounts see only the Users, Pathways, and Forms categories.
Limits and what the errors mean
A new custom role has nothing ticked. Creating a role, including one made with Similar permissions as another role, does not copy report access. Open Report Access and tick its reports, or it will see an empty Reporting page.
A role is missing from the table. Its Reports module is None. Edit the role under Custom Roles and set Reports to Administrator, then return to Report Access.
No Save button. You can view the table but your role's Reports module is not Administrator. Ask a Super Admin, or a General Admin whose Reports module is Administrator, to save the change.
A person still cannot see the report after you saved. Confirm you ticked the box in the column for the role shown on their profile's Access tab, and that the report's feature is enabled. If they have more than one role in different accounts, check the role for this account.
Progress Notes is ticked but cannot be downloaded. This report also needs the person's Time module to allow reading time entries and the participant to be within their scope of support.
Report access cannot be granted to an individual person, only to a role. To give one person a report, put them in a role that has it.
FAQ
A team member says they cannot see a report. What do I check?
Open Account Settings, Permissions, then the Report Access tab and find the report's row. Tick the box in the column for the role on the person's Access tab and click Save. If their role is not a column at all, its Reports module is set to None on the Custom Roles tab.
Why do General Admins not see every report?
Only Super Admins and Equip Admins bypass the table. A General Admin role is listed as a column like any other role and sees exactly the reports ticked for it, which is how you keep sensitive reports such as Billing Details or Group Chat to a smaller group.
I created a new role and it cannot run any reports. Why?
New roles start with no reports ticked, even when their Reports module is Administrator and even when they were based on another role. Open Report Access, use Select All under the new role or tick the reports you want, and click Save.
Why is a category such as Pathways or Moods missing from the table?
Categories appear only when their feature is enabled for your account: Pathways, Time, Assessments, Forms, Groups, Goal Tracking, Mood Navigator, and Employment Tracking each gate their own category. Umbrella accounts see only Users, Pathways, and Forms. Contact the Equip team to enable a feature.
Who can change report access?
Super Admins, and General Admins or custom roles whose Reports module is Administrator, see the Save button. Roles with only Account Settings view access can look at the table but not change it. Family accounts have no Permissions settings.
Do changes apply immediately?
Yes. Saving clears the cached report list for that role, so the Reporting page reflects the change on its next load. Nobody has to sign out.
Can I give one person a report without giving it to everyone in their role?
No. Report access belongs to roles. Create a custom role for that person under Custom Roles with the same settings as their current role, assign them to it from their Access tab, and tick the extra report under the new role's column.
Where do people run the reports once granted?
From Reporting in the left navigation. The link appears only for Super Admins and roles whose Reports module is Administrator, and the page lists only the reports ticked for that role.
Related
Setting RBAC Permissions in Equip
What do the role names mean?
Reporting