OpenFIT Role Descriptions

OpenFIT uses role-based access control. Every user is assigned a single role and one or more Locations. The role determines which features and data a user can access, and Location assignment further restricts that access to the relevant part of your organisation. This article describes the five standard OpenFIT roles.

Administrator

The highest level of access. An Administrator has agency-wide visibility and full control of the account.

• Access to all Cases and Clients across every Location in the organisation (via the Agency Cases tab).
• Full Administration functions: add, edit and deactivate users; manage all roles; create and manage Locations and Departments; configure Case and Client tagging; and import data.
• Access to agency-wide reports and statistics, including statistics for all Clinicians.

Local Administrator

The same administrative and clinical-data capabilities as an Administrator, but restricted to the Location(s) they are assigned to rather than the whole organisation.

• Manages users only within their assigned Location(s). A Local Administrator cannot see or manage Administrators.
• When adding or editing users, a Local Administrator can assign any role except Administrator and Local Administrator.
• Full access to the Cases, Clients, Sessions, Surveys and Collateral Raters within their Location(s), including records belonging to deactivated users at that Location.

Clinical Supervisor

Oversees a defined group of Clinicians (their supervisees) within their assigned Location(s).

• Can view the Cases, Clients, Sessions and Survey data of the Clinicians they supervise.
• Access is scoped to the Supervisor’s Location(s) and to their assigned supervisees — not the whole agency.

Clinician

The standard clinical role. A Clinician works with their own caseload.

• Sees their own and assigned Cases (via the My Cases tab), scoped to their assigned Location(s).
• When the “Handle Cases” option is enabled for the user, the Clinician can add their own Cases and Clients and collect feedback.

Receptionist

A non-clinical role for intake and administrative staff, designed to allow case administration while protecting sensitive clinical information. Access is limited to the Location(s) the Administrator assigns.

A Receptionist can:

• Set up a new Case
• Schedule appointments
• Assign a Case to a new Clinical Owner
• Enter and update Client and Collateral demographic data
• Close Cases

A Receptionist cannot:

• Delete data
• View Session and Survey data
• Access Reports
• Access Administration functions

As a non-clinical user, a Receptionist does not have a My Cases tab; they view the Cases, Clients and Collateral Raters for the Locations they have access to.

Location-based access

With the exception of Administrators (who have organisation-wide access), all roles are restricted to the Location(s) they are assigned to. This ensures users only see the Cases and Clients that belong to their part of the organisation.