This article explains all the permissions and the modules they are associated with that are available to users of our systems.
TABLE OF CONTENTS
- Permissions Display
- General Permissions
- HPA2 Permissions
- HRS Permissions
- PSH Permissions
- Lettings Permissions
Permissions Display
- A dash icon means the permission was granted to the user when they were assigned a role. This is because permissions are selected for roles when they are set up within the system.
- A tick icon means a permission has been granted to the user manually by a super user. This permission is not part of a role the user has been given.
- A permission written in italics means the permission was granted to the user as part of a role they have been assigned, but it has been manually removed by a super user.
Note: In the below table is a row of "Pre-Requisites". Whilst you are able to grant permissions without granting their pre-requisites, the pre-requisite permission usually grants access to the relevant part of the system. For example, in order to "Manage All Journal Entries" the user would also require being able to view the relevant journals.
General Permissions
| Permissions Name | Permissions Affect | Pre-Requisites |
| Access To Restricted Clients | The user can access Clients with a restricted indicator (set by other users) Usually reserved for those with manager status to manage staff or other sensitive applications. | |
| Admin Import File | The user can import rents files into HPA2 / Estates | TARA |
| Can Download Data | The user can download data from the system using reporting functions | Generic List Reports |
| Can Send SMS | The user can send text messages from the system | SMS |
| Create HPA Application From Lettings | The user can export a client from the Lettings module to the HPA2 module | Lettings |
| Create News Items | Super users can control the content displayed to staff via the new Manage Home Page screen under Settings. This allows you to create and customise the cards that appear on the landing page. | |
| Delete Journal Attachments | Allows user to delete journal attachments | |
| Delete Journal Entries | Allows user to delete other people's journal entries (still appears in the audit trail) | |
| Edit Others News Item | Edit news items setup by other people, not just your own | |
| GDPR Export Client Data | The user can export and download a client’s file from the system (subject access request) | |
| GDPR Forget Client | The user can redact all personal data held against a client | |
| Make Changes To Roles | The user can create/edit the roles and which permissions are assigned to roles | |
| Make Changes To Users | The user can change any of the details/permissions users of the system have | |
| Manage All Journal Entries | The user can amend all journal entries, including those that were not created by themselves | View Journal Permissions |
| Manage Confidential Attachments | The user can add/remove and view confidential attachments within journal attachments | View Journal Permissions |
| Manage Correspondence | The user can create/remove/amend email, letters, SMS (if you have the bolt-on) templates within the system | |
| Manage Default Task Types | The user can control which groups of tasks are automatically generated by the system when a record is created | |
| Manage Journal Categories | The user can create/delete/amend journal categories and restrict them to specific roles and modules. This permission also allows the user to manage flags | |
| Manage News Items | Edit news items | |
| Manage Partners | The user can create new system partners and control their level of access | |
| Manage Preferences | Used to manage the dashboard and widgets, Locata staff | |
| Set Task Types To Repeatable | The user can make tasks repeatable. Repeatable tasks can appear multiple times in a workflow | |
| Unlink Customers | The user can remove links between client records, this may be within a single module or links between modules | |
| View User History | The user can view the audit history of a system user | Make Changes to Users |
HPA2 Permissions
| Permissions Name | Permissions Affect | Pre-Reqs |
| Add HPA Tasks | Allows users to add tasks to the case on an ad-hoc basis | View HPA |
| Create Lettings Application from HPA | The user can create a Lettings Application for the client from the HPA2 module | |
| Delete HPA Cases | Allows users to delete cases on HPA2 (Irreversible) | View HPA |
| Delete HPA Clients | Allows users to delete clients on HPA2 (Irreversible) | View HPA |
| Export HPA Client To Lettings | The user can export a client from the HPA2 module to the Lettings module | |
| Manage HCLIC | The user can run the HCLIC report for all cases, check for errors, validate and submit data for HCLIC | View HPA |
| Manage HPA Clients | Allows the user to:
| View HPA |
| Manage HPA Organisations | Part of Accessgate (PLOCK) and allows user to add/edit organisations | |
| Manage HPA Tasks | Allows the user to amend the HPA2 workflow, including:
| View HPA |
| Manage Partner Setup | The user can create new system partners and control their level of access | |
| Manage PHP | Allows the user to manage the system’s Personal Housing Plan templates | View HPA |
| Manage TA Landlords | The user can add/remove landlords for TA and make changes to their details on the system | View HPA |
| Manage TA Properties | The user can add/remove properties for TA and make changes to its details on the system | View HPA |
| Manage TA Tenancies | The user can add/remove tenancies for TA and make changes to the details on the system | View HPA |
| Org View HPA | This is part of Accessgate (PLOCK) and used to allow org users to login | |
| Own HPA Tasks | Tasks or cases can be assigned to the user | View HPA |
| Request Review HPA Tasks | The user can start/log a review of specific decisions related to HCLIC | View HPA |
| Review HPA Tasks | The user can respond to a review logged on the system. Please note, you cannot review any case that you have had any input in yourself | View HPA |
| View HPA | The user can see the HPA system and the related data | |
| View HPA Journal | The user can see and make journal entries made within the HPA system | View HPA |
| View TA | The user can see Temporary Accommodation on the system | View HPA |
| Withdraw HPA Task Reviews | The user can withdraw a review request | View HPA |
HRS Permissions
| Permissions Name | Permissions Affect | Pre-Reqs |
| Add HRS Client To Waiting List | Add a client to the relevant waiting list that they require support from | View HRS Manage HRS Clients |
| Add HRS Tasks | Allows users to add tasks to the case on an ad-hoc basis | View HRS |
| Assign HRS Client To Provider | Refer a client to the provider so the provider receives the referral and can view the client's file | View HRS Manage HRS Clients |
| Create HRS Application From HPA | The user can Export HPA2 Clients to HRS | View HRS |
| Delete HRS Clients | The user can delete clients from the HRS system | View HRS |
| Manage HRS Clients | The user can add/remove or make changes to a client’s details on HRS. Allows the user to:
| View HRS |
| Manage HRS Providers | The user can add/remove providers and make changes to their details on the system | View HRS View HRS Providers And Services |
| Manage HRS Services | The user can add/remove services and make changes to their details on the system | View HRS View HRS Providers And Services |
| Manage HRS Tasks | Allows the user to amend the HRS workflow, including:
| View HRS |
| Own HRS Tasks | The ability for tasks or cases to be assigned to the user | View HRS |
| Start HRS Support | The user can start support with a service | View HRS Manage HRS Clients |
| View HRS | The user can access the HRS system and the applications within | |
| View HRS Journal | The user can see the journals within the client pages on the HRS system | View HRS |
| View HRS Providers And Services | The user can see the providers and services within the client pages on the HRS system | View HRS |
PSH Permissions
| Permissions Name | Permissions Affect | Pre-Reqs |
| Delete PSH Cases | The user can delete a case on PSH | View PSH |
| Delete PSH Clients | The user can delete a client on PSH | View PSH |
| Delete PSH Properties | The user can delete a property on PSH | View PSH |
| Manage PSH Clients | The user can:
| View PSH |
| Manage PSH Contractors | The user can:
| View PSH |
| Manage PSH Owners | The user can:
| View PSH |
| Manage PSH Properties | The user can:
| View PSH |
| Manage PSH Tasks | The user can amend the PSH workflow, including: 1. Adding, amending and deleting tasks 2. Adding, amending and deleting questions 3. Adding, amending and deleting completion rules | View PSH |
| Manage Schedules Of Rates | The user can add and amend the Schedule of Rates configured into the PSH module | View PSH |
| Own PSH Tasks | The user can have tasks or cases assigned to them | View PSH |
| View PSH | The user can access the PSH module | |
| View PSH Journal | The user can see the client/owner/property/contractor journals on the PSH module | View PSH |
Lettings Permissions
| Permissions Name | Permissions Affect | Pre-Reqs |
| Advertise Properties | This allows the user to create and edit properties but not publish them | |
| Assessment Manager Update | The user can make changes to the assessment of an application | |
| Assessment Manager View | This allows the user to view the assessment of an application and assign and edit band/band reasons | |
| Can Own Lettings Tasks | Ensures only correct users can be assigned ownership of Lettings-related tasks | |
| Copy Shortlists | This enables a user to copy an existing shortlist to a void property. Both properties should be identical eg: bedsize, property type, floor level | |
| Create Review Policy | Sector only, never worked for Locata users | |
| Edit and publish partner properties | Scheme users/Locata staff, enables you to save, advertise and publish properties (if property RTA) for all partners | |
| Let Direct | The user can ‘Let direct’ a property, without advertising | |
| Make Bids | This allows the user to place ‘staff bids’ for an application | |
| Make Changes to Properties | This allows a user to create, edit and save property elements but not able to publish a property | |
| Make Offers | The user can set shortlists to ‘offered’ and can be assigned shortlist tasks | |
| Manage Lettings Clients | Add adhoc tasks, be assigned as a user and reassign applications | |
| Manage Lettings Tasks | Allows the user to amend the Lettings workflow, including:
| |
| Manage Lettings Client Reviews | This allows the user to send bulk review communications, hibernate/remove applications that failed to review. It also allows the user to update annual review policies on individual applications. | |
| Manage Public Site | Allows users to jump into the wiki and edit it on the public site | |
| Manage Review Policies | Usually Sector. This permission allows the user to attach the email/letters to the review module | |
| Publish Adverts | This allows them to set adverts to appear in the next bidding cycle | |
| Record Offer Results | This allows the officer to refuse / reject / pending let / let applicants on shortlists | |
| Request Nomination | This allows the user to request a nomination from the Council for their shortlists | |
| Reset Shortlists | Usually manager level - This allows the user to reset shortlists back to its original form. Removes all actions made by officers | |
| Staff Online Application | This allows a user to create an online application via a button on the back office so that when the form is submitted it shows the user’s name in the audit trail against the application rather than via public website | |
| Undo Shortlist | This allows the user to undo the last action only. Eg: set shortlist to offered, it will undo that offer | |
| View Lettings | To access Lettings the user must have the View Lettings permission | |
| Withdraw Shortlists | Usually manager level, allows the user to withdraw a shortlist and assign a reason for withdrawal. This reason shows against the advertised property on the public website |
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