Three permission modules on a role control pathway work, and each has its own levels. Pathways governs a participant's Pathways tab, the Pathways menu and the pathway library. Pathway Authorizations governs the Pathways, then Authorizations page. Pathway Authorization Invoices governs generating, editing and deleting invoices, and only has None and Administrator. On top of the level, the role's Scope of support decides which participants' pathways you can see at all. Account owners always have full access to every pathway screen the account has turned on.
Participants are labelled Clients, Students, Residents or Explorers depending on the account type. This article calls them participants.
Where permissions are set
An administrator opens Settings, then Permissions, on the Custom Roles tab, and chooses Edit Custom Role on the role.
Scope of support is the dropdown near the top: Restricted - Only own records, Designated - Assigned participants or Full - All account records.
Under Module Access Controls, each module has its own dropdown of levels. Modules for features the account has not turned on are not listed.
Pathways only exist in the app once Equip has turned the Pathways feature on for the account. Authorizations and invoices each need their own feature turned on as well. If a module is missing from the role form, the feature is off, and no permission level can bring it back.
The Pathways module
Level | What it unlocks |
None | No Pathways tab on participant profiles. The Pathways menu still shows in the sidebar, but opening Progresses returns "You are not authorized to perform this action." |
Viewer | The Pathways tab on a participant's profile, View Details on a progress, and the Pathways, then Progresses list. No Start, Update or Delete buttons. |
Supporter | Everything in Viewer, plus Start Pathway, Update Progress, Delete Progress, Edit Progress on the Progresses list, and, when Pathway Centralization is on, Discharge from Step, Close Progress and Reopen Progress. |
Administrator | Everything in Supporter, plus Pathways, then Library: Add Pathway, Import Pathways, Edit Pathway, Add Step, Edit Step, Delete Step and Delete Pathway. Delete Step and Delete Pathway permanently remove every participant's progress on them and cannot be undone; see Setting Up Pathways before using either. |
The Library link only appears for Administrator level. Supporters see the library's pathways by name on the participant's tab and in the progress form, but cannot open or change them.
The Pathway Authorizations module
This module appears only when the Pathway Authorizations feature is on for the account.
Level | What it unlocks |
None or Viewer | Nothing extra on the web. The authorization number, rate and units already show on a participant's Pathways tab whenever the feature is on. |
Supporter | The Pathways, then Authorizations page, with its search, filters and status totals, and the Edit Authorization action on each row for participants in your scope. |
Administrator | The same page and actions. There is no further screen at this level today. |
Authorizations are entered on the progress form, under Update Progress, then Authorizations, then Add Authorization. That form is governed by the Pathways module, so a role with Pathways at Supporter can add and change a participant's authorizations even with this module at None. This module decides who reaches the account-wide Authorizations page.
The Pathway Authorization Invoices module
This module appears only when the Pathway Authorization Invoices feature is on for the account. It has two levels.
Level | What it unlocks |
None | No Generate Invoice, Edit Invoice, Delete Invoice or Retry generation anywhere. |
Administrator | Those four actions, on the Pathways, then Authorizations page and on a progress's View Details page under Invoices. |
Two things this module does not hide:
A finished invoice PDF is listed on the authorization's row, so anyone who can open the Authorizations page can open the PDF.
Equip copies each finished invoice into the participant's Documents, where roles with Pathways at Supporter or Administrator are given access.
Manage Authorizers on the Authorizations page is separate again: it needs the invoices feature and a role that can edit account settings, which account owners always can.
Scope of support
Scope decides which participants a role can see. It applies on top of every module level above.
Full - All account records: every participant's pathways, progresses and authorizations.
Designated - Assigned participants: only participants assigned to you. Everyone else is missing from your participant list, from the Pathways tab, from the Progresses list and from the Authorizations page.
Restricted - Only own records: no participant pathways at all, because a team member never owns a pathway progress. Do not use it for a role that works with pathways.
A participant is assigned to a designated supporter in three ways:
On the team member's profile, on the Access tab, under Supporting Clients (the label uses your account's participant term).
On the participant's invite form, under Assignments, in Designated Supporters.
Automatically, when someone is chosen as the Supporter on a pathway step. Saving the progress adds that participant to the supporter's list.
Who can do what
Task | Where | Needs |
See a participant's pathways | Profile, Pathways tab | Pathways Viewer, and the participant in your scope |
Start a pathway | Profile, Pathways, Start Pathway | Pathways Supporter. The button is hidden for inactive participants. |
Update dates, steps, supporters, data fields | Profile, Update Progress, or Pathways, Progresses, Edit Progress | Pathways Supporter |
Discharge a step, close or reopen a progress | View Details on the progress | Pathways Supporter and Pathway Centralization on for the account |
Delete a progress | Menu on the progress row, Delete Progress | Pathways Supporter. Not possible once the progress has an invoice. |
Add or edit an authorization | Update Progress, Authorizations, Add Authorization | Pathways Supporter and the authorizations feature |
Review all authorizations, edit one from the list | Pathways, Authorizations, Edit Authorization | Pathway Authorizations Supporter |
Generate, edit, delete or retry an invoice | Pathways, Authorizations, or View Details, Invoices | Pathway Authorization Invoices Administrator |
Add or edit authorizers | Pathways, Authorizations, Manage Authorizers | Edit account settings, and the invoices feature |
Add, edit or delete pathways and steps | Pathways, Library | Pathways Administrator |
Troubleshooting
"I can't see a participant's pathways." Check these in order.
Open any participant's profile and look for Pathways in the left menu. If it is missing on every profile, the role's Pathways module is at None, or the Pathways feature is off for the account.
If the tab shows on other participants but this participant is missing from your lists entirely, the role is Designated and the participant is not assigned to you. Ask an administrator to add you under the participant's Designated Supporters, or to add the participant on your Access tab.
If the participant appears but the tab reads No Pathways, no pathway has been started for them. Start Pathway is the next step for a Supporter. No pathways match means a status or pathway filter is hiding them; clear the filters.
"I can view pathways but I can't edit them."
No Start Pathway or Update Progress button means the Pathways module is at Viewer. Raise it to Supporter.
Start Pathway missing while Update Progress works means the participant is inactive. Reactivate the participant first.
Delete Progress missing from the row menu means the progress has an invoice. Delete the invoice first if the progress really has to go.
Edit Authorization missing on the Authorizations page means the Pathway Authorizations module is below Supporter, or the participant is outside your scope. The same authorization can still be edited from Update Progress with Pathways at Supporter.
Generate Invoice missing means the Pathway Authorization Invoices module is at None. Only Administrator unlocks it.
"I can't access the Pathways menu."
The Pathways menu itself appears for everyone once the feature is on. If it is missing from the sidebar, the account does not have Pathways turned on. Ask us to enable it.
Library under the menu needs Pathways at Administrator.
Progresses opens for Viewer and above. At None it returns "You are not authorized to perform this action." and sends you back to the page you came from.
Authorizations under the menu needs the authorizations feature and Pathway Authorizations at Supporter or Administrator.
There is no Invoices menu. Invoices live on the Authorizations page and on each progress's View Details page.
FAQ
What is the difference between Supporter and Administrator on the Pathways module?
Administrator adds the pathway library: creating, editing, importing and deleting the pathways and steps every participant is enrolled in. Supporter covers all participant-level work, starting and updating progress, discharging, closing and deleting a progress, and adding authorizations on the progress form.
Why can a supporter add an authorization when their Pathway Authorizations permission is None?
Because authorizations are entered inside the pathway progress form, and that form is governed by the Pathways module. The Pathway Authorizations module controls the account-wide Pathways, then Authorizations page. To stop a role from adding authorizations, keep its Pathways module at Viewer.
Can I give someone access to see invoices without letting them create them?
Not through the invoices module, which is None or Administrator only. A finished invoice PDF is visible to anyone who can open the Authorizations page, and it is copied into the participant's Documents, so a Supporter on the Pathways module can open a generated invoice without being able to generate one.
Why does the Pathways menu show but clicking Progresses says I am not authorized?
The menu is shown to everyone once the Pathways feature is on, but the Progresses list checks your role. "You are not authorized to perform this action." means your Pathways module is at None. Ask an administrator to raise it to Viewer or higher.
A supporter can see some participants' pathways but not others. Why?
The role has a Designated scope of support, so only assigned participants are visible. Add the supporter on the participant's Designated Supporters, on the supporter's Access tab, or set them as the Supporter on one of the participant's pathway steps, which assigns them automatically.
Which level do I need to discharge a participant from a step or close a pathway?
Pathways at Supporter or Administrator, and Pathway Centralization turned on for your account. Without centralization the Discharge from Step, Close Progress and Reopen Progress actions do not exist, whatever the level.
Can participants see their own pathways?
Not in the web app. Participant roles never have web access, so the Pathways tab and menu are team member tools. A participant's own pathway record is only ever opened by the team members supporting them.
Do these permissions apply on the mobile app?
The mobile app shows a participant's pathways from Pathways Viewer upwards. Starting a pathway, the pathway library, authorizations and invoices are web only, so those levels only matter in a browser.
Related
Set what each role can see and do
What are pathways and how do they work?
Create a pathway and its steps
Add an authorization to a participant's pathway
Generate an invoice from a pathway authorization
Add and manage authorizers for invoicing
Can a participant run the same pathway more than once?