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Guide to Department Structure, Role Permissions & Lead Rotation

MaxSeller's Role-Based Access Control (RBAC) permission system protects customer data, revenue records, and inventory by enforcing granular permissions for each department and job title, combined with Automated Lead Allocation / Rotation for sales and chat support teams.

🌟 1. Organizational Hierarchy & Permission Groups​

🚀 2. Step-by-Step Configuration Guide​

📌 Step 1: Create Departments & Configure Permissions (Departments & Roles)​

  1. Navigate to Settings & HR ➔ Select Departments & Roles (path /departments).
  2. Click the + Add Department button.
  3. Enter the Department Name (e.g., Morning Sales Shift, Branch 1 Packaging Warehouse).
  4. Select the permissions relevant to the job role:
ModuleGranular PermissionsRecommended Granting Strategy
Orders• View all orders
• View only self-created/assigned orders
• Create and edit orders
• Approve / Cancel orders
• Modify selling prices / discounts		Grant View all to Managers; Sales reps should only receive View only assigned orders.
Inventory• View stock levels
• Create stock in / stock out receipts
• Perform stock audits
• View product cost of goods (COGS)		Hide View COGS from general sales and packing staff.
Finance• Create & approve Receipts / Payment Vouchers
• Transfer funds internally between accounts
• Reconcile shipping fees & COD collections
• View Profit & Loss (P&L) Reports		Restrict strictly to Business Owners and Chief Accountants.
Customers• View customer directory
• Export customer Excel database		Disable Excel export for general staff to prevent data leaks.
  1. Click Save Department.

📌 Step 2: Add New Staff Accounts (Staff Accounts)​

  1. Navigate to HR & Staff ➔ Select Staff Directory (path /store-employees).
  2. Click the + Add Employee button.
  3. Enter employee details:
    • Full Name: Name displayed on order receipts and chat conversations.
    • Login Email: Email used to sign in to MaxSeller Web and Mobile App.
    • Phone Number & Job Title.
    • Department / Role Group: Assign to the department configured in Step 1.
    • Assigned Store / Branch: Select branches the employee is authorized to access.
  4. Click Save & Activate. The employee can immediately log in with their email.

📌 Step 3: Configure Lead Allocation & Chat Rotation (Lead Rotation)​

The Lead Rotation feature automatically distributes incoming messages and comments from Facebook Fanpages among online chat staff evenly and rapidly:

  1. Navigate to Chat Settings ➔ Select the Rotation tab.
  2. Toggle on Enable Automated Lead Rotation.
  3. Configure rotation rules:
    • Round-Robin: New incoming leads are assigned sequentially: Staff A ➔ B ➔ C ➔ A...
    • Online Staff Only: The system only assigns conversations to staff who currently have the app open and ready.
    • Retain Previous Assignee: If an existing customer returns, prioritize assigning them to the staff member who previously assisted them.
    • Maximum Concurrent Conversations Limit: Cap each agent at a maximum of N unresolved conversations to avoid overload.

💡 3. Recommended Data Security Practices​

3 Core Security Principles
  1. Principle of Least Privilege: Only grant the exact permissions required for an employee to perform their tasks.
  2. Hide COGS & Profit Margins: Prevent retail staff and delivery personnel from seeing wholesale product purchase costs.
  3. Deactivate Accounts Immediately: When an employee leaves, simply toggle off active status (IsActive = false) to revoke access instantly while preserving all historical order logs.