Every user in KeepSight is assigned a role that controls what they can see and do. Roles determine which navigation items appear, which dashboard cards are visible, and what actions are available.

The five roles

Admin — Full access to everything: all clients, all workbenches, all settings, team management, and imports. Practice owners and office managers are typically admins.

Intake — Focused on bringing new clients into the system. Can access the Intake Workbench, create and view clients, manage the waitlist, and see notifications. Cannot access staffing, recruiting, or settings.

Case Management — Focused on active client care coordination. Can access the Case Management Workbench, clients, waitlist, staffing needs and plans, staff members, and recruiting. Cannot access settings or imports.

Recruiting — Focused on hiring. Can access the Recruiting Workbench, staff members, and recruiting pipeline. Cannot access clients, staffing plans, or settings.

Training — Limited access to staff member records only. Used for staff in onboarding who need to view team information.

How roles divide at the waitlist

Intake and Case Management split responsibility at the waitlist boundary. Intake creates clients, logs contacts, completes financial counseling, and moves clients onto the waitlist. Case Management picks up from there — assigning BCBAs and RBTs, managing authorizations, and handling discharges.

Both roles can view all clients, manage holds and snooze, record outreach, and remove clients from the pipeline.

Admin-only actions

Some actions are restricted to admins regardless of other roles: deleting clients, restoring removed enrollments, bypassing pipeline gates, running CSV imports, and configuring settings.

Superadmins can force pipeline transitions — bypassing all gates with a recorded reason. This is logged in the activity timeline.

Things to know

  • A user can only have one role at a time.
  • Roles are assigned when a user is invited. Admins can change roles later in Settings → Team.
  • If you see a blank area or missing navigation item, it’s likely restricted by your role — check with your admin.