User Roles & Permissions

ALPHA supports multiple user roles with different access levels. This section outlines who does what and what they can access.

Role	Primary Function	Key Modules	Permissions
	System configuration & user management	Admin Portal	Full system access
	Manage inventory & agent assignments	Stock Module	Create/approve batches, view agents, transfers, returns
	Process loans & approvals	Loan Module	Approve/reject applications, manage disbursements
	Submit loan applications	WhatsApp Chatbot	Create applications, check status

Role Descriptions

System Admin

Primary Responsibilities:

• Create and manage user accounts
• Configure branch structures
• Assign and revoke user permissions
• Manage system modules and licenses
• Configure global system settings
• Monitor system health and usage

Access:

• Full access to Admin Portal
• Ability to view all system data
• Can delegate permissions to other users

Stock Manager

Primary Responsibilities:

• Create and manage inventory batches
• Assign stock to field agents
• Track stock transfers between agents
• Record returned inventory
• Maintain supplier, category, manufacturer, model, and warehouse data
• View agent inventory assignments and performance metrics

Access:

• Stock Module (all features)
• Batch creation and approval workflows
• Agent assignment and tracking
• Transfer and return management

Sales Officer

Primary Responsibilities:

• Review pending loan applications
• Approve or reject customer applications
• Process loan disbursements
• Manage client records
• Configure partner banks
• Upload and manage pricing lists
• Configure installment terms

Access:

• Loan Module (all features)
• Approval Queue
• Disbursement Queue
• Client records
• Partner management
• Pricing and installment configuration

Field Agent

Primary Responsibilities:

• Identify and screen potential customers
• Submit customer information via WhatsApp chatbot
• Check application status
• Provide customer support and follow-up

Access:

• WhatsApp Chatbot interface (limited)
• Create new loan applications
• Check application status
• View own application history

Note

Field Agents do not have access to the web portal. All agent interactions occur through the WhatsApp chatbot interface.

Permission Management Workflow

1. Admin creates user account - System Admin navigates to Admin Portal > Users > Add New User
2. Role assignment - Select appropriate role (Admin, Agent, or User)
3. Branch assignment - Assign user to relevant branch(es)
4. Permission configuration - For User role, configure specific module and feature permissions
5. Activation - User receives activation email or password is set manually
6. Periodic review - Periodically review permissions to ensure alignment with current responsibilities

Caution

Only System Admins can create user accounts and assign permissions. Other users cannot modify their own permissions or create additional users. Contact your System Admin to request permission changes.

Best Practices

• Principle of Least Privilege: Assign only the minimum permissions necessary for each user’s role
• Branch Restriction: Use branch assignments to limit data visibility and prevent cross-branch access
• Regular Review: Periodically review active users and permissions to remove unused accounts
• Role Segregation: Ensure approvers (Stock Managers approving batches, Sales Officers approving loans) are different from creators where possible
• Documentation: Maintain records of permission changes for audit and compliance purposes