Users & Roles

This page defines all user roles on the Kaya Sync platform, their organisational context, scope of access, and responsibilities.

Design status: Finalized (Phase 1 complete
Last updated: 2026-04-22

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Platform Users

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.

Dispatcher

Org	Kaya Sync or Client organisation
Scope	Kaya Sync dispatcher: platform-wide · Client dispatcher: own organisation only
Summary	Assigns and manages orders to operators, coordinates fleet. Kaya Sync dispatchers have full visibility; client-side dispatchers are restricted to their own organisation's orders and fleet.

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.

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 Assistant

Org	Kaya Sync + Automation layer
Scope	Platform-wide
Summary	A hybrid role, a Kaya Sync internal staff member supported by an automation engine. The automation layer handles: late order detection and notifications, automatic order allocation, late document reminders to drivers, and other proactive ops tasks.

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, and platform-level settings.

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External / Governance

Regulator

Scope	Configurable
Summary	Read-only access to audit trails and governance exports for compliance and regulatory purposes.

Partner Organisation

Scope	Configurable per partnership agreement
Summary	External organisations with configurable access to shared audit and event data streams.

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Key Design Decisions

• Originator = Designee is supported, a single user can hold both roles on an order
• Dispatcher is scoped, platform scope for Kaya Sync, org-restricted for clients
• Ops Assistant is hybrid, human role augmented by an automation/rules engine
• 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)