Roles & Permissions
Enterprise role-permission matrix -- 10 roles, 10 permission categories, full override and audit rules
System Roles
DesignDesk defines 10 roles. Each user is assigned exactly one base role. Per-project overrides can extend permissions on specific projects.
Owner
Business owner. Full access to everything with override authority on all systems. Final escalation point.
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Ops Admin
Operations manager. Day-to-day project operations, overrides, escalation handling, and team management.
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Sales
Sales executive. Manages leads through pipeline, builds and shares quotes, converts leads to projects, maintains client relations.
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Designer
Architect / interior designer. Creates design concepts, manages drawings, reviews and responds to briefs, handles RFIs on design matters.
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Project Manager
Day-to-day project oversight. Approves drawings, passes stage gates, manages RFIs, triages defects, and controls material overrides.
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Site Engineer
On-ground construction engineer. Submits DPRs, raises RFIs, reports and triages defects. Mobile-first workflow.
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Finance
Accounts and billing. Creates invoices, records payments, tracks revenue, manages payment schedules, and handles financial reporting.
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Viewer
Read-only stakeholder. Can view all data across projects but cannot make any changes or mutations.
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Subcontractor
External trade worker. Limited to assigned projects only. Can view approved drawings, flag defects, and receive WhatsApp updates.
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Client (Homeowner)
Homeowner on the Flutter mobile app. Views own project, selects materials, approves concepts, pays invoices, reports defects.
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Role Hierarchy & Workflow Map
Visual node graph showing reporting lines, handoff flows, and client interactions. Click any role node for details. Scroll to zoom. Drag to pan.
Sub-Personas & Role Levels
Each role has 3-4 levels (Junior, Mid, Senior, Lead) that control permission scope within the role. A Junior Sales can log calls but can't build quotes. A Sales Lead can also assign leads to team members.
Anand, 22 — Fresh graduate, first sales job
Can Do
- View pipeline
- Create lead
- Log calls
- View client detail
Restricted
- Build quote
- Share quote
- Move past qualified
- Mark dead
- Assign
Karthik, 28 — Two years tenure, manages 30 leads
Can Do
- View pipeline
- Create lead
- Move stage
- Mark dead
- Log calls
- View client
- Build quote
- Share quote
- Create project
Restricted
- Assign lead
- Revive dead
- View all clients
Deepa, 35 — Top performer, high-value clients
Can Do
- All mid permissions
- Revive dead
- View all clients
Restricted
- Assign lead
Ravi, 40 — Ex-builder, knows every objection
Can Do
- Everything including Assign lead
- View team metrics
Permission Matrix
Complete action-level permissions across all 10 roles. Each tab represents a functional area. Scroll horizontally to see all role columns.
| Action | Owner | Admin | Sales | Design | PM | Engr | Finance | View | Sub | Client |
|---|---|---|---|---|---|---|---|---|---|---|
| View pipeline | Own | |||||||||
| Create lead | ||||||||||
| Move lead stage | Own | |||||||||
| Mark dead/lost | Own | |||||||||
| Revive dead lead | ||||||||||
| Assign lead | ||||||||||
| View client detail | Own | Own | ||||||||
| Log calls/notes | Own |
8 permissions in Pipeline & CRM
Role Relationship Map
How the 10 roles interact across the project lifecycle, from lead qualification to post-handover.
Lifecycle summary
Per-Project Role Overrides
Users can be granted a different role on a specific project without changing their base role.
How it works
A user's base role applies globally. Per-project overrides grant additional permissions on specific projects. The override role's permissions are merged (union) with the base role for that project only. Overrides do not remove any base-role permissions.
| User | Base Role | Override Role | Project | |
|---|---|---|---|---|
| Karthik | Sales | PM | Vijay's Villa | |
| Priya | Designer | PM | Kumar's Apartment | |
| Ramesh | Site Engineer | PM | Lakshmi's Renovation | |
| Ananya | PM | Finance | Mehta's Penthouse |
Who can grant
Requirements
- Reason is mandatory
- Optional expiry date
- One override per user per project
Audit
- Every grant/revoke is audit logged
- Expired overrides auto-revoke
- History visible in Admin > Team
Override Rules
Every automated behavior has a manual override. All overrides write an audit_log row with the actor, reason, timestamp, and affected entity.
| Auto-Behavior | Who Can Override | Audit Required |
|---|---|---|
| Material lock on stage completion | PM, Admin, Owner | Reason + expiry |
| Invoice auto-create on gate pass | Finance, Admin | Yes |
| Gating state escalation | Admin, Owner | Yes |
| Defect SLA classification | Engineer, PM | Yes |
| Warmth score computation | Admin, Owner | Reason required |
| Bolna auto-call on lead | Sales, Admin | Yes |
| Design brief lock on submit | PM, Admin | Yes |
| Concept lock by client | Admin only | Special reason |
| Drawing supersede on approval | Admin only | Yes |
| Referral credit on conversion | Finance | Yes |
| Warranty duration by tier | Admin | Yes |
| Payment schedule auto-generation | Finance, Admin, Owner | Reason required |
| Stage gate auto-block on overdue | PM, Admin, Owner | Yes |
| DPR submission deadline enforcement | Admin, Owner | Reason required |
| Notification channel defaults | Admin, Owner | Yes |
Family Member Sub-Personas
Homeowners can invite family members with three access scopes: Read (view only), Comment (view + feedback), and Act (full decision-making). The family role (wife, parent, child, other) is descriptive; the scope controls actual access.
Lakshmi
Age 43, school principal. Makes all material and finish decisions. Picks tiles, switches, fans, paint colors.
Can Do
- View project
- Timeline
- Select materials
- Approve concepts
- Pay invoices
- Comment
- Report defects
- View docs
Cannot Do
- Admin functions
- Invite others
Appa
Age 70, retired engineer. Visits site weekly. Wants to see progress photos and comment on design.
Can Do
- View project
- Timeline
- Site updates
- Comment on concepts
- View drawings
- View docs
Cannot Do
- Select materials
- Approve concepts
- Pay invoices
- Report defects
Raju Jr
Age 18, college student. Wants to see the house gallery and progress photos.
Can Do
- View project
- Timeline
- Site updates
- View drawings
Cannot Do
- Everything else
Uncle Krishnan
Age 55, family advisor. Reviews designs and gives feedback.
Can Do
- View project
- Comment on concepts
- View drawings
Cannot Do
- Select materials
- Approve
- Pay
Priya
Age 28, interior design enthusiast. Helps with kitchen and bathroom material picks.
Can Do
- Full act scope — same as primary owner
Cannot Do
- Invite family members
Scope Capability Matrix
| Capability | Read | Comment | Act |
|---|---|---|---|
| View project dashboard | |||
| View construction timeline | |||
| View site updates (DPR photos) | |||
| View approved drawings | |||
| View documents | |||
| Comment on design concepts | |||
| Comment on defects | |||
| Lock/approve concepts | |||
| Select materials | |||
| Pay invoices | |||
| Report defects | |||
| Issue referral code |
12 capabilities across 3 scopes
Family Member Rules
- Maximum 4 family members per project
- Each member logs in via phone OTP
- Primary homeowner can invite/remove family members
- Family members CANNOT invite other family members
- Scope can be changed by the primary homeowner anytime
- Every family action writes an
audit_logrow with the family member's ID
Role vs Scope
The family role (husband, wife, parent, child, other) is descriptive — it identifies the relationship. The scope (read, comment, act) controls access. A “parent” can have any scope. A “child” typically gets read, but the primary homeowner can upgrade them to comment or act at any time.
Notification Channel Defaults
Default notification channels per role. Users with the “Opt out of channel” permission can disable specific channels. Subcontractors receive WhatsApp only.
| Role | SMS | Push | Can opt out | ||
|---|---|---|---|---|---|
| Owner | |||||
| Ops Admin | |||||
| Sales | |||||
| Designer | |||||
| PM | |||||
| Site Engineer | |||||
| Finance | |||||
| Viewer | |||||
| Subcontractor | |||||
| Client |
Subcontractor Access Summary
External trade workers have the most restricted access. They see only their assigned projects and cannot access CRM, sales, design, finance, or analytics data.
Allowed (own projects)
- View approved drawings
- View DPR entries
- Report defects (flag issues on site)
- View project documents (drawings only)
- Receive WhatsApp notifications
Restricted
- View pipeline or CRM data
- Access sales, quotes, or invoices
- View or interact with design concepts
- Access AI warmth or analytics
- View or change material selections
- Submit DPRs (site engineer only)
- Raise or answer RFIs
- View payment gating or financials
- Triage, resolve defects, or manage warranties
- Receive email, SMS, or push notifications
- Opt out of notification channels
10
System Roles
10
Permission Categories
94
Individual Permissions
15
Override Rules