User Roles & Permissions¶

MessWala has three user roles, each with specific permissions and responsibilities. Understanding your role is key to using MessWala effectively.

👨‍💼 Admin Role¶

What is an Admin?¶

Admins are system administrators responsible for: - Initial mess setup and configuration - User approval and management - System maintenance - Full access to all features

Permissions¶

First-Time Setup (Admin Only)¶

When an admin logs in for the first time, they must:

1. Complete Setup Wizard:
2. Mess name and description
3. Contact information
4. Expense categories

5. Meal time schedule

6. Verify Database Connection

7. Check MongoDB connectivity

8. Verify configuration stored

9. Approve Initial Users

10. Review pending registrations
11. Accept or reject members
12. Assign roles as needed

Admin Responsibilities¶

Daily Tasks¶

• ✅ Approve pending registrations
• ✅ Review expense submissions (optional)
• ✅ Monitor system health
• ✅ Respond to user issues

Weekly Tasks¶

• ✅ Review analytics reports
• ✅ Check attendance trends
• ✅ Approve expense reports
• ✅ Plan upcoming menus

Monthly Tasks¶

• ✅ Generate financial reports
• ✅ Audit fair share calculations
• ✅ Review feedback trends
• ✅ Planning next month

👔 Manager (Treasurer)¶

What is a Manager?¶

Managers handle financial and operational aspects: - Record and categorize expenses - Create and manage menus - View analytics and reports - Support admin in day-to-day operations

Permissions¶

Manager Responsibilities¶

Daily Tasks¶

• ✅ Record expenses (grocery, utilities, etc.)
• ✅ Categorize expenses properly
• ✅ Update menu if needed
• ✅ Monitor feedback

Weekly Tasks¶

• ✅ Review expense trends
• ✅ Plan next week's menu
• ✅ Check attendance rates
• ✅ Communicate with members

Monthly Tasks¶

• ✅ Generate expense report
• ✅ Calculate fair share per member
• ✅ Review attendance summary
• ✅ Plan next month's budget

Manager Key Features¶

Expense Tracking:

Go to Expenses page
├─ Add new expense
├─ Choose category
├─ Enter amount & description
├─ View all expenses
├─ Filter by date/category
└─ Export reports

Menu Planning:

Go to Menu page
├─ View current month
├─ Click Edit Menu
├─ Select day & meal time
├─ Enter dishes
├─ Add notes (spicy level, allergies, etc.)
└─ Save schedule

Analytics:

Go to Analytics page
├─ Expense breakdown (pie chart)
├─ Monthly trends (line chart)
├─ Fair share calculation
├─ Attendance rates
└─ Member participation

👨‍🎓 Student Role¶

What is a Student?¶

Students (residents/members) are: - Individual mess members - Mark their meal attendance - Provide feedback on meals - View shared information

Permissions¶

Student Responsibilities¶

Daily Tasks¶

• ✅ Mark attendance for meals eaten
• ✅ View today's menu
• ✅ Check your fair share amount

Weekly Tasks¶

• ✅ Review attendance for the week
• ✅ Provide feedback on meals
• ✅ Check upcoming menu

Monthly Tasks¶

• ✅ Review your fair share calculation
• ✅ Pay your portion to appropriate person
• ✅ Review attendance rate

Student Key Features¶

Marking Attendance:

Go to Attendance page
├─ See today's meals:
│  ├─ Breakfast (7:30 - 9:00 AM)
│  ├─ Lunch (12:30 - 2:00 PM)
│  └─ Dinner (7:30 - 9:00 PM)
├─ Click Mark Present (if you ate)
├─ Click Mark Absent (if you didn't)
└─ View past attendance

Giving Feedback:

Go to Feedback page
├─ Select meal & date
├─ Rate 1-5 stars
├─ Add comments (optional):
│  ├─ Taste
│  ├─ Quantity
│  ├─ Suggestions
│  └─ Allergen warnings
└─ Submit

Viewing Menu:

Go to Menu page
├─ See this week's schedule
├─ Check meal times
├─ Read dishes & descriptions
└─ Plan your participation

Understanding Fair Share:

Your cost = (Total expenses ÷ members who attended) × your attendance

Example: - Total expenses: ₹3000 - Members attended at least 1 meal: 10 - Your attendance: 7 out of 10 meals

Your share: (3000 ÷ 10) × 7 = ₹2100

🔄 Role Upgrade/Downgrade¶

How to Get a Different Role¶

Student → Manager: - Ask admins for role upgrade - Admins review your participation - Admins confirm responsibility - Your role changes immediately

Current Manager → Student: - Admins can downgrade if needed - You lose manager permissions - Your data remains accessible - Clear handoff recommended

Any Role → Admin: - Requires explicit admin action - Not usually granted to students - New admins need training - Discuss before granting

Requesting Role Change¶

1. Contact your mess admin
2. Explain why you need the upgrade
3. Discuss responsibilities
4. Admin approves and updates

Permission Matrix Summary¶

Feature                  Admin    Manager   Student
─────────────────────────────────────────────────────
Dashboard                Full     Limited   Limited
Expenses (View)          ✓        ✓         ✓
Expenses (Add/Edit)      ✓        ✓         ✗
Attendance (Mark)        ✓        ✓         ✓
Attendance (View All)    ✓        ✓         ✗
Menu (View)              ✓        ✓         ✓
Menu (Edit)              ✓        ✓         ✗
Feedback (Submit)        ✓        ✓         ✓
Feedback (View All)      ✓        ✓         ✗
Analytics                Full     Full      View
User Management          ✓        ✗         ✗
Mess Configuration       ✓        View      ✗
System Settings          ✓        ✗         ✗
Reports Export           ✓        ✓         ✗

🔐 Security per Role¶

Admin-Level Security¶

• Full audit log access
• Cannot be removed by other users
• All actions logged
• Special authentication required

Manager-Level Security¶

• Expense verification enabled
• Actions logged for audit
• Cannot change own role
• Permissions reviewed monthly

Student-Level Security¶

• Personal data encrypted
• Can only edit own records
• View-only access to shared data
• No system settings access

📋 Role Assignment Checklist¶

For Admins¶

When assigning roles, ask: - ✓ Does this person understand responsibilities? - ✓ Do they have the time commitment? - ✓ Are they trustworthy with financial data? - ✓ Have they been formally chosen by the mess? - ✓ Do others agree with the choice?

For Managers¶

Before accepting, confirm: - ✓ You understand expense tracking system - ✓ You can commit 1-2 hours weekly - ✓ You're comfortable with key-keeping/finances - ✓ You have backup support

❓ Common Questions¶

Q: Can a student view other students' attendance? A: No. Students see only overall stats, not individual records.

Q: Can a manager approve users? A: No. Only admins can approve registrations.

Q: What if admin isn't available? A: Appoint a backup admin. Multiple admins can exist.

Q: Can I have multiple roles? A: No. Each user has one primary role.

Q: Do roles expire? A: No, unless admins change them.

Last Updated: March 17, 2026
Version: 2.0