Roles and Permissions

Roles and Permissions

Oliver AI uses four core roles. The roles are designed around responsibility, not just seniority.

Roles

The four roles are:

superadmin = Oliver platform operator
admin      = customer organization admin
manager    = team leader or sales manager
employee   = sales rep

In the product UI, admin may be labelled Org Admin for clarity. Internally, the stored role value remains admin.

Roles are not automatically inherited. A route or feature must explicitly allow each role that should access it.

Employee

The employee role is the base level for sales representatives.

Can do:

• Start and complete practice sessions
• View their own call history and transcripts
• See their own evaluation scores and feedback
• Chat with My Coach for personal practice guidance
• Track personal progress and AI usage where available
• Update their own profile

Cannot do:

• View other team members' data
• Access team analytics or insights
• Manage team members or invitations
• Configure organization settings
• Manage subscriptions, seats, or billing

Manager

The manager role is for team leaders, sales managers, and supervisors.

Can do:

• View practice sessions and evaluations for team members
• Access the Team Insights dashboard with aggregated metrics
• Send and manage rep invitations within their scope
• View individual rep analytics
• Access leaderboards and performance rankings
• Configure team training, scenarios, behaviours, and coaching frameworks where permitted
• Assign practice and review team progress
• Filter data by location (for multi-store organizations)

Scope considerations:

• Unscoped managers see data across all locations in their organization.
• Location-scoped managers only see data for their assigned location and cannot manage location settings.
• The Coach panel uses this same distinction: location-scoped managers see Team Coach, while unscoped managers see Org Coach.

Org Admin

The admin role is the customer organization administrator. This role owns the customer's Oliver workspace.

Can do:

• Manage organization settings
• Location management (create, update, deactivate locations)
• Manage users, invitations, seats, and fixed app-role assignments
• Manage billing, subscriptions, and seats
• Manage all team members regardless of manager assignment
• Review organization-wide team analytics
• Invite reps and manage team access

Cannot do:

• Access Oliver platform-wide analytics across all customers
• Manage global platform configuration
• Use internal platform QA or billing-configuration tools

Superadmin

The superadmin role is reserved for the Oliver application owner and trusted technical/operator roles.

Can do:

• Cross-organization visibility for support and operations
• Platform-wide analytics (user counts, revenue, subscriptions)
• Internal billing plan and AI configuration management
• System-level settings
• Access to the admin dashboard with platform metrics
• Internal QA and configuration tools

Superadmin is not a customer role. Customer organizations should not need superadmin access.

Role Assignment

Roles are assigned during account creation:

• Platform bootstrap -- The very first user in a fresh Oliver system receives the superadmin role. This should be the Oliver platform owner/operator, not a customer user.
• New customer workspace signup -- A self-serve signup for a new organization receives the admin role, shown as Org Admin in product language.
• Existing organization signup -- If an organization already exists, public signup is blocked. New users must be invited by an Org Admin or another authorized manager.
• Team member creation -- Members added by a manager or Org Admin receive the employee role by default.
• Invitation acceptance -- In the current launch flow, invited users join as employee users. Role-aware invitations can be designed later if needed.
• Superadmin promotion -- Only existing superadmins can promote users to the superadmin role.

Role Enforcement

Roles are enforced automatically by the platform:

• Every time you use a feature, the platform checks whether your fixed app role, organization settings, and location scope allow it.
• If you try to access a feature your role does not allow, you will see an access error.

Coach Chat by Role

Coach Chat is role-aware. Oliver resolves the Coach mode from your verified session and only uses summarized data your role is allowed to access.

Stored role	Additional scope	Coach mode	Context Oliver can use
employee	--	My Coach	Personal practice summaries, recent scores, strengths, improvement areas, and selected own-call context
manager	Has a location	Team Coach	Location-scoped team activity, coaching alerts, training gaps, and selected rep call context
manager	No location	Org Coach	Organization-level activity, location comparisons, adoption risks, ROI or usage summaries, and coaching alerts
admin	--	Admin Coach	Organization setup, team access, products, training readiness, usage, and configuration context
superadmin	--	Platform Coach	Platform overview, customer health, trial risk, organization performance, usage, and subscription signals

Coach Chat does not directly assign training, edit goals, change access settings, or update settings in this version. It can recommend actions and draft notes for you to review.

Checking Your Role

Your role is displayed in your profile. To see your current role:

1. Navigate to your Profile page.
2. Your role is displayed alongside your name and organization.

Common Access Scenarios

Action	Employee	Manager	Admin	Superadmin
Start practice session	Yes	Optional	Optional	Yes
View own evaluations	Yes	Yes	Yes	Yes
View team evaluations	No	Yes	Yes	Yes
Invite reps	No	Yes	Yes	Yes
Manage team members	No	Yes	Yes	Yes
Manage billing and seats	No	No	Yes	Yes
Manage locations	No	No	Yes	Yes
Use role-aware Coach Chat	Yes	Yes	Yes	Yes
View platform analytics	No	No	No	Yes
Manage internal billing/AI configuration	No	No	No	Yes

Onboarding by Role

Each role has a different first-run job:

• Org Admin -- Set up the workspace: subscription or trial, seats, company context, products, scenarios, and initial invitations.
• Manager -- Review the current team state, understand reps and recent plans, assign practice, and monitor coaching insights.
• Employee -- Complete the first practice call, review feedback, and continue with assigned practice.
• Superadmin -- Monitor and support customer organizations, not complete customer onboarding.

Future onboarding may include an Oliver concierge panel: a slide-out assistant that can explain the current team state, answer workspace questions, and guide Org Admins or managers through setup actions.

Note: If you believe you should have access to a feature but are receiving an access error, contact your Org Admin to verify your role assignment, seat state, and organization settings.