Roles & Permissions

Learn how to assign appropriate roles to users in your Axvero organization to ensure proper access levels and workflow management.

Overview

Role assignment determines what users can access and what actions they can perform within the system. Proper role assignment is essential for security, compliance, and efficient workflow management.

Tip: Assign roles via the Settings → Users section in the admin portal. You can edit a user's role at any time.

Roles and Permissions Matrix

Each role grants specific permissions across Axvero's core systems: Application Management, Document Management, Financial Risk Management, and Template Management. The following tables clarify the scope of each role and their access to configuration and user-facing features.

Team Member Roles

Permission	Administrator	Senior Case Manager	Case Manager	Document Reviewer	Customer Service
User Management	✅	✅	❌	❌	❌
Create users	✅	❌	❌	❌	❌
Edit user roles	✅	✅	❌	❌	❌
Deactivate users	✅	✅	❌	❌	❌
Application Management	✅	✅	✅	❌	❌
Create application	✅	✅	✅	❌	❌
Edit application	✅	✅	✅	❌	❌
Submit application	✅	✅	✅	❌	❌
Delete application	✅	✅	❌	❌	❌
Approve application	✅	✅	❌	❌	❌
Document Management	✅	✅	✅	✅	❌
Upload documents	✅	✅	✅	✅	❌
Review documents	✅	✅	✅	✅	❌
Approve documents	✅	✅	❌	✅	❌
Delete documents	✅	✅	❌	❌	❌
Template Management	✅	✅	❌	❌	❌
Manage document templates	✅	✅	❌	❌	❌
Manage mail templates	✅	✅	❌	❌	❌
Manage application templates	✅	✅	❌	❌	❌
Client Communication	✅	✅	✅	❌	✅
Send emails	✅	✅	✅	❌	✅
Schedule appointments	✅	✅	✅	❌	✅
Access client history	✅	✅	✅	❌	✅
Reporting & Analytics	✅	✅	❌	❌	❌
Generate reports	✅	✅	❌	❌	❌
Export data	✅	✅	❌	❌	❌
View analytics	✅	✅	❌	❌	❌
System Settings	✅	❌	❌	❌	❌
Modify system settings	✅	❌	❌	❌	❌
Manage integrations	✅	❌	❌	❌	❌
Access audit logs	✅	❌	❌	❌	❌

Organization Roles

Permission	Licensed Agent	Migration Consultant	Legal Representative	Educational Agent
Client Management	✅	✅	✅	✅
View assigned clients	✅	✅	✅	✅
Communicate with clients	✅	✅	✅	✅
Access client documents	✅	✅	✅	✅
Submit on behalf of client	✅	✅	✅	✅
Application Access	✅	Limited	✅	Limited
Document Management	✅	✅	✅	✅
Upload documents	✅	✅	✅	✅
Request documents	✅	✅	✅	✅
Certify documents	✅	❌	✅	❌
Template Usage	✅	✅	✅	✅
Use document templates	✅	✅	✅	✅
Use mail templates	✅	✅	✅	✅
Use application templates	✅	✅	✅	✅
Payment Processing	✅	✅	✅	✅
Process payments	✅	✅	✅	✅
Generate invoices	✅	✅	✅	✅
View payment history	✅	✅	✅	✅

Applicant Portal Roles

Permission	Standard Access	Premium Access	Guided Access
Application Management
Submit application	✅	✅	✅
Edit application	✅	✅	✅
Track progress	✅	✅	✅
Document Management
Upload documents	✅	✅	✅
Download documents	✅	✅	✅
Document checklist	✅	✅	✅
Communication
Portal messaging	✅	✅	✅
Email notifications	✅	✅	✅
SMS notifications	❌	✅	✅
Phone support	❌	✅	✅
Support Features
Help documentation	✅	✅	✅
Video tutorials	❌	✅	✅
Live chat support	❌	✅	✅
Dedicated case manager	❌	✅	✅
Step-by-step guidance	❌	❌	✅
Payment Features
Online payment	✅	✅	✅
Payment plans	❌	✅	✅
Payment history	✅	✅	✅

Template Management

Axvero supports multiple template types to streamline workflows:

Mail Templates: Standardize communication with axvero users.
Document Templates: Define required/optional documents for application. Managed globally by admin in Document Management.
Application Templates: Pre-configured application flows for different case types.
Other Templates: (e.g., Notification, Checklist) can be added as needed.

See Document Management for details on configuring templates and requirements.

Quick Role Selection Guide

Administrator: Full system control, including template and document management.
Senior Case Manager: Supervises teams, manages applications, and configures templates.
Case Manager: Handles client applications and documents.
Document Reviewer: Verifies and approves documents.
Customer Service: Supports clients and manages communication.
Licensed Organizaton: Full professional licensing, all application types, independent practice.
Migration Consultant: Specialized migration focus, limited visa types, consultant-level certification.
Legal Representative: Legal qualification, representation authority, document certification.
Educational Organization: Education sector specialization, student visa focus, institutional partnerships.
Standard Access (Applicant): Self-service, straightforward applications, comfortable with technology.
Premium Access (Applicant): Enhanced support, complex applications, dedicated assistance.
Guided Access (Applicant): Step-by-step guidance, less tech-savvy, maximum support.

Troubleshooting & FAQ

Q: Why can't I assign a certain role to a user?

Only administrators can assign or change roles for other users.
Some roles may require additional verification or credentials.

Q: What happens if a user needs more permissions?

Edit the user's role in the Settings → Users section. Changes take effect immediately after saving.

Q: Can a user have multiple roles?

Each user can have only one primary role at a time. For additional permissions, consider creating a custom role or contacting your system administrator.

Q: Who can manage templates?

Only Administrators and Senior Case Managers can create or edit templates. Agents and applicants can use templates as per their permissions.

Q: How do document requirements affect applicants?

Document requirements are configured globally by admin. Applicants only need to upload required documents as per the current configuration. See Adding Documents for user-facing instructions.

For more details, see the User Management Guide and Document Management.

Overview​

Roles and Permissions Matrix​

Team Member Roles​

Organization Roles​

Applicant Portal Roles​

Template Management​

Quick Role Selection Guide​

Troubleshooting & FAQ​