Understanding Permissions

Updated April 03, 2025 21:45

All user access to the features and records within AWARDS is controlled by permissions (unless specifically noted otherwise). Those permissions are broken into a hierarchy composed of layers. Within each layer several distinct types of permissions can be assigned. This portion of the Resource Center is designed to help you understand both of these key aspects of permissions - layers and types - as well as to provide you with a guide to what each individual permission is designed to do.

Permissions Layers - Learn about the permissions hierarchy and its various layers.
Permission Types - Learn about each of the four permissions types and what they are used for.
Permission Descriptions - Learn about all available user permissions and how they can be used.

Permission Layers

There are five permissions layers that operate in a hierarchy to control the programs and features to which a user has access in AWARDS. These layers, in order of how they are checked when determining access, are: Individual, User Group, Work Role, Job Title, and Global.

When a login is created, the new user gets default permissions based on the explicitly granted (checked off) or denied (unchecked) permissions in the layers above Individual. Once granted or denied permissions are located on a layer, the subsequent layers are not checked and the default permissions are set.

The Job Title layer is an exception to this rule. If permissions are found on that layer, the system takes those permissions into account when determining access; however, it still checks the next layer as well.

This diagram shows the order of layer checks in single agency non-divisional AWARDS databases.

When working in a multi-agency, HMIS, or single agency divisional database, each permissions layer above the Individual layer may be checked twice - once for the user's division, and if there are no permissions for any of the layers on that level, once for the continuum, as shown here.

A new user's default permissions control his or her access to program records and AWARDS functionality, and can be seen the first time his or her Individual permissions layer is opened. Once an update is completed on the new user's Individual layer, the default permissions no longer apply, and access is based solely on any explicitly granted or denied Individual layer permissions and any work role requirements.

If at any time it is necessary to remove assigned permissions for a user or a permissions layer so that the layers above it determine access, the Remove Permissions feature is available.

Additional information on each permissions layers is provided below.

Individual

The Individual permissions layer is composed of those permissions assigned to or denied for a specifically selected user(s). This layer overrides any permissions that may apply to the user on other layers, unless one or more of the following conditions apply:

The user's login was just created and the Individual permissions layer has not yet been updated for him or her.

An update is defined as any time the Individual permissions for a user are opened and the UPDATE PERMISSIONS button is clicked, regardless of whether any actual changes are made.

Assigned permissions have been removed for the user on the Individual layer using one of the Remove Permission options, without clicking UPDATE PERMISSIONS so that permissions inherited from higher layers are re-applied.

The Role Required option has been set for internal audit message permissions on the Work Role layer, the user does not have any of the required roles, and he or she has not been given the NO Role Required exception for those permissions on the Individual layer.

When working with the Individual layer, please note that it allows for the updating of all permissions for all users at once; however, the functionality works best if you limit the data entry to updating all permissions for one user, or one permission for all users.

User Group

The User Group permissions layer works with the user group assignment made for each user at the time his or her AWARDS login is created, or during subsequent user group re-assignments made with the System Setup module, Login Maintenance, Update User Group feature. When assigning permissions on this layer, the user group selection list is comprised of all user groups, both default groups and user-defined groups (created with the Configure User Groups functionality), regardless of whether those groups presently have any members.

Permissions in the User Group layer are overridden if the Individual layer of permissions has been updated for the user in question.

Work Role

The Work Role permissions layer is primarily used with the Internal Audit Message permissions type to determine who is included on the cc list for those messages. It works with each user's role in relation to individual clients or programs within the AWARDS database. Available work role selections are as follows:

A user may have multiple roles, in which case he or she need only have permission for one of those roles to be granted access to a program, message, or feature if the corresponding permission is set for that role.

Line Staff - Users who do not supervise anyone.
All Supervisors - Users who supervise one or more employees.
Direct Care Supervisors - Users who supervise one or more primary service coordinators.

When an internal audit message is set to be distributed to users with the "Direct Care Supervisor" work role, the messages are not limited to those relating to clients on the caseload of the worker's supervisees.

Primary Service Coordinator - Users who are assigned as the primary service coordinator for one or more clients in at least one program (excluding training or test programs).

When an internal audit message is set to be distributed to users with the "Primary Service Coordinator" work role, the number of coordinators in the program who receive that message will vary. For example, if the message is about one client (such as charting timetable reminder notices) it will be sent to only the client's primary service coordinator. If the message is about the program (such as keyword scan notices) it will be sent to all primary service coordinators in the program. An exception to this is for residence change notifications which, though regarding a single client, are sent to all primary service coordinators in the program.

Counterpart Primary Service Coordinator - Users who are the primary service coordinator for clients who are also on the census of another program. (When a user has this role, he or she is the counterpart coordinator for the client with respect to the other program.)

Program Director/Deputy - Users who are assigned as the Director or Deputy Director of a program using the System Setup module, Agency Program Information, Configure Administration feature. (Director/Deputy assignments can also be made using the Program/Site Administration link located on the Permissions Selection page.)

When an internal audit message is set to be distributed to users with the "Program Director/Deputy" work role, the number of directors and deputies who receive that message will vary. For example, medical appointment reminders are not considered to "belong" to a specific program, and are therefore sent to all directors/deputies of any program whose roster includes the client for whom the notice was generated.

All Users with Chart Access - Users with chart access who are not primary service coordinators, supervisors, or program directors.

Supervisor assignments are made from within each employee's staff information record in the Human Resources module. Service coordinator assignments are made from within the Services - Individual module's Service Coordinators feature.

When updating permissions on the Work Role layer, there is a "Role Required" option available for some internal audit message permissions. When the Role Required option is checked off, a user will only be on the cc list for the message if he or she has the specified role AND the Individual layer permission for that message. A user can be exempt from this work role requirement for messages if the "NO Role Required" option is checked off for those messages on the user's Individual layer. If the user is not exempt, the role requirement will either be in relation to the client (if the message is about an individual) or in relation to the program (for all other role required messages).

Job Title

The Job Title permissions layer works with the job title information entered for each user in his or her staff information record in the Human Resources module. When assigning permissions on this layer, the job title selection list contains all job titles currently in place in at least one staff information record.

For new or existing users whose Individual layer permissions have not yet been updated, default permissions are set during a check of the permissions layers above Individual, beginning with User Group. Once granted or denied permissions are located on a layer, the permissions check stops, default permissions are set, and subsequent layers are not checked. The Job Title layer is an exception to this rule. Unlike with other layers, if, during the course of the check permissions are found on the Job Title layer, the check does not stop. Instead, the system takes the Job Title layer settings into account when determining access, but still continues on to check the next layer(s) as well.

Permissions in the Job Title layer are overridden if any of the permissions layers below it (Individual, User Group, or Work Role) have been updated for the user in question.

Global

The Global permissions layer is composed of those permissions assigned to or denied for all users in the AWARDS database.

When working in a multi-agency, HMIS, or single-agency divisional database, global permissions can be assigned either to the entire continuum, or to a specifically selected division within the continuum. These assignments can only be made by "Continuum Staff." Users assigned to a specific agency within their staff information records in the Human Resources module will not see the Global selection in the Layer drop-down list.

Permission Types

There are four permissions types, each of which is composed of multiple permissions that can be granted to individuals or groups of users within any of the permissions layers.

A fifth permission type category - "Cross Chart Access" - may also be available in some databases. For more information on this optional permissions type, please see the Various Enhancements - Request Form.

Internal Audit Messages

This type of permission is used to determine who receives internal audit messages via the AWARDS Messages module. Internal audit messages are generated by AWARDS to provide users with reminders about upcoming and past due events, to distribute periodic summary reports, and to send data entry notifications.

Most internal audit message permissions when set on the Work Role layer have a Role Required option available with them. When that option is checked off for a specific message, a user is only on the cc list for that message if he or she has the selected role AND the Individual layer permission for that message. A user can be exempt from the work role requirements for messages if the NO Role Required option is checked off for those messages on the user's Individual permissions layer. If the user is NOT exempt, the role requirement is either in relation to the client (if the message is about an individual) or in relation to the program (for all other role required messages).

Program Chart Access

Program chart access permissions control which programs are displayed in a user's program selection drop-down list throughout AWARDS.

Users can only see and assign program chart access permissions for those programs to which they themselves have access.

Data Entry/Access

Data entry/access permissions grant the user access to specific AWARDS modules and the features and records within those modules.

A Read-Only checkbox also displays on the "Display Chart Records..." data entry/access permissions. When a user is given access to a module (or Home screen button) and the read-only checkbox is selected, the user will have access to the module, but be restricted to read-only viewing. The Read-Only checkbox is only available for selection if the user has been given access to the module. This option appears on all permission assignment layers (global, job title, work role, user group, and individual), and follows the existing rules of permission inheritance between layers.

Users with read-only access to a module can view the module's information in various places in AWARDS, but cannot access it in data entry mode. Users are prevented from accessing data entry for these modules via the face sheet, Client Search menu, dynamic sections within FormBuilder forms, and the Calendar.

Example 1: If a user is assigned read-only access to the Medical module, he will still be able to view medical sections of the face sheet, but the corresponding "Update" buttons will not display. He will be able to view medical data on FormBuilder forms, but not access them in data entry mode. He will be able to view scheduled medical appointments on the Calendar, but will not be able to schedule one.
Example 2: If a user needs access to enter Services documentation, but does not need data entry access to any other module, she can be given access to the Services module, and read-only access to all other modules. This would allow her to view and print face sheets, intake forms, medication sheets, etc., if needed, while protecting the data recorded in those locations.

Exception Overrides

Exception override permissions grant access to more powerful system features are intended to be reserved for select staff with higher levels of access, and management or system administration responsibilities.

Permission Descriptions

Below is an alphabetical list of all permissions currently available for assignment using the System Setup module Permissions Maintenance feature.

To navigate this page more easily, take advantage of your browser's search feature, accessed by pressing <Ctrl+F> on your keyboard; specifically:

To jump directly to the information for a specific permission, press <Ctrl+F> and enter the name of the permission in question.
The permission type is listed in parentheses next to each permission name. To review the descriptions for all permissions of a specific type, press <Ctrl+F> and enter the name of the permission type in question. The search feature will enable you to advance through all matches of that type.

Add / Edit Agency File Cabinet Documents (Exception Override)

Users with this permission can add, edit, and delete documents in the Agency File Cabinet feature.

In multi-agency databases, this permission can only be assigned by continuum staff. Additionally, only continuum staff with that permission have the authority to attach/edit documents. Non-continuum staff cannot attach/edit documents regardless of whether or not a continuum staff member has given them the permission.

Admissions Referrals Data Entry (Data Entry/Access)

Users with this permission and the Display Chart Records Intake Button permission can use the Intake module to perform referral records data entry and to process admissions.

Members of the "Executive Officer" and "Intake" user groups have access to the referrals data entry functionality by default and do not need this permission.

Agency Program Information (Exception Override)

Users with this permission can use the System Setup module Agency Program Information feature to add and update program information.

Announcement Upload / Edit (Data Entry/Access)

Users with this permission can post and edit agency announcements using the FootholdConnect module.

In a multi-agency databases this permission can only be assigned by, and to, continuum staff.

Authorizing Providers Data Entry (Data Entry/Access)

Only available when your AWARDS database has been configured to use Authorizing Providers functionality within the Medical module's Providers feature.

Users with this permission can create and edit authorizing provider records assigned to a client under Providers.

Backdated Client Transfers Data Entry (Exception Override)

This permission is only applicable to agencies set up to use the AWARDS Client Transfers functionality.

Users with this permission can backdate a transfer within the last 45 days (or to the admission date, if earlier), rather than within the last 14 days which is the default. This backdating window can be extended using the System Setup module, Business Rules, Client Transfers Rules feature for the program the client is leaving.

Backdated Contacts Log / Group Notes Data Entry (Exception Override)

Users with this permission can use the Services - Individual module's Contacts Log feature and the Services - Group module's Group Notes feature to enter and update contacts log entries and group notes for dates that fall within the backdating window set using the System Setup module, Business Rules, Service Records Editing Rules feature. To enter and update backdated contacts log entries that contain progress notes, the permission is also required.

Backdated Progress Notes Data Entry (Exception Override)

Users with this permission can use the Services - Individual module's Progress Notes feature to enter and update progress notes for dates that fall within the backdating window set using the System Setup module, Business Rules, Service Records Editing Rules feature . It also allows users to enter and update backdated contacts log entries that contain progress notes, given they also have the Backdated Contacts Log/Group Notes Data Entry permission.

IMPORTANT! This permission expires seven days from the time it is assigned when given on the Individual permissions layer. When assigned at any of the higher layers, the permission does not expire.

Backdated Progress Notes Viewing (Exception Override)

By default users can only view progress notes for clients not on their caseload if the notes have dates in the last two weeks. Users with this permission are not restricted to the two week viewing window for clients outside of their caseload, and can view all notes in their program(s).

Members of the "Continuum Agency Executive Officer," "Executive Officer," "Executive Support Staff," "System Administrator," and "Direct Care Program Director" user groups see all notes by default and do not need the Backdated Progress Notes Viewing permission.

Backdated Reception Desk Log Data Entry (Exception Override)

By default users can only use the Reception Desk module Program Attendance feature to enter reception desk data for the past 30 days. Users with this permission can enter reception desk data for all dates that fall within the backdating window set using the System Setup module, Business Rules, Service Records Editing Rules feature.

This permission also controls backdating of Services - Group module's Activities data.

IMPORTANT! This permission expires seven days from the time it is assigned when given on the Individual permissions layer. When assigned at any of the higher layers, the permission does not expire.

Behaviors Data Entry

This permission is required in order to enter or edit behavior records or to delete behaviors and their associated tracking records - when using the Behaviors feature in AWARDS.

Note: Because the Behaviors feature is optional, it is not automatically available in all databases. When requested, it is turned on behind the scenes by Foothold Technology for individual program types.

Behaviors Tracking Data Entry

This permission is required in order to enter and edit behavior tracking records for any existing behaviors, or to delete tracking records - when using the Behaviors feature in AWARDS.

Biweekly Hospitalization Activity Audit (Internal Audit Message)

Contains a report of hospitalization activity generated using data pulled from the Hospital module Episodes feature for consumers admitted to and/or discharged from a hospital within the last 30 days. These messages are sent to recipients on Mondays and Thursdays.

WARNING! This audit report contains information about all agency programs, regardless of the user's chart access permissions.

Biweekly Program Admission / Discharge Audit (Internal Audit Message)

Contains a report of program admissions and discharges generated using data pulled from the Intake and Discharge modules. These messages are sent to recipients on Mondays and Thursdays.

WARNING! This audit report contains information about all agency programs, regardless of the user's chart access permissions.

Biweekly Residence Occupancy Audit (Internal Audit Message)

Contains a report of totals (per program) of the number of housing units, number of residents, and vacancy counts. (Vacancy counts are based on the capacity entered for each program using the Add / Edit Entire Program component of the System Setup module's Agency Program Information feature, less the number of units occupied.)

WARNING! This audit report contains information about all agency programs, regardless of the user's chart access permissions.

Business Rules Data Entry (Exception Override)

Users with this permission can use the System Setup module Business Rules feature to set note/contact editing rules, electronic signatures rules, and system timeout values.

Caseload Assignments (Data Entry/Access)

Users with this permission can use the Services - Individual module's Service Coordinators feature to update service coordinator assignments.

Central Intake Placement Request (Internal Audit Message)

Users with this permission will be sent a notification whenever a program placement or referral is made from a Central Intake program into a program for which the Central Intake worker did not have chart access. When a notification of this type is received, one of the recipients with program chart access may use a link within the message to proceed with processing the placement.

There is no role-required option for this permission because it is always sent to anyone with the permit who has chart access to the program. If a user requesting a Central Intake placement does NOT have program chart access to the requested program, they will not receive the internal audit message.

Central Intake Placement Notification (Internal Audit Message)

Users with this permission will be sent a notification whenever a program placement or referral is made from a Central Intake program into a program for which they have chart access permission.

There is no role required option for this permission because it is always sent to anyone with the permit who has chart access to the program.

Change Login Name (Exception Override)

Users with this permission can use the System Setup module, Login Maintenance, Create New Login feature to change existing user names.

Charting Event Done Date Data Entry (Data Entry/Access)

Users with this permission will be allowed to add, update, and remove charting event done dates, including done dates for service plans (under Services - Individual > Service Plans).

This is an optional permission that is turned on by request, and is not automatically available in all databases. Contact the Help Desk if you are interested in having it made available in your AWARDS database.

Charting Timetable Reminders (Internal Audit Message)

Nightly reminder messages for upcoming and overdue chart events in programs to which the user has chart access. These messages are sent at 3 weeks (21 days), 2 weeks (14 days), and 1 week (7 days) prior to the due date of the event. Once the due date of the event has passed, a reminder is sent every third day until a done date is entered for the event. The past due reminders stop once an event is 120 days overdue.

Client Consent Expiration Reminders (Internal Audit Message)

Available only in AWARDS databases in which the Client Consents functionality is turned on.

Users with this permission will receive a message on the expiration date of a client's consent information. If "No Role Required" is checked off for this permission, the notification messages will be sent to anyone with chart access to the program the client is enrolled in; otherwise, they will only go to the client's primary worker. All expiration messages will contain a link to the Consent Form index for the client in question.

Client E-Signature Settings (Data Entry/Access)

Users with this permission can assist clients with setting up their electronic signature for the first time, or with making changes to existing electronic signature settings.

Client Provider - Add New to Directory (Data Entry/Access)

Users with this permission have the option to create a new provider record when working within the Medical > Providers feature and assigning providers to a client record. If the provider to be assigned to the client does not yet exist in the database, users with this permission can click Add New in the search field to create a new record. In addition, when creating a new provider record within the Medical module's Providers feature, users with this permission have the ability to mark the new provider as "Shared" so that it is added to the agency's Providers Directory moving forward.

Configure HMIS Data Elements (Exception Overrides)

The Configure Data Elements feature is not available to Local CoC Admin users.

By default the System Setup > Agency Program Information > Configure Data Elements feature is only accessible in report mode. Users with this permission can access it in data entry mode to make edits and additions to HMIS data elements.

This permission cannot be assigned to oneself; it must be granted by another user with access to Permissions Maintenance.

Copay / Personal Payments (Data Entry/Access)

Users with this permission can view and work with:

Copay information using the Certified Entitlements feature
Personal payment records using Entitlements > Personal Payments

Information from these records is also viewable on program appointments within the Calendar.

Create Employee Groupings for All Staff (Data Entry/Access)

This is a legacy permission and is not currently used.

Create Program Groupings (Exception Override)

Users with this permission can use the System Setup > Agency Program Information > Create Program Groupings feature to create custom program groups based on characteristics recorded under Agency Program Information. Custom groupings created using this feature are then available when running reports throughout AWARDS.

IMPORTANT! Due to the universal nature of the lists created using the Program Groupings feature, it is recommended that agencies limit access to the tool to one or two designated users who can work collaboratively with the executive team to determine the makeup of the custom groupings.

Create Residence Units (Data Entry/Access)

Users with this permission can use the System Setup module Residence Units feature to update bed/unit information for residential programs.

Delete Client File Cabinet Documents (Exception Override)

Users with this permission can delete Client File Cabinet files from within client face sheets and the Services-Individual module.

Delete FormBuilder Forms (Exception Override)

FormBuilder forms located on the Services, Employment, Discharge, Medical, or Human Resources module menu fly-outs can be completed multiple times for a single client (or employee, respectively). Users with this permission can delete completed forms for selected individuals as needed. To allow them to do so, a red "x" icon is listed next to saved forms in the form index for each client or employee.

Delete Incident Reports (Exception Override)

Users with this permission can delete incident reports from within the Incidents module. To allow them to do so, a "Delete Incident" button is provided at the bottom of any incident data entry page, even for locked/filed incidents.

WARNING! Due to the nature of incident reports, we STRONGLY encourage agencies to limit the assignment of this permission to a select one or two employees.

Delete Past Program Appointments (Exception Override)

By default users can only delete program appointments on the Calendar if the scheduled appointment date has not yet passed. Users with this permission can delete ANY program appointment on the Calendar, even those that were scheduled for a date in the past. When this permission is assigned to a user, he/she will have a Delete button accessible at the bottom of the program appointment editing page.

Discharged Application Evaluation Editing (Exception Override)

Users with this permission can update data in the "Application Evaluation" portion of the intake/admission form for clients previously in a multi-step intake program who have been discharged.

Display Any Chart Records Buttons (Data Entry/Access)

In order to have access to any chart records modules, a user must have this permission checked off as well as the specific "Display Chart Records [module] Button" permission.

Display BillingBuilder Button (Data Entry/Access)

Users with this permission have access to the BillingBuilder within the Fiscal module. (Access to specific features within the BillingBuilder may be subject to other required permissions.)

Display Chart Records Discharge Button (Data Entry/Access)

Users with this permission and the Display Any Chart Records Buttons permission see the Discharge module in the Chart Records portion of their Home screen.

Access to specific features within the Discharge module may be subject to other required permissions.

For more information on the Read-Only option for this and other "Display Chart Records" permissions, click here.

Display Chart Records Employment Button (Data Entry/Access)

Users with this permission and the Display Any Chart Records Buttons permission see the Employment module in the Chart Records portion of their Home screen.

For more information on the Read-Only option for this and other "Display Chart Records" permissions, click here.

Display Chart Records Entitlements Button (Data Entry/Access)

Users with this permission and the Display Any Chart Records Buttons permission see the Entitlements module in the Chart Records portion of their Home screen.

Access to specific features within the Entitlements module may be subject to other required permissions.

For more information on the Read-Only option for this and other "Display Chart Records" permissions, click here.

Display Chart Records Hospital Button (Data Entry/Access)

Users with this permission and the Display Any Chart Records Buttons permission see the Hospital module in the Chart Records portion of their Home screen.

Access to specific features within the Hospital module may be subject to other required permissions.

For more information on the Read-Only option for this and other "Display Chart Records" permissions, click here.

Display Chart Records Housing Button (Data Entry/Access)

Users with this permission and the Display Any Chart Records Buttons permission see the Housing module in the Chart Records portion of their Home screen.

For more information on the Read-Only option for this and other "Display Chart Records" permissions, click here.

Display Chart Records Incidents Button (Data Entry/Access)

Users with this permission and the Display Any Chart Records Buttons permission see the Incidents module in the Chart Records portion of their Home screen.

Access to specific features within the Incidents module may be subject to other required permissions.

For more information on the Read-Only option for this and other "Display Chart Records" permissions, click here.

Display Chart Records Intake Button (Data Entry/Access)

Users with this permission and the Display Any Chart Records Buttons permission see the Intake/Admission module in the Chart Records portion of their Home screen.

Access to specific features within the Intake/Admission module may be subject to other required permissions.

For more information on the Read-Only option for this and other "Display Chart Records" permissions, click here.

Display Chart Records Medical Button (Data Entry/Access)

Users with this permission and the Display Any Chart Records Buttons permission see the Medical module in the Chart Records portion of their Home screen.

Access to specific features within the Medical module may be subject to other required permissions.

For more information on the Read-Only option for this and other "Display Chart Records" permissions, click here. Please note one key exception to the information detailed there. Specifically, as is standard, users with read-only access to the Medical module cannot enter data in the Contacts feature (or other features) within that module; however, unlike with other Medical features whose data is accessible via the face sheet, users CAN enter contacts information from within client face sheets. Similarly, users with this level of permission can also enter contacts from the calendar when Consent End Dates is selected under "Included Events" while in the Consumer or Program view.

Display Chart Records Outcomes Button (Data Entry/Access)

Users with this permission and the Display Any Chart Records Buttons permission see the Outcomes module in the Chart Records portion of their Home screen.

For more information on the Read-Only option for this and other "Display Chart Records" permissions, click here.

Display Chart Records Profile Button (Data Entry/Access)

Users with this permission and the Display Any Chart Records Buttons permission see the Profile module in the Chart Records portion of their Home screen.

Access to specific features within the Profile module may be subject to other required permissions.

For more information on the Read-Only option for this and other "Display Chart Records" permissions, click here.

Display Chart Records Reception Desk Button (Data Entry/Access)

Users with this permission and the Display Any Chart Records Buttons permission see the Reception Desk module in the Chart Records portion of their Home screen.

Access to specific features within the Reception Desk module may be subject to other required permissions.

For more information on the Read-Only option for this and other "Display Chart Records" permissions, click here.

Display Chart Records Services - Group Button (Data Entry/Access)

Users with this permission and the Display Any Chart Records Buttons permission see the Services - Group module in the Chart Records portion of their Home screen.

Access to specific features within the Services - Group module may be subject to other required permissions.

For more information on the Read-Only option for this and other "Display Chart Records" permissions, click here.

Display Chart Records Services - Individual Button (Data Entry/Access)

Users with this permission and the Display Any Chart Records Buttons permission see the Services - Individual module in the Chart Records portion of their Home screen.

Access to specific features within the Services - Individual module may be subject to other required permissions.

For more information on the Read-Only option for this and other "Display Chart Records" permissions, click here.

Display Executive Administration Buttons (Data Entry/Access)

Users with this permission have access to the executive administration modules (Human Resources, Fiscal, and System Setup) or to limited access versions of those modules. Users with this permission and access to the System Setup module also have access to the Audit Trail report within the Reports module.

Human Resources - Users with the Display Executive Administration Buttons permission will see the Human Resources module in the Administration portion of their Home screen if they also have the Human Resources Data permission (unless the user is a member of the "Human Resources" user group, in which case a Human Resources Data permission is not necessary). Users who have the Display Executive Administration Buttons permission but who do not have the Human Resources Data permission will see an Organization Chart button instead of the Human Resources module.
Fiscal - All users with the Display Executive Administration Buttons permission will see the Fiscal module in the Administration portion of their Home screen.
System Setup - Users with the Display Executive Administration Buttons permission will see the System Setup module in the Administration portion of their Home screen if they: a) are members of the "Human Resources" or "Executive Officer" user groups, or b) have the Permissions Data Entry permission. If they do not meet one or both of these requirements and/or they do not have the Display Executive Administration Buttons permission, they will see a Password button instead of the System Setup module.

Access to specific features within the executive administration modules may be subject to other required permissions. For example, users with this permission will have access to the Fiscal module, but unless they are members of the "Fiscal," "Executive Officer," "System Administrator," or "Direct Care Program Director" user groups, they will not have access to the Billing functionality within that module. Users who require that access will also need to be given the Display Fiscal Buttons permission.

Members of the "Fiscal Staff," "Direct Care Program Director," "Direct Care Admin Support," "Entitlements Staff," "Executive Officer," "Executive Support Staff," and "Human Resources" user groups see the executive administration buttons by default and do not need the Display Executive Administration Buttons permission.

Display Fiscal Buttons (Data Entry/Access)

Users with this permission will see the Fiscal module in the Administration portion of their Home screen, and will have access to the Billing Menu within that module.

By Default members of the "Fiscal," "Executive Officer," "System Administrator," or "Direct Care Program Director" user groups have access to the billing functionality within the Fiscal module. If a user who is not a member of one of these user groups requires billing access, he or she will need to be given the Display Fiscal Buttons permission, regardless of whether he or she already has the Fiscal button on the Home screen.

Access to specific features within the Fiscal module may be subject to other required permissions.

Display Lock Dates Button (Data Entry/Access)

Users with this permission can use the optional Program Attendance Lock Dates feature in the Reception Desk module (if Lock Dates has been turned on behind-the-scenes in your AWARDS database).

Display Permitted Users Button (Data Entry/Access)

Users with this permission can use the optional Permitted Users feature in the Reception Desk module (if that feature has been turned on behind-the-scenes in your AWARDS database).

Display Program Log Book Button (Data Entry/Access)

Users with this permission can use the Program Log Book feature (for housing programs) in the Reception Desk module.

Display Services Funding Sources Button (Data Entry/Access)

Users with this permission see the "Services Funding Sources" feature in the Fiscal module in databases which have this feature enabled.

E-Signatures Configurations (Exception Override)

Users with this permission can use the Builders & Tools > E-Signatures Configurations tool to create custom signature sets and rules for e-signing in various AWARDS features.

E-Signatures PIN Resetting (Exception Override)

By default each user can only reset his or her own e-signatures PIN. Users with this permission can instead reset the e-signatures PIN for any AWARDS user in the database.

Emergency Access (Exception Override)

This permission enables users to break the glass and access client records in emergency situations even when the user in question does not have the program chart access that would typically be necessary. Specifically, when a user is assigned this permission, a break the glass icon is added to the Client Search Results page. When this icon is clicked for a specific client, the user will be prompted to enter the reason emergency access has been invoked, and upon doing so will have fully access to all programs for the client even if that user does not have program chart access to all programs in the client's history. (This temporary access includes any "protected" programs set to not share data under System Setup > Agency Program Information > Add/Edit Entire Program). The user's program chart access will revert to normal after he/she logs out, and the permission will expire 24 hours after it was assigned.

This permission is optional and by default is not turned on in AWARDS. When requested, it is turned on behind-the-scenes by Foothold Technology. If you do not currently see this permission and would like to, please contact the Help Desk for assistance.

Entitlements Data Entry - Income-Generating / Miscellaneous / Bank Accounts / Income Adjustments (Data Entry/Access)

Users with this permission can use the Entitlements module Certified Entitlements feature to complete entitlements data entry for income-generating entitlements, miscellaneous entitlements/eligibilities/subsidies, bank account information, and income adjustments.

Entitlements Data Entry - Insurance Eligibility / Authorizations (Data Entry/Access)

Users with this permission can use the Entitlements module Certified Entitlements feature to complete entitlements data entry for insurance/subsidized payments information, non BillingBuilder insurance authorizations, and BillingBuilder Insurance Authorizations.

Entitlements Deletion (Data Entry/Access)

Users with this permission can delete entitlements records.

Face Sheet Modification Notification (Internal Audit Message)

Data entry notification messages generated when data is changed in a client's face sheet.

Force Batch Posting (Data Entry/Access)

Applicable to AWARDS databases using the BillingBuilder. Users with this permission can force an invoice batch to post to A/R, even if invoices in the batch do not meet the typical posting rules.

FormBuilder (Exception Override)

Users with this permission can use the Builders & Tools > FormBuilder feature.

Group Activities Data Entry (Data Entry/Access)

Users with this permission can use the Services - Group module's, Activities, Configure Activities feature to set a program's activities list. (It is from this list that users select an activity while using the Services - Group module's Activities and Group Notes features.)

Group Assignments (Data Entry/Access)

Users with this permission can access and work with the Individual Consumer Schedule and Group Member Status features under Group Schedule Setup in the Services - Group module.

Group Schedule List (Data Entry/Access)

Users with this permission can use the Services - Group module's, Group Schedule Setup, Group Schedules feature to set the schedule of re-occurring groups for a program.

Help Desk Message Notification (Internal Audit Message)

Users with this permission who are on their local Help Desk team AND who also have the Receive External Email Notifications permission can receive external email notifications when a message is sent to the local Help Desk, when another user responds to a local Help Desk message, and when the Foothold Help Desk replies to a message. Users with this permission who are NOT on their local Help Desk team but who also have the Receive External Email Notifications permission can receive external email notifications when another user responds to their local Help Desk message and when the local Help Desk replies to their message. In order for these notifications to be sent, the Notifications feature must also be configured for the user in question in order to allow it.

HIV/AIDS Data Access (Data Entry/Access)

Users with this permission have access to HIV/AIDS-related client data; for example, HASA eligibility or special needs from intake records, as well as HIV diagnostic test data.

This permission is not required to access and enter HIV/AIDS-related information from HUD intake or discharge records, or from within the HMIS information portion of the face sheet.

HMIS Annual Update Reminder (Internal Audit Message)

For HMIS projects only. Sends a reminder (via the Messages module) 30 days before the anniversary of a head of household's admission. Users with this permission will receive reminders for the heads of households on their caseload, unless they have the corresponding "no role required" option checked off, in which case they will receive the reminders for all heads of household in those programs to which they have chart access.

HMIS CSV Importer Limited NYC Menu (Exception Override)

Only available in the nychmis database; not applicable to any other AWARDS databases.

Users with this permission have a limited AWARDS menu available to them for the purposes of completing an HMIS CSV import only.

HMIS Youth Aging Into Adulthood (Internal Audit Message)

For HMIS projects only. Sends a reminder (via the Messages module) on the client's birthday any time a client turns 18 while enrolled in a program. Users with this permission will receive reminders for the clients on their caseload, unless they have the corresponding "no role required" option checked off, in which case they will receive the reminders for all clients in those programs to which they have chart access.

Hospitalization Data (Data Entry/Access)

This is a legacy permission that is no longer used.

Hospitalization Data Entry Notification (Internal Audit Message)

Data entry notification messages generated when hospitalization data is entered using the Hospital module Episodes feature.

Human Resources Data Full Access / Human Resources Data Read Only / Human Resources Data Work Supervisees (Data Entry/Access)

Users with one of these three permissions and the Display Executive Administration Buttons permission can use the various features in the Human Resources module to complete HR data entry and/or report viewing tasks. For detailed information on what each of the three Human Resources data permissions gives a user access to, see the table below.

When assigning HR permissions and reviewing the HR permissions rules in this table, please keep in mind that:

Members of the Human Resources user group have access to HR data entry and report viewing by default and do not need one of these permissions.
None of the three Human Resources Data permissions can be assigned to oneself. They can only be assigned to someone by another user. Only one of the three permissions should be assigned to a given user at a time.
In order to access the Human Resources module, users must have the Display Executive Administration Buttons permission. Without that permission the HR module will not be shown on the user's AWARDS Home screen, regardless of any HR permission they may have.
Only ONE of the three human resources permissions should ever be assigned to any one user at a given time. If more than one is assigned, access does not necessarily default to the higher of the two. For example, if both the Full Access and Work Supervisees permissions are assigned to a user, that user will only see his or her supervisees when completing HR tasks, not the full staff list.
The definition of "supervisory tree" varies from feature to feature. As a result, the list of supervisees for each may be different. For example, in some features supervisory tree means the user and his or her direct supervisees. In other features the supervisory tree also includes another layer or layers below that to encompass the supervisee's own supervisees and so on.
Some of the features listed below can be accessed from more than one location in AWARDS. For example, Staff Training information can be found in both the Human Resources and Services - Group modules. The access and usage rules listed in the table apply to all locations from which the user has access unless noted otherwise.

Feature \| Permit >	Full Access	Read Only	Work Supervisees
Accruals / Time Off	Data Entry for All Staff *	Read Only for All Staff	Read Only for Supervisory Tree No Access to All Other Staff
Credentialing ***	Data Entry for All Staff	Read Only for All Staff	Read Only for Supervisory Tree No Access to All Other Staff
Holiday Schedule	Data Entry	Read Only	Read Only
Organization Chart	Read Only for All Staff	Read Only for All Staff	Read Only for All Staff
Payroll Status ***	Data Entry for All Staff	Read Only for All Staff	Read Only for Supervisory Tree No Access to All Other Staff
Salary History	Data Entry for All Staff	Read Only for All Staff	Not Shown / No Access **
Staff Information	Data Entry for All Staff	Read Only for All Staff	Read Only for Supervisory Tree No Access to All Other Staff
Staff Medical Information ***	Data Entry for All Staff	Read Only for All Staff	Read Only for Supervisory Tree No Access to All Other Staff
Staff Training ****	Data Entry for All Staff	Read Only for All Staff	Data Entry for All Staff
Work Schedules ***	Data Entry for All Staff	Data Entry for Supervisory Tree Read Only for All Other Staff	Read Only for Supervisory Tree (when accessed via Human Resources) - OR - Data Entry for Supervisory Tree (when accessed via Attendance > Work Schedules) No Access to All Other Staff

* In the context of multi-agency, HMIS, and single-agency divisional databases, "All Staff" means all staff within the user's agency/division as assigned in the Human Resources module Staff Information feature. An exception to this can be found with Continuum staff, who have access to data for staff in all agencies/divisions.

** An option is available behind-the-scenes in AWARDS to allow read-only access to salary history information for one's supervisory tree if he/she has this HR permission. (In this context the supervisory tree includes the user's supervisees, as well as the supervisees of those individuals.) If you are interested in having that option turned on, please contact the Help Desk.

*** For those with access to these features, they can be found within employee Staff Information records. In the case of Work Schedules, if you do not have access to Staff Information, use the following path instead: navigation bar > your username > Attendance > Work Schedules.

**** Users must have the Staff Training Data Entry permission in order to access and work with staff training records, regardless of which HR permission they have. When a user has both the Staff Training Data Entry permission and an HR permission, the level of staff training record access is governed by the HR permission as outlined in the table above, irrespective of the location in AWARDS from which the Staff Training feature is accessed. Users with the Staff Training Data Entry permission who do NOT have an HR permission have full staff training data entry access via a Staff Training button on the Home screen or in the Services - Group module.

ImportTool (Exception Override)

Users with this permission have access to the System Setup > ImportTools feature and can use it to import batch data into AWARDS.

In-House Accounts (Data Entry/Access)

Users with this permission can use the optional In-House Accounts feature in the Fiscal and/or Entitlements modules (if In-House Accounts has been turned on behind-the-scenes in your AWARDS database).

Incident Data Entry Notification (Internal Audit Message)

Users with this permission AND the Receive External Email Notifications permission can receive external email notifications when an incident review data entry internal audit message is sent to them within AWARDS. In order for these notifications to be sent the Notifications feature must be configured.

Incident Review Data Entry (Data Entry/Access)

Users with this permission can view and complete the reviews for filed initial incident reports. Users with this permission also receive Incident Data Entry notification messages for programs to which they have chart access, and can run an "Aggregate Report of Filed Incidents."

IMPORTANT! This permission is overridden by the Restrict Incident View permission if assigned to the same user.

Include in Direct Care Staff Lists (Data Entry/Access)

By default, several "Worker" drop-down selection lists in the Services modules (Group and Individual) are populated by members of the Direct Care Staff user group. Users with the "Include In Direct Care Staff Lists" permission will be included in Worker selection lists in the following Services module features: Charting Timetable, Program Appointments, Service Plans (update schedule), Group Schedule Setup (group activities schedule), Utilization Reports, and Service Coordinators.

Lease Information (Data Entry/Access)

Users with this permission can use the Operations module Leases feature to perform lease information record data entry.

List as Clinician (Data Entry/Access)

Users with this permission will be listed as a clinician in the "Staff Person" drop-down selection list when working with program appointment records using the Calendar.

Some users are included in the Staff Person selection list by default and do not need this permission. Those users include individuals with chart access who are direct care staff, program directors or deputies, or who have a caseload in the program.

List as Prescribing/Diagnosing Physician (Data Entry/Access)

Users with this permission will be listed in:

the Diagnoses feature's Diagnosed By drop-down selection list if they have chart access permission to the program in which diagnoses data entry is being done.
the Medications module's Prescribing Physician drop-down selection list if that option has been turned on.

ListBuilder (Exception Override)

Users with this permission have access to the Builders & Tools > ListBuilder feature with which select lists in AWARDS can be configured.

Lock-In Medicaid Notes (Data Entry/Access)

Users with this permission can use the Services - Individual module's, Utilization Reports, CR MC Services report to lock-in those notes selected for Medicaid billing so that they can no longer be edited.

Login Failures Notification (Internal Audit Message)

Users with this permission receive a notice via the AWARDS Messages module when a user is locked out of his/her AWARDS account after having reached the number of failed logins set under System Setup > Business Rules > Password Policy Rules. By default those notifications are also sent to the locked out user and his/her work supervisor, regardless of how this permission is set for those individuals.

LS3 History (Data Entry/Access)

Users with this permission can use the Fiscal module LS3 Reports feature to perform LS3 units of service information history data entry.

MAR - Conflicting Dosage Alert (Internal Audit Message)

Generates a message whenever an administration record is saved with a dosage that differs from the dosage saved on the medication's record. Users with this permission must also have chart access to a program in order to receive the conflicting dosage alerts for that program.

Prior to saving the administration record with the conflicting dosage, a pop-up message will display asking the user to confirm the information.

Because medications that are e-prescribed are saved with this information in the SIG field and not the Dosage field, these messages do not apply to e-prescribed medications.

MAR - Early / Late Administration Alert (Internal Audit Message)

Generates a message whenever an administration record is saved with an administration time that is outside of a specified range from the scheduled time also scheduled on the administration record. Users with this permission must also have chart access to a program in order to receive the early/late administration alerts for that program.

IMPORTANT! In order for this message to generate, the agency must notify Foothold Technology of the range (in minutes) from the scheduled time that should generate the notifications.

Prior to saving the administration record with the early/late time, a pop-up message will display asking the user to confirm the information.

MAR - Missed Medication Administration Alert (Internal Audit Message)

Generates a nightly message, listing all medication administrations that were scheduled (with a scheduled time entered), but not administered on that day. Users with this permission must also have chart access to a program in order to receive the administration alerts for that program.

MAR - Specified Key Code Alert (Internal Audit Message)

Generates a message whenever an administration record is saved with a certain "key code" value selected. Users with this permission must also have chart access to a program in order to receive the key code alerts for that program.

IMPORTANT! In order for this message to generate, the agency must notify Foothold Technology of which key code values should generate the alerts.

MAR - Unscheduled Administration Alerts (Internal Audit Message)

Generates a message whenever an administration record is saved with the "unscheduled" checkbox selected. Users with this permission must also have chart access to a program in order to receive the unscheduled administration alerts for that program.

MC Billing Notes Selections (Data Entry/Access)

Users with this permission can use the Services - Individual module's Progress Notes feature in report mode to select notes which report on contacts that are to be billed for. (Billable notes can be of three types: service plan linked, monthly service coordination, and/or collateral. The first is selectable using the "Service Plan Linked Notes" report filter, and the second and third are selectable using the "MSC Billable Notes" report filter.)

Medical & Program Appointment Reminders (Internal Audit Message)

Nightly reminder messages for upcoming medical appointments and for follow-up data entry once the appointment date has passed. These messages are sent at 3 weeks (21 days), 2 weeks (14 days), and 1 week (7 days) prior to the due date of the event. Once the due date of the event has passed, a reminder is sent every third day beginning on the due date until follow-up data is entered for the event.

Users with this permission who meet the work role permission layer rules for Medical Appointment Reminders will also receive Program Appointment Reminder internal audit messages for programs to which they have chart access. Program Appointment Reminders are set three days before the appointment date and then every day after the appointment date has passed, until the appointment status has been updated (with the exception of Saturdays and Sundays).

There is no way to turn off the Program Appointment Reminder messages component of this permission. Users will automatically receive both Medical Appointment Reminders AND Program Appointment Reminders.

Medication Data Deletion (Data Entry/Access)

Users with this permission can use the Profile module Face Sheet feature, or the Medical module Medications feature, to delete medication records that have not been e-prescribed or do not have administration records attached to them.

Medication Data Entry Notification (Internal Audit Message)

Data entry notification messages (with the subject "MEDICATIONS UPDATE NOTICE") generated when medication data is entered or updated using the Medical module Medications feature (or the corresponding Face Sheet Section). These messages are sent to users with this permission who also have chart access to the program in which the data entry was done.

Medication End Date Notification (Internal Audit Message)

Generates a notification message one week prior to and on the date of a current client's current medication end date (with the subject "MEDICATION END DATE ALERT"). This message is sent to users with this permission who also have chart access to the program associated with the client for whom the notification is generated.

Merge Duplicate Agencies (Data Entry/Access)

Users with this permission can use the merge component of the Referral Agencies functionality for the purposes of merging duplicate referral sources.

This permission is not available in multi-agency/divisional databases; however, the functionality can be turned on behind-the-scenes for select users. Please contact the Help Desk for assistance in the event that access to this feature is required.

Merge Duplicate Consumers (Exception Override)

Users with this permission can use the Client Search feature's Merge Duplicate Client Records tool to complete client record clean-up, bringing together multiple client records under a single existing client ID.

IMPORTANT! Merge Duplicate Client Records is advanced functionality intended for use by select individuals within each agency/Continuum of Care.

Merge Tool (Data Entry/Access)

Users with this permission can merge records in the following locations: Providers Directory, Referral/Provider Agencies (or Referral Agencies) and the Contacts sub-index that displays on agency records.

New System Login Data Entry (Exception Override)

Users with this permission can use the System Setup module, Login Maintenance, Create Logins feature to create logins for new AWARDS users.

This permission cannot be assigned to oneself.

No IP Access Block (Exception Override)

If your agency subscribes to the optional AWARDS Access Package, this permission exempts the user from the restriction that limits access to AWARDS chart records from a set list of agency-supplied IP addresses.

Members of the "Executive Officer" and "System Administrator" user groups are exempt from the IP access block, regardless of whether or not they have this permission assigned to them.

Note Lapse 30 Days Notification (Internal Audit Message)

Nightly messages that flag clients with no progress notes in the past 30 days.

This permission is optional and by default is not turned on in AWARDS. When requested, it is turned on behind-the-scenes by Foothold Technology on a program-by-program basis. Messages are only generated for programs in which the permission has been turned on in this way. If you do not currently see this permission and would like to, please contact the Help Desk for assistance.

Notes for Overdue Goal Evaluations (Exception Override)

By default users cannot write service plan linked notes against service plan components that have not been reviewed in the last 90 days. Users with the "Notes for Overdue Goal Evaluations" permission are exempt from this rule.

Permission Change Notification (Internal Audit Message)

Users with this permission receive system generated audit messages when permission changes are made using System Setup > Permissions Maintenance.

This type of internal audit message is not generated when the Remove This Permission on This Layer option is used.

Permissions Data Entry (Exception Override)

Users with this permission can use the System Setup module Permissions Maintenance feature to set permissions for themselves, their supervisees, and for the staff their supervisees supervise, up to five levels down the Organization Chart, if applicable. Users with this permission will also receive Permissions Data Entry notifications each time permissions are changed (regardless of who made those permissions changes).

Permissions Data Entry for All Staff and Layers (Exception Override)

By default those users with the "Permissions Data Entry" exception override can set the permissions only for their supervisees. Users who have the "Permissions Data Entry for All Staff and Layers" override in addition to "Permissions Data Entry" are exempt from this default and can set the permissions for any users.

Members of the Executive Officer and Human Resources user groups, and users with the "Human Resources Data" permission are exempt from permission assignment limitations by default and do not need this permission as long as they have the "Permissions Data Entry" permit.

In HMIS, multi-agency, or single-agency divisional databases this permission is only available for assignment by "Continuum Staff." Users assigned to a specific agency within their staff information records in the Human Resources module will not have this permission available to them when using the System Setup module Permissions Maintenance feature.

Pharmacy Orders - Out of Stock Alert (Internal Audit Message)

Generates a nightly message 7 days prior, 3 days prior, and on the day of the most recent projected out of stock date in a medication's pharmacy orders. If no new pharmacy order is entered, the message will continue to be sent 1 day, 3 days, and 7 days after the previous projected out of stock date. Users with this permission must also have chart access to a program in order to receive the out of stock messages for that program.

PlanBuilder (Exception Override)

Users with this permission have access to the Builders & Tools > PlanBuilder feature for the purpose of configuring and maintaining agency plans and reviews.

Plan Effective Date Data Entry (Data Entry/Access)

Only available when your AWARDS database is configured to restrict who can enter done dates for chart events.

Users with this permission have the ability enter an Effective Date for plans and reviews using the Services - Individual module's Plans and Reviews feature. Adding an Effective Date locks the plan/review from editing.

Plans and Reviews Deletion (Data Entry/Access)

Only available when your AWARDS database is configured to restrict who can delete unlocked plans and reviews.

Users with this permission have the ability to delete unlocked plans using the Services - Individual module's Plans and Reviews feature when the plan/review does not have an effective date set for it, if it has not been e-signed, and when the content of no later plan/review has been copied from it.

Plans and Reviews - Modify Due Date on Locked Plans (Exception Override)

Users with this permission can edit the due date for locked plans in Plans and Reviews; specifically, they can change the due date to any date between the previous plan's due date and the subsequent plan's due date.

Plans and Reviews - Modify Due Date on Unlocked Plans (Data Entry/Access)

Only available when your AWARDS database is configured to restrict who can change due dates for unlocked plans and reviews.

Users with this permission can edit the due date of unlocked plans in Plans and Reviews; specifically, they can change the due date to any date between the previous plan's due date and the subsequent plan's due date.

Plans and Reviews Deletion (Data Entry/Access)

Only available when your AWARDS database is configured to restrict who can delete unlocked plans and reviews.

Users with this permission delete unlocked plans using the Services - Individual module's Plans and Reviews feature when the plan/review does not have an effective date set for it, if it has not been e-signed, and when the content of no later plan/review has been copied from it.

Plans and Reviews Reminders (Internal Audit Message)

Generates weekly reminders for upcoming and overdue Plans and Reviews in all programs regardless of chart access permissions.

Upcoming Plans and Reviews messages are sent on Sunday each week, and list plans due in 7 days, 14 days, and 21 days.
Overdue Plans and Reviews messages are sent each time a new item becomes overdue and every 3 days from the date the last item becomes overdue. Messages are not sent for plans with a done date entered, or for plans that are beyond 120 days overdue.

Reminders are sent for all upcoming and overdue Plans and Reviews in all programs, regardless of chart access permissions, and Reviewer or Supervisor status.

Program Admission / Discharge (Data Entry/Access)

Users with this permission can use the Intake module to process client admissions to residential programs, and can also perform residence swaps in the Housing module.

This permission is not required to process client intakes, or to process client admissions to non-residential programs. Nor is it required to process admissions or complete housing swaps if you are in the Executive Officer, System Administrator, or Continuum Agency Executive Officer user groups, or if you are a program director or deputy director.

Additionally, users with this permission can use the Discharge module to process client discharges from any program.

This permission is not required to process discharges if you are in the Executive Officer, System Administrator, or Continuum Agency Executive Officer user groups, or if you are a program director or deputy director.

Program History Corrections (Exception Override)

Users with this permission can use the Client Search feature's Program History Corrections tool to make corrections to program histories, including editing intake, admission, and discharge dates, removing program admission records, deleting clients, undoing discharges, and changing or removing residence history records.

This permission cannot be assigned to oneself; it can only be assigned to you by another user with access to Permissions Maintenance.

IMPORTANT! Program History Corrections is advanced functionality intended for use by select individuals within each agency/Continuum of Care.

Program Log Book Alert Messages (Exception Override)

Users with this permission receive data entry notification messages generated when a record is entered using the Reception Desk Program Log Book feature with the "Send Alert Notice" option selected.

Progress Notes Nightly Keyword Scan (Internal Audit Message)

Nightly messages that flag progress notes written that day that contain alert keywords.

Receive External Email Notifications (Exception Override)

Users with this permission can receive external email notifications (sent to the email address recorded in the Notifications feature) when certain internal audit messages are sent within AWARDS. Message types are selected within the Notifications component of the User Settings module accessed from the navigation bar's user name drop-down.

Referral Agencies Data Entry (Data Entry/Access)

This permission may also be labeled Referral/Provider Agencies Data Entry if the optional Providers functionality has been enabled in your AWARDS database.

Users with this permission have access to the Referral/Provider Agencies module and the Providers Directory (if turned on for the agency). In addition, when creating a new provider record within the Medical module's Providers feature, users with this permission have the ability to mark the new provider as "Shared" so that it is added to the agency's providers list moving forward.

Remove E-Signatures (Exception Override)

Users with this permission can remove worker, client, and third party e-signatures saved on documentation in AWARDS, allowing locked items to become unlocked, if needed.

This permission cannot be assigned to oneself; it can only be assigned to you by another user with access to Permissions Maintenance.

IMPORTANT! E-Signatures removal is advanced functionality intended for use by select individuals within each agency/Continuum of Care.

Residence Change Data Entry Notification (Internal Audit Message)

Data entry notification messages generated when a client is admitted to or discharged from a residential program, or when a client moves from one unit to another within a residential program. Messages are also generated when external address information is updated via client face sheets for non-residential programs.

Residential Logbook Keyword Nightly Scan (Internal Audit Message)

Only available when your AWARDS database has been configured to use the optional keyword can feature. If you do not see this permission and are interested in having it and the corresponding functionality turned on in your database, please contact the Help Desk for assistance.

Nightly messages that flag residential log book entries written that day that contain alert keywords.

Keywords searched for in the nightly scan include the following: 911, suicid, harm, hurt, kill, fight, danger, drink, drug, rape, cocain, heroin, marijuana, marihuana, crack, pot, angeldust, angel-dust, alcohol, methadone, barbiturate, amphetamine, cannabis, hallucinogen, lsd, pcp, inhalant, and popper. This list is not configurable.

ResourceTracker Configure (Data Entry/Access)

Users with this permission can use the configuration component of the ResourceTracker.

This permission will reflect the customized name for this functionality in place of "ResourceTracker."

ResourceTracker Messages (Internal Audit Message)

Users with this permission receive system generated messages when tickets are entered or updated (when the user is not the ticket's requestor).

This permission will reflect the customized name for this functionality in place of "ResourceTracker."

ResourceTracker Update (Data Entry/Access)

Users with this permission can update and respond to ResourceTracker tickets.

This permission will reflect the customized name for this functionality in place of "ResourceTracker."

Restrict to Aggregate Data View (Data Entry/Access)

Users with this permission see only the Profile, Intake, Outcomes, and Messages modules on their Home screen. Within the Profile, Intake, and Outcomes modules users with this permission are limited to read-only access to de-identified "summary" data for the programs to which they have chart access. An exception to the aggregate data view restriction is made in the Messages module where the user can view and send messages as needed.

WARNING! This permission is listed in red at the top of the Data Entry / Access permissions list in order to alert users that this permission will severely limit system access and should be assigned with care.

Restrict Charting Event Due Date Data Entry (Data Entry/Access)

Users with this permission will NOT be allowed to enter due dates for existing charting events; the due dates will be read-only. Users WILL be able to enter new charting event due dates, but once the event record is saved the due date becomes read-only.

Restrict Chart Event Deletion (Data Entry/Access)

Users with this permission will NOT be able to delete existing charting timetable events; the Delete? checkbox will not display. Users with this permission WILL still be able to add new charting events to client records.

Restrict Incident View (Data Entry/Access)

When working in the Incidents module, users with this permission see limited information for incidents other than those they themselves created. Specifically, when working on the Open Incident Reports index page viewing is limited to the Incident ID and Date, along with the Create New Report option. When an Incident ID link is clicked from the index, that incident is opened in a fully redacted view, showing only the Date and Incident #, as well as the Comments box.

Users with this permission do NOT have access to the basic Incidents Report, or to the Incidents ReportBuilder.

IMPORTANT! This permission overrides the Incident Review Data Entry permission if assigned to the same user.

Restrict to Read-Only View (Data Entry/Access)

Users with this permission have full access to the programs and records for which they have permission, but cannot modify or create any records. (Exceptions to the read-only restriction are made in the Messages and Attendance modules where the user can enter data.)

Restricted Census Access (Exception Override)

This permission is only available when the optional Restricted Census Access feature has been turned on in your AWARDS database.

Users with this permission are restricted in ALL programs they have access to, and will not see any client charts unless they are specifically granted access to those clients in the Restricted Census Access feature. In addition, access to some features and functions in AWARDS is limited.

For detailed information on what AWARDS looks like for a user with restricted access, click here.

IMPORTANT! The following areas of AWARDS are NOT impacted by restricted census access:

The Housing module
Program History Corrections
The Transfers module

As a result, restricted users should NOT be given permissions to access these areas, as doing so will enable them to see the full census in accessible programs.

Restricted Census Access - Configuration (Exception Override)

This permission is only available when the optional Restricted Census Access feature has been turned on in your AWARDS database.

Users with this permission have access to Restricted Census Access configuration in the System Setup module's Login Maintenance feature. It should be granted to users who will be configuring the access for individuals with the Restricted Census Access permission, and cannot be granted to individuals who have that permission themselves.

Save ReportBuilder Formats For All Staff (Exception Override)

Users with this permission have the ability to save ReportBuilder report formats and ExportBuilder export formats for all users, rather than for only themselves.

Saved Report/Export Formats ReportBuilder - View All (Data Entry/Access)

By default the Saved Report/Export Formats ReportBuilder can only be used to view saved reports created for the user themself, or for all staff. Users with this permission can instead view saved report/export formats created by any and all users, including privately saved report/export formats.

Service Plan Early Review (Exception Override)

Users with this permission can work on service plans that have due dates that are more than 31 days in the future.

Set Billable Flag (Data Entry/Access)

Users with this permission will see an Include in Billing checkbox for each progress note on the Progress Notes Report, Progress Notes ReportBuilder preview, Service Contacts ReportBuilder preview, and any other places in AWARDS where notes are viewed in read-only report mode (for example, the note index and Client History Report). This checkbox will be checked by default, indicating that the note is eligible to be billed within configured billing in AWARDS (if it meets the parameters of the invoice generation process). Users with this permission will be able to uncheck this option to indicate that the note should NOT be billable, and should be excluded from the invoice generation process (even if it meets the parameters).

Staff Training Data Entry (Data Entry/Access)

Users with this permission can use the Services - Group module's Staff Training feature or the Human Resources module Staff Training feature to perform staff training record data entry.

Users with this permission who do not see the Services - Group or Human Resources modules will have access to a Staff Training module in the administration portion of the AWARDS Home screen.

Startup Period Backdating (Exception Override)

Users with this permission can backdate information in various AWARDS modules for the purposes of startup data entry (for example, entering legacy data for existing clients). Specifically:

In the Intake/Admission module users with this permission can backdate intake and admission dates, and when using the multi-step intake process can re-process intakes/admissions with dates in prior months.
In the Housing module users with this permission can backdate swaps from one residence unit to another in the same program.
In the Discharge module users with this permission can backdate discharge dates.
In the System Setup module's Residence Units feature users with this permission can create units with first available dates not in the last 30 days.

IMPORTANT! This permission expires 30 days from the time it is assigned when given on the Individual permissions layer. When assigned at any of the higher layers, the permission does not expire.

Superintendents Log (Data Entry/Access)

Users with this permission automatically receive all work order notification internal audit messages generated within the Operations module Property Maintenance feature. This permission also provides users with access to the Apartment Painting feature under Property Maintenance if he/she does not have access to it by default based on user group assignment.

Support Services Contacts - Enable Providers Transition (Data Entry/Access)

Users with this permission will see a checkbox “Enable Providers Module” on the client’s Support Service Contacts data entry page. When this option is checked and saved, Support Service Contacts will no longer be in use for the client - the records under Providers would be used instead. Detailed information on the transition process will be added to the Features Transitions portion of the Resource Center shortly. In the meantime, if you have questions, please reach out to the Help Desk.

Surrogate Data Entry - Contacts Log (Exception Override)

Users with this permission can enter, update, and delete contacts log records as another user (from within the Services - Individual module's Contacts log feature - either the basic version or supportive services checklist). This capability is designed for situations where a supervisor needs to modify the service documentation created by another staff member who is unavailable. Its use is captured in audit trail, and is reportable in the Service Contacts ReportBuilder.

Surrogate Data Entry - Group Notes (Exception Override)

Users with this permission can enter, update, and delete group notes as another user (from within the Services - Group module's Group Notes feature). This capability is designed for situations where a supervisor needs to modify the service documentation created by another staff member who is unavailable. Its use is captured in audit trail, and is reportable in the Service Contacts ReportBuilder.

Surrogate Data Entry - Progress Notes (Exception Override)

Users with this permission can enter, update, and delete progress notes as another user (from within the Services - Individual module's Progress Notes feature). This capability is designed for situations where a supervisor needs to modify the service documentation created by another staff member who is unavailable. Its use is captured in audit trail, and is reportable in the Service Contacts ReportBuilder.

Transportation Data Entry (Data Entry/Access)

Users with this permission will be able to create, edit and view ride schedules within programs to which they have chart access, as well as to complete other data entry tasks in the Transportation feature (within the Services - Individual module), including recording completed rides, transported passengers, and expected passengers. This permission also gives users access to generate reports using the Transportation ReportBuilder, either via the Transportation feature or from within the Reports module.

Transportation Locations Data Entry (Data Entry/Access)

Users with this permission will be able to create, edit and view transportation locations (within the Services - Individual module's Transportation feature). This permission also gives users access to generate reports using the Transportation Locations ReportBuilder, either via the Transportation Locations feature or from within the Reports module.

Transportation Supervisor (Data Entry/Access)

Users with this permission have access to the Operations module Ride Sheets and Ride Billing features.

Unlock Contacts Log (Exception Override)

Users with this permission can unlock contacts log/supportive services checklist records with associated progress notes if those notes have been locked automatically based on the program's Service Records Editing Rules under System Setup > Business Rules, or that have been locked because the user has clicked the sign off note checkbox at the bottom of the progress notes composition page. To allow users with this permission to complete the unlock process, an "Unlock" link is listed next to any locked contacts log/supportive services checklist records in the contacts log index in data entry mode.

IMPORTANT! This permission does NOT allow electronically signed progress notes to be unlocked. Only contacts/supportive service checklist records with progress notes that have been locked but not electronically signed can be unlocked at this time.

Unlock Incident Reports (Exception Override)

Users with this permission can unlock incident reports that have been locked/filed. To allow them to do so, an "Unlock" link is listed next to any locked/filed incidents that they have access to in the Incidents module indexes.

WARNING! Due to the nature of incident reports, we STRONGLY encourage agencies to limit the assignment of this permission to a select one or two employees.

Unlock Progress Notes (Exception Override)

Users with this permission can unlock progress notes that have been locked automatically based on the program's Service Records Editing Rules under System Setup > Business Rules, or that have been locked because the user has clicked the sign off note checkbox at the bottom of the progress notes composition page. To allow users with this permission to complete the unlock process, an "Unlock" link is listed next to any locked progress notes in the progress notes index in data entry mode.

IMPORTANT! This permission does NOT allow electronically signed progress notes to be unlocked. Only progress notes that have been locked but not electronically signed can be unlocked at this time.

View All Charts of Client If Can View Any (Data Entry/Access)

By default the Client History Report accessed from within the Client Search feature can be viewed for clients in at least one program to which the user has program chart access; specifically, the user will only see records for the programs to which he/she has chart access permission, even when the client has/had episodes in other programs. When a user is assigned the View All Charts of Client If Can View Any permission, the Client History Report contents are instead expanded to include the full complement of a client's program records, regardless of the user's chart access permissions.

This permission is only available when the "Global" version of the optional Cross Chart Access enhancement has been turned on in AWARDS. For more information on Cross Chart Access, its variations, and how it can be requested, click here and review the "Cross Chart Access Permission" portion of attached enhancement request form.

Waiting List Added Client Notifications (Internal Audit Message)

Available when the optional Waiting Lists functionality has been turned on in AWARDS. Users with this permission will receive notifications when clients are added to a Waiting List that is associated with a "destination" program to which they have chart access. These "Client Added to Waiting List" messages will contain the client name, source program, and waiting list, along with the name of the staff member who completed the data entry. Any note on the addition will also be included, as will a link to the waiting list in question.

Waiting List Configuration (Data Entry/Access)

Available when the optional Waiting Lists functionality has been turned on in AWARDS. Users with this permission can create and maintain waiting lists under System Setup > Waiting Lists Configuration. Users with this permission can also use the Waiting List Clients ReportBuilder found within that feature to generate customized reports of waiting list information, including detail on which individuals have been placed onto which lists.

Waiting List Removed Client Notifications (Internal Audit Message)

Available when the optional Waiting Lists functionality has been turned on in AWARDS. Users with this permission will receive notifications when clients are placed off of a waiting list that is associated with a "source" program to which they have chart access, or when clients are placed into a "destination" program to which they have chart access. These "Client Removed from Waiting List" messages will contain the client name, source program, and waiting list, along with the name of the staff member who completed the placement. Any note on the placement will also be included, as will a link to the waiting list in question.

Waiting Lists - Add Client (Data Entry/Access)

Users with this permission can add a client to the waiting list in programs to which they have chart access. This data entry can be completed via the face sheet or the Intake/Admission module.

Waiting Lists - Delete/Remove Client (Data Entry/Access)

IMPORTANT! This permission must be given in conjunction with the Waiting Lists - View Waiting List permission.

Users with this permission can delete a waiting list record via the Waiting List section of the face sheet, or using the red delete (x) icon when viewing a waiting list in the Profile or Intake/Admission modules.

Additionally, when editing a waiting list record users with this permission will see an End Date field where they may remove a client from the waiting list without deleting the record entirely. This process can be completed via the Waiting List section of the face sheet, or using the pencil icon when viewing a waiting list in the Profile or Intake/Admission modules. Removed clients are still available in associated waiting list ReportBuilders.

Waiting Lists - Place Client (Data Entry/Access)

IMPORTANT! This permission must be given in conjunction with the Waiting Lists - View Waiting List permission.

Users with this permission can use the waiting list to place clients into a program to which they have chart access. This process can only be completed in the Intake/Admission module into a program configured as a destination program for the waiting list.

Waiting Lists - View Waiting List (Data Entry/Access)

Users with this permission can view a waiting list in programs where the list includes a destination or source program to which he/she has access. Waiting list viewing for users with this permission is accessible from a View Waiting List feature on the Profile module menu fly-out, from client face sheets, or from the Intake/Admission module.

Weekly Entitlements Recertification Audit (Internal Audit Message)

Weekly notification messages, sent to recipients on Mondays, containing a list of clients with entitlements that have expiration dates in the next 31 days. Each audit message has a table with four columns: consumer name, AWARDS ID, entitlement, and the expiration date. It contains information about clients in ALL agency programs, regardless of the user's chart access permissions.