User Roles & Permissions

S-MA-C-H has three distinct user roles, each with specific permissions and responsibilities.

Role Overview

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1. Super Admin (S-MA-C-H Experts)

Who: S-MA-C-H company staff (Cécilia, technical team, conservation scientists)

Responsibilities

• Overall system administration
• Create and manage organizations (museums, institutions)
• Manage datalogger product catalog
• Execute monitoring on-site (using StaRT mobile app) - same permissions as Administrator
• Provide expert support to organizations
• Analyze monitoring data

Most Likely StaRT Users

Super-admins are S-MA-C-H experts and are the most likely users of the StaRT mobile application for on-site monitoring execution (Setup, Start, Stop).

Same Monitoring Permissions as Administrator

Super-admins have the same permissions as Administrators for artworks and monitorings. The only difference is scope: Super-admins can access all organizations, while Administrators can only access their own organization.

What They Can Do

Area	Permissions	Scope
Organizations	Create, view all, edit all, delete	All organizations
Users	Create, view all, manage all	All organizations
Collections & Artworks	View, create, edit, delete	All organizations
Artworks	View, create, edit, delete, configure	All organizations
Monitorings	Setup/start/stop (StaRT), analyze	All organizations
Devices	Manage catalog, view all inventory	All organizations
Inventory	View and manage inventory (loggers, sensors, packaging)	All organizations
Data	View all logs and analytics	All organizations

Typical Actions

1. Create new museum organization
2. Create first administrator for organization
3. Manage datalogger models in catalog
4. Execute monitoring using StaRT mobile app (Setup, Start, Stop - same as Administrator)
5. Configure sensor thresholds for artworks (same as Administrator)
6. Analyze monitoring data and add expert comments (same as Administrator)
7. View system-wide metrics
8. Provide technical support

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2. Administrator (Museum/Organization)

Who: Museum directors, collection managers, administrative staff

Responsibilities

• Manage organization's operations
• Invite and manage users (viewers)
• Order and manage datalogger inventory (full access)
• Create and configure artworks for monitoring
• Execute monitoring using StaRT mobile app (same permissions as Super-Admin)
• Oversee and monitor artworks
• Analyze monitoring data

Same Monitoring Permissions as Super-Admin

Administrators have the same permissions as Super-Admins for artworks and monitorings. The only difference is scope: Administrators can only access their own organization, while Super-admins can access all organizations.

What They Can Do

Area	Permissions	Scope
Users	Invite, manage roles	Own organization
Collections	Create, view, edit, delete	Own organization
Artworks	Create, view, edit, delete, configure	Own organization
Monitorings	Setup/start/stop (StaRT), analyze	Own organization
Devices	Order, view inventory	Own organization
Inventory	View and manage inventory (loggers, sensors, packaging)	Own organization

Typical Workflow

1. Create Artwork (Web):

• Define artwork details
• Assign inclosure (static protection)
• Assign crate (transport protection)
• Configure base thresholds (temperature, humidity, vibration)
• Configure recording frequency
• Create monitoring checklist
• Submit (status: Draft → Ready)

2. Setup Monitoring (StaRT Mobile):

• Press "Setup":
  • Select monitoring type: static (museum) OR transport (movement)
  • Auto-detect dataloggers via Bluetooth (Logger + Sensor pairs)
  • Review/adjust configuration
  • Push config to dataloggers
• Creates monitoring (status: Pending)
• Artwork status: Ready → Standby

3. Start Monitoring (StaRT Mobile):

• Press "Start":
  • Start dataloggers recording
  • Push start event with GPS + timestamp
• Monitoring status: Pending → InProgress
• Artwork status: Standby → Monitoring

4. During Monitoring:

• Monitoring collects events:
  • Alerts (threshold violations)
  • Positions (GPS tracking if transport)
  • Notifications (v1.0.0)
• Monitor (Web): View real-time alerts and data

5. Stop Monitoring (StaRT Mobile):

• Press "Stop":
  • Stop dataloggers recording
  • Push stop event with GPS + timestamp
• Monitoring status: InProgress → Ended
• Artwork status: Monitoring → Ready

6. Data Upload & Analysis (Web):

• Upload datalogger data to S3 (via USB)
• Monitoring status: Ended → Uploaded
• Artwork status: Ready → Analysing
• Analyze charts, add expert comments
• Update artwork passport (v1.0.0)
• Mark as Completed
• Artwork status: Analysing → Ready

7. Create New Monitoring (Repeat from Step 2)

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3. Viewer (Read-Only Users)

Who: Organization members invited to follow artworks and monitorings (e.g., stakeholders, partners, observers)

Responsibilities

• Follow organization's artworks and monitoring sessions
• View monitoring progress and status
• No modification or execution permissions

Read-Only Access

Viewers have organization-wide read-only access. They cannot:

• Modify any data
• Create or edit artworks
• Use StaRT mobile app
• Configure equipment
• Manage inventory

All active operations are performed by Administrators or Super-Admins.

What They Can Do

Area	Permissions
Artworks	View all (organization-wide, read-only)
Monitorings	View all (read-only)
Collections	View all (read-only)
Alerts	View notifications (read-only)
Logs	View monitoring logs (read-only)
Inventory	❌ No access

Typical Workflow

1. View Artworks (Web):

• Browse organization's artworks
• View artwork details and status
• Review collection information

2. Monitor Progress (Web):

• View real-time monitoring status
• See current monitorings and progress
• View alerts and notifications (read-only)

3. Review History (Web):

• View completed monitorings
• Review monitoring logs
• See basic analytics (no modification)

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Permission Matrix

Quick reference for what each role can do:

Action	Super Admin	Administrator	Viewer
Scope	All organizations	Own organization	Own organization
Create organizations	✅	❌	❌
Invite users	✅ (all orgs)	✅ (own org)	❌
Create artworks	✅ (all orgs)	✅ (own org)	❌
Configure artworks	✅ (all orgs)	✅ (own org)	❌
Use StaRT mobile app	✅ (most likely)	✅ (same permissions)	❌
Setup monitoring	✅ (all orgs, StaRT)	✅ (own org, StaRT)	❌
Start/stop monitoring	✅ (all orgs, StaRT)	✅ (own org, StaRT)	❌
View artworks	✅ (all orgs)	✅ (own org)	✅ (own org, read-only)
View monitorings	✅ (all orgs)	✅ (own org)	✅ (own org, read-only)
Manage inventory	✅ (all orgs)	✅ (own org)	❌
Receive alerts	✅ (all orgs)	✅ (own org)	✅ (own org, view only)
Analyze data	✅ (all orgs)	✅ (own org)	❌
Update artwork passport	✅ (all orgs)	✅ (own org)	❌

Key Difference: Scope Only

Administrator and Super-Admin have identical permissions for artworks and monitorings. The only difference is:

• Administrator: Access to own organization only
• Super-Admin: Access to all organizations

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Application Access

Role	Web App	StaRT Mobile
Super Admin	✅ Full access	✅ On-site execution (most likely)
Administrator	✅ Management + execution	✅ On-site execution
Viewer	✅ View only	❌

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Data Visibility

Each role sees only relevant data:

• Super Admin: All organizations and data
• Administrator: Only their organization's data (full access)
• Viewer: Only their organization's data (read-only, no inventory)

This ensures data privacy and security across organizations.