Team Permissions · Scenario Cookbook

RBAC Scenario Cookbook

Real-world permission setups for screen printing shops. Four recipes covering every common team structure — who can see what, who can do what, and exactly how to configure each role in Kontrol™.

Owner / Shop Admin Sales Rep Production Staff Art Department

What "role-based access" actually means for your shop

Skip this if you already know — jump straight to the recipes

Kontraktr™ has four permission levels: Admin, Sales Rep, and Employee (production and art both use Employee). Each level is a pre-configured bundle of what the user can see and do. You assign the role once when you invite someone — no per-feature toggles to mess with.

Admin

Full access to everything — settings, costs, billing, analytics, team management. Typically 1–3 people.

Sales Rep

Creates jobs and invoices, manages customers, no financial data or settings. Good for counter staff and account managers.

Employee

Queue and file access, no customer or financial data. Used for both production staff and art department.

One role, not a checklist. Unlike some tools, Kontraktr™ roles are bundles — you don't toggle individual permissions on or off. This is intentional: it makes setup fast and reduces the chance of accidentally exposing financial data by forgetting to uncheck a box.

Owner / Shop Admin

Kontraktr™ role: Admin

Full financials, settings, and team oversight

Common job titles

Shop OwnerGeneral ManagerOperations ManagerBusiness Partner

The Admin role has zero restrictions. Every page, every number, every setting is visible and editable. This is the role that controls who can do what.

Has access to

Full dashboard with revenue KPIs, job costs, and gross margins
Analytics with date-range filters, customer lifetime value, and projections
Job costing — estimated cost, actual cost, and profit per job
Invoice aging, payment history, and overdue reports
Automation rules, email templates, and SMS settings
Team management: invite users, change roles, reset passwords
QuickBooks / Xero sync configuration
Stripe and billing settings
Activity audit log for all staff actions

Setup steps

1Go to Settings → Team and invite the person
2Set their role to Admin
3Done — no additional configuration needed

If you want a manager to handle day-to-day operations but not see raw financials, there is currently no built-in 'Manager' role — use Sales Rep and manually restrict via channel visibility in Chat.

Limit Admin accounts to 2–3 people max. Every Admin can change pricing, automation rules, and integrations. More Admins = more risk of accidental config changes.

Sales Rep

Kontraktr™ role: Sales Rep

Job creation & customer management — no cost visibility

Common job titles

Sales RepresentativeAccount ManagerCustomer Service RepFront DeskOffice Manager

Sales Reps can create quotes, manage customers, build jobs, and send invoices — but they never see what a job actually costs your shop. Pricing fields stay visible (so they can set the customer price), but cost and margin data is hidden.

Has access to

Create, edit, and manage jobs from Quote through Invoiced
Create and send invoices to customers
Upload mockups and send art approval requests
Access customer records: contact info, job history, notes
View calendar to check schedule availability when promising deadlines
Send messages to customers via the portal
Add and remove job files
Team chat (assigned channels)

Cannot access

Job costing fields (ink cost, labor cost, estimated vs. actual profit)
Analytics dashboard (revenue trends, margin reports)
Settings page (automations, integrations, team management)
Invoice aging and revenue KPIs on the main dashboard
Production queue (no need to move press cards)

Setup steps

1Go to Settings → Team and invite the person
2Set their role to Sales Rep
3Assign them to relevant Chat channels for job communication
4Optionally: share the 'Sales Rep Daily Workflow' help guide with them

Sales Reps set the customer-facing price on a job. That number is visible to them and to Admins. What's hidden is the shop's cost — the gap between what you charge and what it costs you to produce. This keeps reps from undercutting your margins without realizing it.

Sales Reps can create invoices and mark them as sent. They cannot mark invoices as paid — payment recording is Admin-only. Make sure your rep knows to notify an Admin when a customer pays by check or cash.

Production Staff

Kontraktr™ role: Employee

Queue-first workflow — no customer or financial data

Common job titles

Press OperatorScreen BurnerShipping & ReceivingEmbroidery OperatorDTG OperatorProduction Lead

Production staff live in the Queue. They see what's on deck, move jobs through press stages, scan QR codes, and mark jobs complete. They never see invoice amounts, customer contact info, or job costs.

Has access to

Production queue — full access to move cards between stages
Job detail page — view print locations, screen counts, ink colors, and notes
File viewer — see approved art, mockups, and work orders
QR code scanner — scan job labels to pull up job detail instantly
Calendar — view job schedule and press capacity
Team chat (assigned channels, typically #production or #floor)
Status update on assigned jobs (In Production → Bagging, etc.)

Cannot access

Customer contact information (phone, email, address)
Invoice amounts or payment status
Job cost fields
Analytics or dashboard financial widgets
Settings
Ability to create new jobs or edit job pricing

Setup steps

1Go to Settings → Team and invite each press operator
2Set their role to Employee
3In Settings → Chat, assign them to the #production channel
4Optionally assign them to job-specific channels for complex orders
5Print or share the 'Production Staff Daily Workflow' guide for onboarding

Production staff log in, check the queue, and work their way down the priority list. HOT RUSH jobs float to the top automatically. The QR scanner means they never need to type a job number — scan the tag on the pallet and the job opens.

Employees cannot create jobs. If a walk-in customer shows up at the counter while only production staff are on-site, they will need an Admin or Sales Rep to enter the job. Consider having a tablet with an Admin login at the front counter for this reason.

Art Department

Kontraktr™ role: Employee

Mockup editing & file management — no customer financials

Common job titles

Graphic DesignerArt DirectorSeparatorPrepress TechScreen Tech

Art staff need deep access to job files, mockup tools, and print location specs — but have no need to see pricing, customer contact info, or financial data. The Employee role gives them everything for prepress without exposing sensitive business data.

Has access to

Full Mockup Editor — create, edit, and save mockups for any job
File Manager — upload, replace, annotate, and organize job files
Print location details — mesh count, ink colors, screen count, placement notes
Art approval workflow — send proofs and track customer approval status
Production queue (view only) — for scheduling context
Calendar — see job due dates when planning art turnaround
Team chat (assigned channels, typically #art or per-job channels)
Download and export files and mockups

Cannot access

Customer pricing or invoice amounts
Job cost fields (ink cost, labor, margin)
Customer contact information beyond the job name
Analytics
Settings
Ability to create jobs or edit job-level pricing

Setup steps

1Go to Settings → Team and invite each designer
2Set their role to Employee
3In Settings → Chat, create an #art channel and assign them
4Create per-job channels for complex or long-running orders
5Share the 'Art Department Daily Workflow' guide on their first day

Art staff can send mockups for customer approval directly from the Mockup Editor — no Admin involved. The customer gets an email with a link to the portal where they can click 'Approve' or leave revision notes. When they approve, the job status auto-advances and the art team is notified via chat.

Separators and screen techs often need to see the actual Pantone or formula guide color specs, not just the color name. Make sure your Sales Reps and customers are entering specific ink color details in the print location notes field — vague entries like 'red' slow down the art room.

Full access matrix — all roles at a glance

Every major section of Kontraktr™ mapped to each role.

Section	Admin	Sales Rep	Production	Art
Dashboard Sales sees jobs & quotes only. Production & Art land on Queue/Jobs.	Full	Limited	None	None
Jobs — create & edit Production & Art can update status and add notes, but cannot create jobs or edit pricing.	Full	Full	Limited	Limited
Job costing & margins Cost fields are hidden from all non-Admin roles.	Full	None	None	None
Billing / Invoices Sales can create and send invoices but cannot see payment aging or revenue reports.	Full	Limited	None	None
Analytics Revenue data is Admin-only.	Full	None	None	None
Production Queue Art can see queue for scheduling context but cannot move cards between columns.	Full	None	Full	Limited
Mockup Editor Sales can upload/approve mockups. Art has full editor access including print location editing.	Full	Limited	None	Full
File Manager Production can view files. Art can upload, replace, and annotate.	Full	Limited	Limited	Full
Customers Production and Art have no need to access customer records.	Full	Full	None	None
Settings Settings is Admin-only: pricing, integrations, automations, team management.	Full	None	None	None
Team Chat All roles get chat access. Admins can create/archive channels.	Full	Full	Full	Full
Calendar Sales can view schedule. Production & Art can see full capacity and job dates.	Full	Limited	Full	Full

Full — complete read/write accessLimited — view or partial edit onlyNone — section not visible to this role

Common setup questions

My art director also manages client communication. Which role do I give them?

Sales Rep. It gives them job management, customer contact, and mockup upload/approval — everything they need for client-facing work. They won't see job costs, but most art directors don't need to.

My production manager approves quotes and signs off on pricing. Can they have Admin without seeing full financials?

Not currently — Admin is all-or-nothing. If your production manager needs pricing authority, give them Admin and have a conversation about the financial data they can now see. Alternatively, have your shop owner countersign quotes before they go out, keeping the production manager on Sales Rep.

I have a part-time screen burner who should only see their own assigned jobs. Can I restrict that?

Employees see all jobs in the production queue by default — not just their own. You can narrow their visibility by assigning them only to specific Chat channels for jobs they're actively working, so communication stays scoped even if the queue is shared.

Can a Sales Rep see the portal payment link before it goes to the customer?

Yes — Sales Reps can create invoices and generate payment links. They just can't see the payment history or revenue reporting after payments are collected. That data lives in the Admin-only billing dashboard.

We want our designer to be able to build mockups but not edit print location specs. Is that possible?

The Employee role lets designers use the Mockup Editor and upload files, but print location specs (placement, size, ink colors) are set on the Job and are viewable by Employees. Editing those fields currently requires Sales Rep or Admin access. For most shops, giving the art director Sales Rep access is the pragmatic solution.

How do I see a log of everything each team member has done?

Admins can view the Activity Log under Settings → Activity. It captures every status change, invoice creation, file upload, and login event with a timestamp and username. Filter by user to audit a specific person's actions.

Ready to set up your team?

Inviting your crew takes less than 5 minutes. Go to Settings → Team, add each person with the right role, and you're done.

Open Settings → Team

Related guides

Owner Daily Workflow

Morning routine, dashboard KPIs, and financial review for Admin users

Sales Rep Daily Workflow

How your quoting and customer-facing staff use Kontraktr™

Production Staff Daily Workflow

Queue, QR codes, and shift routines for press operators

Art Department Daily Workflow

Mockup editor, file manager, and art approval workflow

Team Roles Reference

Technical breakdown of every permission in each role

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Section

Admin

Sales Rep

Production

Art

Dashboard

Sales sees jobs & quotes only. Production & Art land on Queue/Jobs.

Full

Limited

None

Jobs — create & edit

Production & Art can update status and add notes, but cannot create jobs or edit pricing.

Full

Limited

Job costing & margins

Cost fields are hidden from all non-Admin roles.

Full

None

Billing / Invoices

Sales can create and send invoices but cannot see payment aging or revenue reports.

Full

Limited

None

Analytics

Revenue data is Admin-only.

Full

None

Production Queue

Art can see queue for scheduling context but cannot move cards between columns.

Full

None

Full

Limited

Mockup Editor

Sales can upload/approve mockups. Art has full editor access including print location editing.

Full

Limited

None

Full

File Manager

Production can view files. Art can upload, replace, and annotate.

Full

Limited

Full

Customers

Production and Art have no need to access customer records.

Full

None

Settings

Settings is Admin-only: pricing, integrations, automations, team management.

Full

None

Team Chat

All roles get chat access. Admins can create/archive channels.

Full

Calendar

Sales can view schedule. Production & Art can see full capacity and job dates.

Full

Limited

Full