13 role-based portals with three-tier permission architecture
This section governs which users can access each interface, what actions they can perform per portal, and how permissions propagate across multi-site deployments.
Components of the Roles & Applications system
Receptionist Dashboard
Visitor check-in, pre-registration queue, and host notification controls.
Security Desk
Real-time occupancy view, gate-log entries, and emergency mustering actions.
Kiosk Interface
Self-service check-in app optimised for tablet mounts — no staff interaction required.
Host Portal
Allows internal staff to pre-register visitors and view their own arrival queue.
HR Portal
Employee onboarding flows, contractor access management, and directory sync.
Finance Portal
Invoice generation, P&L reporting, and event budget tracking per site.
IT Admin Console
System-wide permission management, SSO configuration, and audit log export.
Facilities Manager
Room and resource scheduling, facility maintenance logs, and capacity overrides.
Three permission tiers across 13 role-based portals
Tier 1 — Operational
5 portals- Receptionist Dashboard
- Security Desk
- Kiosk Interface
- Delivery Intake
- Parking Attendant
Tier 2 — Administrative
5 portals- Host Portal (all staff)
- HR Portal
- Finance Portal
- Events Manager
- Facilities Manager
Tier 3 — System
3 portals- IT Admin Console
- Super Admin Dashboard
- Compliance & Audit Panel
Detail view of key role interfaces
Receptionist Dashboard
Displays the live visitor queue, pending pre-registrations, and a one-click check-in flow. Supports both walk-in and QR-code arrival flows from a single view.
Configuration reference
Security Desk
Provides a real-time occupancy count, gate-access log, and the ability to flag or blacklist a visitor directly from the desk. Emergency evacuation rollcall is initiated from this interface.
Security configuration
IT Admin Console
Central interface for assigning roles to users, configuring SSO providers, and downloading full audit logs. Changes to permissions take effect immediately across all associated portals.
Admin setup guideHost Portal
Accessible to any internal employee. Hosts can pre-register visitors, set arrival windows, attach NDAs, and receive SMS/email/Slack alerts when their guest checks in.
Host portal docsFinance Portal
Generates GST-compliant invoices, tracks event P&L by location, and exports ledger reports in CSV or PDF format. Read-only access can be granted to external accountants.
Finance module referenceCompliance & Audit Panel
Provides a tamper-proof log of all user actions, permission changes, and data-access events. Supports export for ISO 27001, SOC 2, and GDPR audit requirements.
Compliance documentationPermission matrix by role
| Role / Portal | Check-in visitors | Pre-register visitors | View occupancy | Export audit log | Manage roles | Configure SSO | View invoices | Emergency rollcall |
|---|---|---|---|---|---|---|---|---|
| Receptionist | ||||||||
| Security Officer | ||||||||
| Host (Staff) | ||||||||
| HR Administrator | ||||||||
| Finance Manager | ||||||||
| IT Administrator | ||||||||
| Super Admin |
Setting up Roles & Applications
- 1
Navigate to the IT Admin Console
From the kaarobaarmeet.ai super-admin dashboard, open the IT Admin Console. This is the only interface where role assignments and permission changes can be saved system-wide.
- 2
Define your permission tier structure
Select the three-tier model (Operational / Administrative / System) or create a custom tier hierarchy. Tiers determine the default permission set applied when a new user is assigned a role.
- 3
Assign roles to user accounts
Search for a user by email, name, or employee ID. Select one or more roles from the dropdown. A user can hold multiple roles simultaneously if their responsibilities span tiers.
- 4
Configure SSO and directory sync (optional)
If your organisation uses Okta, Azure AD, or Google Workspace, connect the provider under SSO settings. Role assignments can then be managed via group membership in your IdP.
- 5
Validate and propagate
Use the Permission Audit tool to simulate a user session before saving changes. Changes take effect immediately — active user sessions are not interrupted but refreshed on next action.
Connected identity and directory systems
Okta
SCIM 2.0 bidirectional user provisioning and SAML 2.0 SSO.
Azure Active Directory
Group-based role sync via Microsoft Graph API and OIDC sign-in.
Google Workspace
Directory sync for user provisioning and Google OIDC single sign-on.
OneLogin
SAML 2.0 SSO with automated deprovisioning on account suspension.
Slack
Role-change notifications and security alerts posted to designated channels.
Rippling
Automated role assignment from Rippling employee onboarding workflows.
BambooHR
Employee status sync triggers role activation and deactivation.
REST API
Full role and permission management via authenticated JSON REST API (v2).
System requirements and constraints
Access & Authentication
- SSO protocols supported
- SAML 2.0, OIDC
- Directory sync protocol
- SCIM 2.0
- Session timeout (configurable)
- 15 min – 24 hrs
- MFA enforcement
- Per-role, optional
- API authentication
- Bearer token (JWT)
Data & Audit
- Audit log retention
- 24 months (configurable)
- Log export formats
- CSV, JSON, PDF
- GDPR data deletion
- Automated after retention window
- Permission change latency
- < 2 seconds (real-time)
- Audit trail integrity
- Tamper-proof, hash-chained
Deployment
- Multi-site role isolation
- Supported (per-location scope)
- Maximum roles per user
- No limit
- Maximum custom roles
- Unlimited (Enterprise plan)
- Browser support
- Chrome 90+, Firefox 90+, Safari 15+, Edge 90+
- Mobile portal access
- iOS 15+, Android 10+
Frequently Asked
Questions
Couldn't find what you were looking for?
KaarobaarMeet.ai is a full-stack digital ecosystem OS designed for modern Indian business infrastructure. It powers every touchpoint of visitor check-in, multi-room event scheduling, and enterprise facility operations — replacing physical logbooks with self-service kiosks, encrypted QR passes, instant WhatsApp host alerts, and real-time operations dashboards.
The platform includes 24 modular micro-apps covering Visitor Management, Event Automation, Smart Parking, Smart Badges & Wristbands, Member Directories, Startup Trackers, and Live Command Centers — all accessible under a unified tenant and single sign-on.
Yes. KaarobaarMeet.ai provides an enterprise multi-tenant hierarchy with 13 role-based portals. Corporate headquarters get unified analytics across all cities and branches, while individual security gates, reception desks, and event coordinators operate dedicated local interfaces.
Any standard iPad, Android tablet, touchscreen kiosk terminal, or desktop computer. For physical passes, the system integrates seamlessly with standard thermal printers (Zebra, Brother, TSC) via USB, Bluetooth, or local network.
Pre-registered visitors receive an encrypted QR entry pass directly on WhatsApp prior to arrival. When they arrive and scan in at the reception kiosk or gate, the system alerts the host on WhatsApp instantly with the visitor's photo, designation, and company name.
Other platform sections
Explore the full kaarobaarmeet.ai platform
Review architecture documentation, download the implementation guide, or connect with a solutions architect to map your role structure.
