Roles and permissions
The ten roles in SalesYatra, who reports to whom, and what each role can open, see and approve.
Every employee has one role, which an administrator sets on their record under Executives. Your role decides which parts of SalesYatra you can open, which screens are in your menu, and what you can approve. Your role is shown as a badge under your name at the foot of the sidebar.
SalesYatra checks your role on every action, not only on what the screen shows. A button your role can't use is either not shown to you, or refused with a message saying whose decision it is.
The reporting chain
Six roles form the sales hierarchy. Each person reports to someone in a more senior role, most junior first:
| Role | Short form | In SalesYatra |
|---|---|---|
| Sales Executive | Rep | Covers a patch of schools: plans, visits, adoptions, orders, requests and daily expenses. |
| Assistant Territory Manager | ATM | Works in SalesYatra as a sales executive does. An ATM is a link in the chain but does not approve, so their reps' records go past them to the next manager up. |
| Area Sales Manager | ASM | The first role that approves. Approves their team's orders, requests and travel plans, and reads and comments on their team's visits. |
| Deputy General Manager | DGM | The same as an ASM, over a wider team. |
| National Sales Head | NSH | The same, over a wider team again. |
| Chief Executive Officer | CEO | A manager, not an administrator. Sees and approves their own reporting line, which for the top of the chain is most of the company. The one unfiltered view of every approval belongs to the administrators. |
The chain is built from each person's Reports to on their employee record. An administrator sees it drawn as a chart under Executives → Hierarchy.
Roles outside the chain
Five roles sit outside the sales hierarchy.
| Role | In SalesYatra |
|---|---|
| Administrator | Sees everything and can decide anything, including their own records. Keeps the admin panel, approves every order and request, and can also stand in for the warehouse and the billing desk. |
| Dispatch (Warehouse) | Packs and dispatches orders and requests handed to them, records returns, and keeps no field register. Their menu is Dispatch and Orders. |
| Accounts (Billing) | Keeps both firms' books: invoices, Payment-In, credit notes, expenses, staff claims, cash and bank. |
| Accountant (read-only) | The CA. Reads every book and report in both firms and changes nothing. |
| Dealer (orders only) | Not staff: a dealer from the dealer list, signed in to place its own orders and follow every order billed to it. Its menu is Orders and nothing else, on the portal and in the app. Its login reports to the rep or manager who looks after it, so its orders go up that line for approval. See Orders. |
An administrator can pack, dispatch and keep the books too, so SalesYatra keeps working before anyone holds those jobs.
Your team
Your team is you plus everyone below you in the reporting line, however deep. A Deputy General Manager's team includes their Area Sales Managers, those managers' ATMs, and all of their reps.
Team views show your team's work:
- My team on Visits, and Team orders on Orders.
- Team on the road, where your team was today.
- My team on Daily Expenses, your team's claims, to read.
- Dues, which covers the schools on your whole team's patches.
- Your Approvals queue, which holds your team's records and never your own.
Team views are for Area Sales Managers and above. A Sales Executive or an ATM sees their own work, and only their own schools on Dues. An administrator's views are unfiltered and include every employee.
Who approves what
A manager can decide on the records of anyone in their team. You can't decide on your own records, which go to your reporting manager.
When somebody submits an order, a request or a travel plan, SalesYatra walks up the reporting line from them. It stops at the first person who can decide: a manager (ASM or above) who is active and has an email address. If there is nobody, because no manager is set or the manager has left, the administrators are asked instead. The foot of your sidebar names who that is: Approvals go to ….
The second signature on orders and requests, the final approval, belongs to the administrators as a group. Any one of them can give it, and the first to act closes it for the rest.
If you try to decide something that isn't yours, SalesYatra says why:
- You cannot approve your own order — it goes to your reporting manager.
- This order is not yours to decide — it belongs to another manager's team.
Approvals explains the two signatures in full.
Permissions at a glance
"Own team" means the people below you in the reporting line. A dash means the screen is not in that role's menu, or SalesYatra refuses the action.
| What | Sales Executive, ATM | ASM, DGM, NSH, CEO | Administrator | Dispatch | Accounts | Accountant |
|---|---|---|---|---|---|---|
| Field portal | Yes | Yes | Yes | Dispatch and Orders only | — | — |
| Raise travel plans, visits, orders and requests | Yes | Yes | Yes | — | — | — |
| Dues | Own schools | Own team's schools | All schools | — | — | — |
| Approvals and Team on the road | — | Own team | Everyone | — | — | — |
| Approve or reject orders, requests and travel plans | — | Own team, not own records | Anyone | — | — | — |
| Name or change the warehouse employee on an order | — | Own team | Anyone | — | — | — |
| Comment on a visit | — | Own team | Anyone | — | — | — |
| Give orders and requests their final approval | — | — | Yes | — | — | — |
| Record a dispatch | — | — | Yes | Only what is assigned to them | — | — |
| Record a return | — | — | Yes | Yes | — | — |
| Admin panel | — | — | Yes | — | — | — |
| Accounts: read the books | — | — | Yes | — | Yes | Yes |
| Accounts: change the books | — | — | Yes | — | Yes | — |
| Import from Vyapar | — | — | Yes | — | Yes | — |
A dealer's login is in none of these columns. It places its own orders and reads the orders billed to it, and SalesYatra refuses it everything else.
When you open the wrong part
The admin panel and Accounts are fenced. If your role can't use one of them, SalesYatra takes you to your own landing page rather than showing an error:
- The admin panel opens only for administrators.
- Accounts opens for the accounts desk, the accountant and administrators.
- A dealer's login opening any page but Orders is taken back to its orders.
In Accounts, the accountant is not shown buttons that would change the books. If they open the screen for a new document, such as a new invoice or receipt, it says Your login reads the books but cannot change them.
Change someone's role
Only an administrator can change a role or a Reports to, on the person's record under Executives. Picking the wrong role quietly puts somebody in the wrong approval chain, so every screen shows the full title rather than the abbreviation.
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