navidocs/server/docs/PERSONA_REQUIREMENTS_ANALYSIS.md

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.

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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Generated: 2025-10-21 Version: 1.0