POKA Documentation

Team Roles and Permissions

Access governance layer for controlling roles, capabilities, approval rights, and resource visibility across operations.

Overview

Business operations hub for agencies, freelancers, and production teams.

Role governance includes :
- Owner, admin, co-admin, and employee role boundaries.
- Capability bundles for repeatable access assignment.
- Emergency override policy with accountability.
Resource scoping includes :
- Briefcase-level workspace access.
- Folder and file-level view/edit/upload controls.
- Storage and delivery action restrictions.
Approval control includes :
- Stage-specific approver permissions.
- Decision actions limited to authorized users.
- Approval traceability and activity history.
Operational hygiene includes :
- Department template reviews on a fixed cadence.
- Access audits before onboarding external clients.
- Least-privilege defaults for new members.

Owners/Admins

Policy control

Employees

Project actions

Clients

Scoped visibility

Define role matrix for owner/admin/co-admin/employees based on real operating responsibilities.

Step 1 of 8

Operational Constraints

Incorrect templates can block legitimate actions or over-expose sensitive resources.
User-level overrides can drift from baseline if they are not reviewed regularly.
Approval restrictions do not replace contractual or legal approval requirements.
Fast-moving teams can introduce access debt without periodic cleanup.
External share safety depends on both permission settings and operational discipline.
Permission design should be validated before large client onboarding phases.

Recommended Practices

Media agencies: Use department templates for account, creative, and operations to avoid ad-hoc access decisions under deadline pressure.
Freelancers: Start with minimal roles and expand only when collaborators join projects.
Production houses: Align approval rights with real post-production checkpoints to reduce rework.
Ops leads: Schedule monthly permission audits and document all override exceptions.

Team Roles and PermissionsRoot

Role Architecture

Role Matrix

Define baseline responsibilities across owner, admin, and employee roles.

Capability Templates

Apply repeatable action bundles by department.

Override Rules

Allow controlled exceptions with accountability.

Resource Scope

Briefcase Access

Control workspace visibility and collaboration permissions.

Folder and File Rules

Restrict view, edit, upload, and approval actions at resource level.

Delivery and Billing Actions

Gate sensitive handoff and finance operations.

Governance and Audit

Approval Controls

Assign decision rights to designated reviewers only.

Access Audit Log

Track permission changes and accountability events.

Baseline Review Cadence

Run periodic review to prevent permission drift.