OutcomeTools uses five access levels, numbered 1 to 5. Each level includes everything below it and adds new capabilities. Pick the lowest level that fits a user's responsibilities — you can always raise it later.
What each access level (1–5) can do
These are the exact labels shown in the Level dropdown on the user edit form.
| Level | Label | What this level adds |
|---|---|---|
| 1 | View Completed Surveys | Dashboard, client list, and a client's Summary, Surveys (view), and Notes tabs. Account-level Surveys tab (Completed view only). Library. Can add notes to a client. Open (view) any alert for a client they can access; acknowledge or comment on alerts they are a notification recipient or care-team member of. |
| 2 | Administer Surveys | + Pending Surveys view on the account Surveys tab. Administer a pending survey on behalf of a client (Kiosk / Interview / by-proxy). Comment on any alert for a client they can access (acknowledging still requires being a notified recipient or care-team member; clearing or reactivating requires a care-team member or a level 5 admin). Copy the survey link for a LINK-method survey. Resend email reminders. |
| 3 | Assign/Dismiss Surveys | + Assign a survey to a client. Dismiss a pending survey, or mark one skipped with a required reason (same level as dismiss; the difference is that a skipped survey still counts as assigned-but-not-completed, where a dismissed one is removed from the statistics). Edit a pending survey instance (delivery method, active/expire dates) — a skipped or dismissed instance is read-only until it is restored. Pause or resume all surveys for a client. Trigger on-demand series surveys. |
| 4 | Manage Clients/Contacts | + Add a client. Edit a client record and related contacts. See the Client Detail and Clinical tabs (episodes, program enrollments, care team, roles). See the Reports tab — build and run reports (with the Lens assistant or by hand). Reset (un-submit) a completed survey, and restore a dismissed survey. |
| 5 | Manage Users/Company Defaults | + Export tab — build and download data exports. Users tab (invite, edit, revoke users and support staff). Settings tab (programs, tags, series & automation, notification templates, kiosk setup, integrations, terminology, page layouts, account details). |
The Lens assistant is available at every level. When AI is enabled for the account, any user can open Lens to ask questions and find help articles. What it can do scales with access level: building and running reports needs level 4, and exports need level 5. See Lens assistant.
How access level and program/facility visibility interact
Access level controls what a user can do. It also gates one piece of client visibility — see below — but day-to-day visibility for levels 1–4 is driven by program and facility grants plus the care team.
- Each user is granted one or more programs at one or more facilities (the Facilities and Program Access controls on the user edit form). Users at levels 1–4 only see clients enrolled in a program they're granted, plus any client they're on the care team for.
- Level 5 grants the account-wide admin role — the All-Clients view, the account dashboard, and account-wide user visibility. Its client reach still follows the user's facility and program grants unless those are left unrestricted.
- Level 4 users can add a client only to a program they're granted. The Add Client form's program picker is filtered to the user's grants.
- Removing a user from a care team does not change their access level, and changing a user's level does not change their care-team memberships.
Changing a user's access level
See Users. Level changes take effect the next time the user makes a request (usually the next page load or action).
Principle of least privilege. Start new users at the lowest level that fits their responsibilities. Levels 4 and 5 should be a small group — level 4 can add and edit clients, reset completed surveys, and build reports; level 5 can build exports, change every account-wide setting, and manage users.