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Step 4. Client Portal Role Permissions

eLogic Genesis Team
  • Updated

Step 4. Client Portal Role Permissions

Now that you've completed setup of your Global Invitation Link, Agency Enrollment Program, and programs offered by your organization, it's time to set the appropriate permissions for your staff members!

This article will guide you through understanding and setting up Roles and enabling Role Permissions for staff members who you wish to interact with Client Portal features. Please note that some terms used for the Client Portal are defined in another article, Client Portal - Definitions of Terms Used.

The Role Permissions that relate specifically to Client Portal invitations and waitlist management are:

  • Client Account Invitations - able to send existing clients an invitation to use the Client Portal
  • Client Global Invitation Management - access to the Global Invitation Waitlist
  • Client Program Application Management - access to program Waitlists

You will be prompted to set up each Role Permission as it applies to your organization. The setup of each Role Permission is its own section below. Each section will contain a series of statements. Click the statement that applies to your organization to advance to the instructions as they pertain to you. 

When you're ready, begin with the first Role Permission.

 

Let's begin by setting up the first Role Permission: Client Account Invitations

If you recall from the first article, Step 1. Global Invitation Link, we mentioned that there are two ways in which individuals or your existing clients may access the eLogic Genesis Client Portal:
  1. Direct Invitation (existing clients) - Invitation generated by staff inviting an existing client to access the Client Portal
  2. Global Invitation Link (individuals) - A link created by your organization that individuals can use to create a Global Record and potentially apply to become a client of your organization

The Client Account Invitations Role Permission will enable staff members to send a Direct Invitation to the Client Portal to the email address entered in the client's record, prompting them to set up their Client Portal account.

When staff members send direct invitations to clients, clients will receive an email from no-reply@elogicgenesis.com that contains an invitation link. When the link is clicked, the clients will be instructed to enter a password, which then completes their Client Portal setup, providing the client access to their eLogic Genesis record.

The first thing you must do is to determine which Roles will be able to generate and send Client Portal invitations directly to existing clients.

Locate and click the statement from the list below that best represents how you would like staff to invite clients to use the Client Portal: 

I want all of my staff to be able to send clients invitations to the Client Portal

If you wish to enable all of your staff members to invite clients to use the Client Portal, this process will be quick! Follow the steps below to enable the Direct Account Invitation Role Permission for all of your staff members:

  1. Click Agency Admin from the system navigation bar
  2. Click Permissions
  3. The topmost role from the list of roles on the left will be selected
  4. In the main screen under Role Permissions, locate and click the checkbox for Client Account Invitations
  5. Scroll down and click Save settings
  6. If your organization has more than one role created, select the next role from the list on the left and repeat steps 4-6 until each role has been updated
  7. When completed, all staff are now able to send direct invitations to clients to access their record using the Client Portal

You're all set! Advance to the next section to Set Role Permissions for Client Global Invitation Management 

return to the beginning of this section

 

I want some of my staff to be able to send clients invitations to the Client Portal

We understand that sending Client Portal invitations to clients might not be an ability you would like all of your staff members to have.

There are two parts to determining how you will enable Client Account Invitations for selected staff members. Click the statement below that best represents which staff members you would like to be able to send clients invitations to the Client Portal:

 

I would like to enable all staff within at least one role to send invitations to the Client Portal

Follow the steps below to enable the Direct Account Invitation Role Permission for desired roles only:

  1. Click Agency Admin from the system navigation bar
  2. Click Permissions
  3. From the list of roles on the left, click the desired role 
  4. In the main screen under Role Permissions, locate and click the checkbox for Client Account Invitations
  5. Scroll down and click Save settings
  6. If you would like to enable this role permission for another role, repeat steps 3-6
  7. When completed, only staff members in the desired roles are able to send direct invitations to clients to access their record using the Client Portal

You're all set! Advance to the next section to Set Role Permissions for Client Global Invitation Management 

return to the beginning of this section

 

I would like to enable some staff from within the same, or different, Roles to send invitations to the Client Portal

If you would like only select staff members to be able to send clients an invitation to the Client Portal, you will need to create a new, separate role for those staff members. Don't worry, you can duplicate an existing roll, adjust the settings, and re-assign the selected staff members by following the steps below:

  1. Click Agency Admin from the system navigation bar
  2. Click Permissions
  3. Locate the role to which the selected staff member(s) are assigned and make a mental note of the role's name
  4. In the bottom left corner of the screen, click Create New Role
  5. In the main screen, enter the Role Name in the text field
    • Tip: use the same name as the role mentioned in step 3, then add "- Client Account Invitations" to the end.
      • For example, if the selected staff member is currently in the "Lead Caseworker" role, name the new role "Lead Caseworker - Client Account Invitations"
  6. Scroll down and click Save settings
  7. While staying on the same page, click the Copy Settings from existing role drop-down list
  8. Locate and click the role mentioned in step 3
  9. Click Copy Settings - you will see some Role Permissions be enabled automatically below
  10. Under Role Permissions, locate and click the checkbox for Client Account Invitations
  11. Scroll down and click Save settings
  12. Click the Navigators toggle located directly above the main screen, on the right
  13. From the list of System Navigators on the left, locate and click the staff member(s) you wish to be assigned to this role
  14. Selected Navigators will be moved to Assigned Navigators on the right
  15. Selected staff members are now assigned to the new role 
  16. If there are additional staff members in other roles you wish to enable the Direct Account Invitation Role Permission, repeat steps 3-15 above for each role

You're all set! Advance to the next section to Set Role Permissions for Client Global Invitation Management 

return to the beginning of this section

 

I would like only Agency Admins to be able to send clients invitations to the Client Portal

By default, users with Agency Admin permissions have access to all Role Permissions in eLogic Genesis. This means that Agency Admins already have the ability to send clients invitations to the Client Portal. No further setup is needed!

Advance to the next section to Set Role Permissions for Client Global Invitation Management 

return to the beginning of this section

 

At this time, I do not want any staff to be able to send clients invitations to the Client Portal

If you are not ready to open your organization's Client Portal for client use yet, no problem! Without enabling the Client Account Invitations Role Permissions, your staff will not be able to invite clients to use your Client Portal.

Please note that by default, all Agency Admin users have access to all Role Permissions. Agency Admins will still be able to invite clients to use the Client Portal. Please discuss internally with all users with Agency Admin access to be sure that invitations are not sent.

When you are ready to begin inviting clients to use the Client Portal, please revisit the beginning of this section and follow the instructions to set Role Permissions so your staff will be able to access the direct invitation feature.

Advance to the next section to Set Role Permissions for Client Global Invitation Management 

return to the beginning of this section

 

Next, let's set the Role Permissions for Client Global Invitation Management 

If your organization has decided to utilize the Global Invitation Link, you must now determine which Roles will have access to manage the Global Invitation waitlist. 

The Client Global Invitation Management Role Permission will grant staff members the ability to accept or deny individuals' Global Records from the Global Invitation waitlist. When accepted, the record will be added to your system as an Organization-specific Record. 

Locate and click the statement from the list below that best represents how you would like your Global Invitation waitlist managed:

 

I want all of my staff to be able to manage the Global Invitation waitlist

If you wish to grant all of your staff members the ability to manage the Global Invitation waitlist, this process will be quick! Follow the steps below to enable the Client Global Invitation Management Role Permission for all of your staff members:

  1. Click Agency Admin from the system navigation bar
  2. Click Permissions
  3. The topmost role from the list of roles on the left will be selected
  4. In the main screen under Role Permissions, locate and click the checkbox for Client Global Invitation Management
  5. Scroll down and click Save settings
  6. If your organization has more than one role created, select the next role from the list on the left and repeat steps 4-6 until each role has been updated
  7. When completed, all staff are now able to send direct invitations to clients to access their record using the Client Portal

You're all set! Advance to the final section to Set Role Permissions for Client Program Application Management

return to the beginning of this section

 

I want some of my staff to be able to manage the Global Invitation waitlist

If you would like to limit which staff will be able to manage your Global Invitation waitlist, there are two parts to determining how you will enable the corresponding Role Permission for the selected staff members. Click the statement below that best represents which staff members you would like to be able to manage the Global Invitation waitlist:

 

I would like to enable all staff within at least one role to manage the Global Invitation waitlist

Follow the steps below to enable the Client Global Invitation Management Role Permission for desired roles only:

  1. Click Agency Admin from the system navigation bar
  2. Click Permissions
  3. From the list of roles on the left, click the desired role 
  4. In the main screen under Role Permissions, locate and click the checkbox for Client Global Invitation Management
  5. Scroll down and click Save settings
  6. If you would like to enable this role permission for another role, repeat steps 3-6
  7. When completed, only staff members in the desired roles are able to send direct invitations to clients to access their record using the Client Portal

You're all set! Advance to the final section to Set Role Permissions for Client Program Application Management

return to the beginning of this section

 

I would like to enable some staff from within the same, or different, roles to manage the Global Invitation waitlist

If you would like only select staff members to be able to manage the Global Invitation waitlist, you will need to create a new, separate role for those staff members. Don't worry, you can duplicate an existing roll, adjust the settings, and re-assign the selected staff members by following the steps below:

  1. Click Agency Admin from the system navigation bar
  2. Click Permissions
  3. Locate the role to which the selected staff member(s) are assigned and make a mental note of the role's name
  4. In the bottom left corner of the screen, click Create New Role
  5. In the main screen, enter the Role Name in the text field
    • Tip: use the same name as the role mentioned in step 3, then add "- Global Waitlist Management" to the end.
      • For example, if the selected staff member is currently in the "Lead Caseworker" role, name the new role "Lead Caseworker - Global Waitlist Management"
  6. Scroll down and click Save settings
  7. While staying on the same page, click the Copy Settings from existing role drop-down list
  8. Locate and click the role mentioned in step 3
  9. Click Copy Settings - you will see some Role Permissions be enabled automatically below
  10. Under Role Permissions, locate and click the checkbox for Client Global Invitation Management
  11. Scroll down and click Save settings
  12. Click the Navigators toggle located directly above the main screen, on the right
  13. From the list of System Navigators on the left, locate and click the staff member(s) you wish to be assigned to this role 
  14. Selected Navigators will be moved to Assigned Navigators on the right
  15. Selected staff members are now assigned to the new role 
  16. If there are additional staff members in other roles you wish to enable the Client Global Waitlist Management Role Permission, repeat steps 3-15 above for each role

You're all set! Advance to the final section to Set Role Permissions for Client Program Application Management

return to the beginning of this section

 

I want only Agency Admins to be able to manage the Global Invitation waitlist

By default, users with Agency Admin permissions have access to all Role Permissions in eLogic Genesis. This means that Agency Admins already have the ability to manage the Global Invitation waitlist. No further setup is needed!

Advance to the final section to Set Role Permissions for Client Program Application Management

return to the beginning of this section

 

I created a Global Invitation Link, but do not want to use it yet

If you are not ready to provide your Global Invitation Link to your community, no problem! The Step 1. Global Invitation Link article advised you to create a link so it is available, but your organization does not need to use it! 

If in the future you would like to distribute it to individuals in your community, please be sure you revisit the beginning of this section to set the appropriate Role Permissions.

Advance to the final section to Set Role Permissions for Client Program Application Management

return to the beginning of this section

 

I did not create a Global Invitation Link

The Global Invitation Link is an optional feature. If you opted to not use it, this section is not relevant to your organization and you may proceed to the final section, Client Program Application Management.

return to the beginning of this section

 

Finally, let's set the Role Permissions for Client Program Application Management

If any of your organization's programs have the Use Waitlist feature enabled, you now must designate which staff members will be able to manage the program waitlists.

Staff members with the Client Program Application Management Role Permission can manually add clients to, remove clients from, and accept clients into a program from the waitlist. 

Locate and click the statement from the list below that best represents how you would like staff to manage your organization's program waitlists:

 

I want all of my staff to be able to manage program waitlists

If you wish to enable all of your staff members to your organization's program waitlists, this process will be quick! Follow the steps below to enable the Client Program Application Management Role Permission for all of your staff members:

  1. Click Agency Admin from the system navigation bar
  2. Click Permissions
  3. The topmost role from the list of roles on the left will be selected
  4. In the main screen under Role Permissions, locate and click the checkbox for Client Program Application Management
  5. Scroll down and click Save settings
  6. If your organization has more than one role created, select the next role from the list on the left and repeat steps 4-6 until each role has been updated
  7. When completed, all staff are now able to send direct invitations to clients to access their record using the Client Portal

You're all set! Continue to the end of this article

return to the beginning of this section

 

I want some of my staff to be able to manage program waitlists

We understand if you'd like only select staff members to manage your program waitlists.

There are two parts to determining how you will enable Client Program Application Management for selected staff members. Click the statement below that best represents which staff members you would like to be able to manage your program waitlists:

 

I would like to enable all staff within at least one role to manage waitlists

Follow the steps below to enable the Direct Account Invitation Role Permission for desired roles only:

  1. Click Agency Admin from the system navigation bar
  2. Click Permissions
  3. From the list of roles on the left, click the desired role 
  4. In the main screen under Role Permissions, locate and click the checkbox for Client Program Application Management
  5. Scroll down and click Save settings
  6. If you would like to enable this role permission for another role, repeat steps 3-6
  7. When completed, only staff members in the desired roles are able to manage program waitlists

You're all set! Continue to the end of this article

return to the beginning of this section

 

I would like to enable some staff from within the same, or different, roles to manage waitlists

If you would like only select staff members to be able to manage your programs' waitlists, you will need to create a new, separate role for those staff members. Don't worry, you can duplicate an existing roll, adjust the settings, and re-assign the selected staff members by following the steps below:

  1. Click Agency Admin from the system navigation bar
  2. Click Permissions
  3. Locate the role to which the selected staff member(s) are assigned and make a mental note of the role's name
  4. In the bottom left corner of the screen, click Create New Role
  5. In the main screen, enter the Role Name in the text field
    • Tip: use the same name as the role mentioned in step 3, then add "- Manage waitlists" to the end.
      • For example, if the selected staff member is currently in the "Lead Caseworker" role, name the new role "Lead Caseworker - Manage waitlists"
  6. Scroll down and click Save settings
  7. While staying on the same page, click the Copy Settings from existing role drop-down list
  8. Locate and click the role mentioned in step 3
  9. Click Copy Settings - you will see some Role Permissions be enabled automatically below
  10. Under Role Permissions, locate and click the checkbox for Client Program Application Management
  11. Scroll down and click Save settings
  12. Click the Navigators toggle located directly above the main screen, on the right
  13. From the list of System Navigators on the left, locate and click the staff member(s) you wish to be assigned to this role
  14. Selected Navigators will be moved to Assigned Navigators on the right
  15. Selected staff members are now assigned to the new role 
  16. If there are additional staff members in other roles you wish to enable the Client Program Application Management Role Permission, repeat steps 3-15 above for each role

You're all set! Continue to the end of this article

return to the beginning of this section

 

I would like only Agency Admins to be able to manage program waitlists

By default, users with Agency Admin permissions have access to all Role Permissions in eLogic Genesis. This means that Agency Admins already have the ability to manage your organization's program waitlists. No further setup is needed!

Continue to the end of this article

return to the beginning of this section

 

None of my programs use a waitlist/I do not have any programs in eLogic Genesis

Programs and program waitlists are an optional feature in eLogic Genesis. If you do not have any programs created in the system, or if you have decided to not utilize program waitlists, you're all finished!

If you decide in the future you would like to use a waitlist for a program, be sure to revisit the beginning of this section and set your Role Permissions as desired.

Continue to the end of this article

return to the beginning of this section

 

Take a breath. You've finished the heavy lifting in getting your Client Portal implemented. Great work!

Click here to learn how to create the intake page clients will use when they log into the Client Portal.

 

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