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User Groups
Updated over 9 months ago

A User Group is a predefined set of permissions that define how a Worker interacts with Penelope and the type of work they do. There are six User Groups in Penelope:

Each User Group has a different default level of access to Penelope features and client data. Intake-Mgmt and Clinical Worker are both client-facing User Groups with access to client records, but in practice, Intake-Mgmt includes a much more robust set of permissions. For example, a Worker assigned to the Clinical Worker User Group cannot access the Intake Wizard while a Worker assigned to Intake-Mgmt can.

User Groups are the core functionality of Penelope and cannot be altered. Security Classes can be created and applied to specific users above and beyond their assigned User Group.

To further restrict or modify the permissions of Workers beyond what’s included in the User Group, you can create Security Classes. For example, if you require that your Counsellors access the Intake Wizard but only have access to their own client files, you could assign the user the Intake-Mgmt User Group and create a Security Class with the Restrict Service File access to Assigned Workers Security Class Setting enabled.

Useful Information

Security Classes can only be used to reduce the basic permissions contained within the User Group – not increase permissions.

Types of User Groups

System Administrator

A System Administrator has access to the main database setup and configuration options. This User Group should be assigned as a role/function rather than a day-to-day login level. Often, one or more Workers will have both a System Administrator account in addition to another type of account like Intake-Mgmt or Admin-Exec as a system admin account does not take up a license space.

With a System Administrator account you:

  • Can access all system setup and configuration options

  • Can create new Worker accounts and permissions

  • Can modify user defined and drop-down values

  • Cannot access client records, client files, scheduling features, etc.

System Administrator is typically assigned to:

  • Penelope implementation and configuration project team members

  • Penelope Super Users (staff responsible for ongoing maintenance and configuration of your Penelope database)

  • IT team members

System Administrator Homepage

Example of a homepage for a Worker with the SysAdmin User Group

Intake-Mgmt

The Intake-Mgmt User Group is well-suited for most workers in clinical or client-facing roles. By default, Intake-Mgmt permissions have no limits on access to client data or Penelope features, but you can modify access through Security Class Settings.

Barring Security Class restrictions with an Intake-Mgmt account you:

  • Can access all features/functions

  • Can access all client files

  • Can access the Intake Wizard

  • Can view agency appointments

  • Can use billing functions

  • Can access Setup side menu

  • Can access front-end configuration options

  • Cannot access back-end/System-Administrator configuration options

Intake-Mgmt is typically assigned to:

  • Counsellors/Therapists

  • Case Managers

  • Group Leaders

  • Support Workers

  • Nurses

Intake-Mgmt Homepage

Example of a homepage for a Worker with the Intake-Mgmt User Group

Clinical Worker

The Clinical Worker User Group is best suited for clinical or client-facing roles that either don’t require or should be more restricted from viewing client data and Penelope features. Often, the Clinical Worker User Group is used for developing roles like interns or new graduates.

Barring Security Class restrictions with a Clinical Worker account you:

  • Can access your own client files only

  • Can access limited billing functions

  • Can access Setup side menu

  • Cannot use the Intake Wizard

  • Cannot view agency appointments

  • Cannot access Cases or Services Files to which you are not directly assigned

  • Cannot access back-end/System-Administrator configuration options

  • Cannot access Groups unless assigned as the Primary Worker (even if they have been assigned as an "Other" worker)

Clinical Worker is typically assigned to:

  • Junior client-facing staff

  • Students

  • Interns

  • Volunteers

  • Consultants

Clinical Worker Homepage

Example of a homepage for a Worker with the Clinical Worker User Group

Admin-Executive

The Admin-Exec User Group is typically suitable for administrative, executive, management, and support roles at your agency.

Barring Security Class restrictions with an Admin-Executive account you:

  • Can access all features/functions (by default; can be customized using Security Classes)

  • Can access all client files (by default; can be customized using Security Classes)

  • Can access the Intake Wizard

  • Can view agency appointments

  • Can use billing functions

  • Can access Setup side menu

  • Can access front-end configuration options

  • Cannot be assigned as a worker to a Service File or Group

  • Cannot access Service File notes (by default; can be customized)

  • Cannot access back-end/System-Administrator configuration options

Admin-Exec is typically assigned to:

  • Team Leaders/Managers who don’t also maintain their own caseload

  • Program Managers

  • Administrators

  • Reception

  • Executives

Admin-Exec Homepage

Example of a homepage for a Worker with the Admin-Exec User Group

Volunteer

The Volunteer User Group level is appropriate for Workers who should not have any access to client records, billing, or reporting functions. This User Group level is suitable for part-time volunteer staff who may record Anonymous Services or participate in an Informal Series.

  • Can complete data-entry only

  • Can access Setup side menu

  • Cannot access any client files

  • Cannot access the Intake Wizard (but can access Add Individual)

Volunteer is typically assigned to:

  • Data-entry Volunteers

Volunteer Homepage

Example of a homepage for a Worker with the Volunteer User Group

External Administrator

In version 4.15.1.0 of Penelope, the External Administrator User Group was added. The External Administrator User Group cannot log into Penelope and will be utilized for future Penelope enhancements. Please note that Workers assigned to this User Group do not get counted towards your Named Active Users.

Choosing Between Intake-Mgmt and Clinical Worker

Often the most important decision when selecting a User Group for a Worker is choosing between the Intake-Mgmt and Clinical Worker options. To assist with this decision, we’ve outlined the key differences between the User Groups below.

Intake Mgmt

Clinical Worker

Can access Agency Appointments

Cannot access Agency Appointments (but can access the Agency Schedule)

Can access the Intake Wizard

Cannot access the Intake Wizard (but can access the Add Individual feature if enabled)

Can assign someone other than themselves as Primary Worker on a Service File through the Add Service File or Add Service Wizard tools

Can only assign themselves as Primary Worker on a Service File through the Add Service File or Add Service Wizard tools

Can access to Pre-Enrollment

Cannot access Pre-Enrollment (by default; can be configured through Security Class settings)

Can assign clients into service from the Pre-Enrollment list

If given access to Pre-Enrollment, cannot assign clients into a service from the list. Assigning from pre-enrollment requires selecting a worker from a list of available workers, and Clinical workers can only assign clients to themselves.

Note: Clinical workers can cancel a Pre-Enrollment entry to remove a client from the list if not going into service, but cannot assign.

Can access all Billing functions

Can access some Billing functions (for example, Quick Pay for Events)

Can access all Service Files

Can only access Service Files they're directly assigned to

Can access all Groups

Cannot access Groups unless assigned as the Primary Worker (even if they have been assigned as an "Other" worker).

Useful Information

The differences between the Intake-Mgmt and Clinical Worker User Groups below are based on having no Security Class configured. You can use Security Settings to further configure access to client data and Penelope features.

Assign a Worker to a User Group

The initial assignment of a User Group is completed when creating a new user account. For details on this process, refer to this article.

Modify a Worker’s User Group

Prerequisite: Workers with a System Administrator account automatically have access to modify a Worker’s User Group while Intake-Mgmt or Admin-Exec account must be given access via Security Class Settings. The following Security Class Settings must be enabled for a Intake-Mgmt or Admin-Exec account to have access: Worker Security Settings > Allow access to Worker Set Up

  1. Locate the Worker using the Search > Worker tab.

  2. Fill in any Search Criteria you’d like and click Go.

  3. In the Results section, click the Worker whose User Group you want to modify.

  4. On the Profile tab, click Edit.

  5. From the User Group drop-down, choose a new User Group.

  6. Click Save.

Useful Information

The worker cannot be logged in to Penelope when completing this task.

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