# NaviDocs Permission System - Persona Requirements Analysis

## Executive Summary

This document analyzes permission and UI requirements across 7 key user personas, from day workers to multi-agency owners. The goal is to design a scalable permission system and admin UI that serves everyone from mobile-first users with minimal needs to enterprise users managing hundreds of properties.

---

## Persona 1: Day Worker / Deckhand

**Profile:**
- Mobile-first user (90% mobile, 10% desktop)
- Limited technical expertise
- Needs quick access to specific tasks/documents
- Works across multiple vessels/properties
- Time-sensitive access (shift-based)

**Permission Needs:**
- Viewer access to specific documents/sections
- Time-limited permissions (shift duration)
- Location-based access (current vessel only)
- Task-specific permissions (safety docs, logs)

**UI Requirements:**
- CRITICAL: Mobile-optimized, large touch targets
- Minimal complexity - no more than 2 taps to access documents
- Visual icons over text
- Offline capability for downloaded docs
- No permission management UI needed (receive only)

**Pain Points:**
- Complex navigation frustrates
- Needs instant access during emergencies
- Can't afford time learning systems

**Recommendation:**
- Provide mobile app with pre-filtered view
- Auto-expire permissions after shift end
- Push notifications for new document access
- QR code access for emergency documents

---

## Persona 2: Captain

**Profile:**
- Mobile + Desktop user (60% mobile, 40% desktop)
- Moderate technical expertise
- Full responsibility for vessel operations
- Emergency override authority needed
- Manages small team (3-10 people)

**Permission Needs:**
- Manager/Admin level for assigned vessel
- Emergency override capability
- Ability to grant temporary viewer access
- Delegate permissions while on leave
- Access all vessel documentation

**UI Requirements:**
- Quick permission grant interface (for new crew)
- Emergency access panel (override all restrictions)
- Mobile-optimized but with desktop power features
- Batch operations (onboard/offboard crew)
- Audit trail visibility

**Pain Points:**
- Can't waste time during emergencies
- Needs delegation when off-duty
- Crew turnover requires frequent permission changes

**Recommendation:**
- "Captain's Dashboard" with quick actions
- Emergency mode with simplified permission grants
- Template-based crew onboarding
- SMS/email invitation system for new crew

---

## Persona 3: Single Agency Owner

**Profile:**
- Desktop primary (70% desktop, 30% mobile)
- Small business owner (1-5 properties)
- Limited IT resources
- Wears multiple hats
- Cost-conscious

**Permission Needs:**
- Full admin access to owned properties
- Simple user management
- Basic reporting (who accessed what)
- Ability to grant vendor access temporarily

**UI Requirements:**
- Clean, intuitive interface - "just works"
- Wizard-based setup
- No enterprise jargon
- Quick user invite system
- Affordable pricing tier

**Pain Points:**
- Overwhelmed by complex enterprise features
- Can't afford dedicated IT staff
- Needs to get up and running quickly

**Recommendation:**
- "Simple Mode" with wizard-driven setup
- Pre-built permission templates (Captain, Crew, Vendor, etc.)
- Guided onboarding
- 1-click user invitations
- Hide advanced features by default

---

## Persona 4: Property Manager

**Profile:**
- Desktop primary (80% desktop, 20% mobile)
- Manages 10-50 properties/vessels
- Team of 5-15 staff
- Regular bulk operations
- Compliance-focused

**Permission Needs:**
- Bulk permission management
- Role-based templates
- Cross-property permissions
- Vendor/contractor temporary access
- Compliance reporting

**UI Requirements:**
- Spreadsheet-like bulk editing
- Drag-and-drop permission assignment
- Advanced filtering and search
- Export capabilities (CSV, PDF)
- Keyboard shortcuts for power users

**Pain Points:**
- Tedious one-by-one permission grants
- Needs to onboard seasonal staff quickly
- Compliance audits require detailed reports

**Recommendation:**
- Bulk operations panel with CSV import/export
- Permission templates library
- Advanced search with filters
- Keyboard shortcut system
- Automated compliance reports

---

## Persona 5: Multi-Agency Owner

**Profile:**
- Desktop exclusive (95% desktop, 5% mobile)
- Manages 50+ properties across multiple agencies
- Large team (50+ staff)
- Complex hierarchies
- Enterprise-grade needs

**Permission Needs:**
- Organization-level permissions
- Hierarchical delegation
- Cross-agency reporting
- API access for integrations
- White-label capabilities

**UI Requirements:**
- Consolidated multi-agency dashboard
- Drill-down capability (agency → property → document)
- Advanced analytics and reporting
- API documentation
- White-label branding options

**Pain Points:**
- Can't see across all agencies easily
- Needs automated workflows
- Integration with existing systems critical

**Recommendation:**
- Enterprise dashboard with org tree view
- API-first architecture
- Webhook support for automation
- SSO integration
- Custom branding per agency

---

## Persona 6: Developer / Coder

**Profile:**
- Desktop exclusive (100% desktop)
- Technical expert
- Building integrations/automations
- Needs programmatic access
- Values documentation quality

**Permission Needs:**
- API keys and OAuth tokens
- Granular API permissions
- Webhook configuration
- Rate limit visibility
- Test/sandbox environment

**UI Requirements:**
- API documentation portal
- Code samples in multiple languages
- Interactive API explorer
- Webhook debugger
- Rate limit dashboard

**Pain Points:**
- Poor API documentation wastes time
- No test environment to develop safely
- Unclear permission scopes

**Recommendation:**
- Dedicated developer portal
- OpenAPI/Swagger documentation
- Sandbox environment with test data
- Webhook retry mechanism
- Clear API permission scopes

---

## Persona 7: UX/UI Designer

**Profile:**
- Desktop primary (70% desktop, 30% mobile)
- Visual thinker
- Non-technical
- Collaborates with multiple teams
- Needs simple workflows

**Permission Needs:**
- Visual permission assignment
- Preview capabilities
- Collaboration features
- Version control for permission changes

**UI Requirements:**
- Drag-and-drop interface
- Visual org charts
- Color-coded permission levels
- Preview mode (see as user)
- Undo/redo capability

**Pain Points:**
- Text-heavy interfaces are confusing
- Can't visualize permission hierarchy
- Mistakes are hard to undo

**Recommendation:**
- Visual permission builder with drag-drop
- Interactive org chart with permission overlay
- "See as user" preview mode
- Change history with visual diff
- Permission diagram export

---

## Implementation Priorities

### Phase 1: Foundation (Weeks 1-2)
1. ✅ Core permission system (DONE)
2. Simple admin UI for single agency owners
3. Mobile-responsive basic interface

### Phase 2: Power Features (Weeks 3-4)
1. Bulk operations panel
2. Permission templates
3. Advanced search and filtering
4. Audit log UI

### Phase 3: Enterprise (Weeks 5-6)
1. Multi-agency dashboard
2. API documentation portal
3. Webhook management
4. White-label support

### Phase 4: Visual Tools (Weeks 7-8)
1. Drag-and-drop permission builder
2. Org chart visualization
3. Permission diagrams
4. Preview mode

---

## Recommended UI Modes

### Simple Mode (Default for <10 properties)
- Wizard-driven setup
- Hide bulk operations
- Pre-built templates only
- Minimal configuration options

### Standard Mode (10-50 properties)
- Show bulk operations
- Template customization
- Advanced search available
- Basic reporting

### Enterprise Mode (50+ properties)
- Full feature set
- API access
- Multi-agency view
- Advanced analytics
- White-label options

### Developer Mode (API users)
- API documentation
- Sandbox environment
- Webhook management
- Rate limit dashboard

---

## Key Design Principles

1. **Progressive Disclosure**: Show simple by default, reveal complexity on demand
2. **Mobile-First for Consumers**: Day workers and captains need mobile optimization
3. **Desktop Power for Managers**: Bulk operations require desktop workflows
4. **Visual > Text**: Use diagrams, icons, color-coding wherever possible
5. **Undo Everything**: All permission changes should be reversible
6. **Templates > Custom**: 80% of users need 5-10 standard roles
7. **API-First**: Everything in UI should be available via API

---

## Success Metrics

- Day Worker: <2 taps to access document
- Captain: <30 seconds to grant crew access
- Single Agency: <5 minutes to complete setup
- Property Manager: Bulk onboard 20 users in <3 minutes
- Multi-Agency: View all properties on one screen
- Developer: First API call in <15 minutes
- Designer: Visual permission change without docs

---

*Generated: 2025-10-21*
*Version: 1.0*
