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Users & Roles
This page defines all user roles on the Kaya Sync platform, their organisational context, scope of access, and responsibilities.
Design status: Updated — Phase 1 complete, lane capability model added
Last updated: 2026-05-23
Tier 1 — Field & Transaction Roles
Operator
| Org | External |
| Scope | Own assignments only |
| Summary | Transport worker (tricycle, motorcycle, small truck) who scans cargo, performs handoffs, and receives settlement on delivery. Primary field user of the platform. Holds one account; access to order types is controlled by lane capability flags set during onboarding. |
Lane capabilities: LANE_FIRST_MILE · LANE_MID_MILE · LANE_RELAY · LANE_LAST_MILE · LANE_HUB_HANDLER
Originator / Customer
| Org | External |
| Scope | Own orders |
| Summary | Creates orders and initiates origin scans. Can be a trader, farmer, or SME. A single user can hold both the Originator and Designee roles on the same or different orders (e.g. a trader who ships and receives their own goods). |
Designee
| Org | External |
| Scope | Own deliveries |
| Summary | Intended cargo receiver, identified by phone number written on the container. Often the same person as the Originator. The system supports one user holding both roles on a single order. |
Market Facilitator
| Org | External (verified by Kaya Sync or client org) |
| Scope | Orders they facilitate only |
| Summary | Trusted local actor who facilitates order creation and origin scans on behalf of originators. Covers market queens, loading foremen at staging yards, aggregators who bundle small-shipper orders, and station-side coordinators at transport terminals. Custody ends at origin scan confirmation; the order then passes to an Operator. |
Tier 2 — Internal Control Roles
Ops Dispatcher
| Org | Kaya Sync |
| Scope | Platform-wide |
| Summary | Internal Kaya Sync staff who assign and manage orders to operators, coordinate fleet, and approve aggregation/disaggregation plays. Market-side coordination (market queens, loading foremen, station coordinators) is handled by the Market Facilitator role, not Ops Dispatcher. |
Internal Ops Supervisor
| Org | Kaya Sync |
| Scope | Platform-wide |
| Summary | Handles disputes, authorises AI integrity overrides, audits anomalies. Has authority to override holds and resolve escalations across all clients and orders. |
Ops Automation Assistant
| Org | Kaya Sync + Automation layer |
| Scope | Platform-wide |
| Summary | A hybrid role — a Kaya Sync internal staff member supported by an automation rules engine. The automation layer handles: late order alerts, auto-allocation nudges, failed-sync monitoring, missing-evidence reminders, document-chase, queue hygiene, exception triage, escalation prompts, and task creation for Dispatchers or Supervisors. The Ops Automation Assistant cannot override integrity assessments, release settlement payouts, approve relabelling or repacking, or close disputes. |
Client Manager
| Org | Client organisation |
| Scope | One or more assigned client organisations |
| Summary | Client-side oversight role. Access to visibility dashboard, SLA tracking, and reporting across all assigned organisations. A single Client Manager account can manage multiple organisations. Read and report only, no platform-level override authority. |
System Admin
| Org | Kaya Sync |
| Scope | Platform-wide |
| Summary | Manages the platform itself, client onboarding, feature flag configuration per client, operator lane capability assignment, and platform-level settings. |
Tier 3 — External / Institutional Roles
Regulator
| Org | External / Government |
| Scope | Configurable |
| Summary | Read-only access to audit trails and governance exports for compliance and regulatory purposes. |
Partner Organisation
| Org | External (financier, DFI, bank, ESG reporting body, or business partner) |
| Scope | Configured per partnership agreement |
| Summary | Institutional data-consumer with controlled access to aggregated reports and verified summaries. Access is bounded by a signed partnership agreement. Cannot access raw PII, fraud detection logic, integrity scoring rules, settlement algorithms, or proprietary orchestration logic. |
Key Design Decisions
- Originator = Designee is supported — a single user can hold both roles on an order
- Operator lane capabilities are permission flags on one account, not separate role types
- Ops Dispatcher is internal Kaya Sync only — market-side coordination is the Market Facilitator's role
- Market Facilitator is an external role distinct from Ops Dispatcher; covers informal market actors who facilitate origin logistics on behalf of originators
- Ops Automation Assistant operates within strict authority boundaries — it can recommend, remind, flag, and create tasks, but cannot override integrity, release settlement, approve relabelling/repacking, or close disputes
- Client Manager is multi-org — one account can oversee multiple client organisations
- Two supervisor tiers — Internal Ops Supervisor (Kaya Sync, override authority) vs Client Manager (client-side, read/report)
- Partner Organisation is a data-consumer — controlled, agreement-scoped access to aggregated data only; not an operational role