What Permission Levels Mean

Your user type determines who you are in the system (Farmer, Veterinarian, Conservation NGO, etc.). Your permission level determines what you can do. Specifically, whether you can view data, create new records, modify existing information, delete records, or perform administrative functions.

Permission levels exist because even within a single user type, different people have different responsibilities:

• A farm owner might have Advanced permission to fully manage their operation
• A seasonal farm worker helping with data entry might have Basic permission to record observations but not delete historical records
• An external auditor might have ReadOnly permission to review records without modifying anything
• A veterinary practice owner might have Administrative permission to manage users and system settings

Permission levels are not about trust. They are about matching capabilities to responsibilities.

The Five Permission Levels

Kora uses five permission levels, arranged from least to most capability:

1. ReadOnly

What you can do:

• View animal records - See animals, their histories, locations, and health records
• Read observations and treatments - Review what has been documented
• Access reports and analytics - View dashboards and generated reports
• Export data - Download information for external use (where authorised)

What you cannot do:

• Create new records - No adding animals, observations, or treatments
• Modify existing data - Cannot edit or update any information
• Delete anything - No removal of records
• Change system settings - No administrative functions

When this level makes sense:

• Auditors and inspectors reviewing compliance without modifying records
• Regulatory authorities viewing anonymised aggregate data
• Students learning from real animal data without risk of accidental changes
• External consultants reviewing operations before providing recommendations
• Temporary access for specific review purposes

Example scenario: An agricultural researcher has been granted ReadOnly access to a farm's breeding records to analyse genetic trends for a study. They can view complete breeding histories, export data for statistical analysis, and generate reports. They cannot modify the farm's actual records.

2. Basic

What you can do:

• Everything in ReadOnly (view, access reports, export)
• Create new observations - Record what you see during animal checks
• Create new tasks - Add work items for yourself or others
• Record basic events - Document daily activities and routine care
• Add notes and comments - Contribute information to existing records

What you cannot do:

• Create or delete animals - Cannot add new animals to the system or remove them
• Modify critical records - Limited ability to edit historical data
• Administer treatments - Can observe and report, but not record medical interventions
• Delete records - Cannot remove historical information
• Change system settings - No administrative functions

When this level makes sense:

• Seasonal workers helping with daily animal monitoring
• Volunteers at rescue centres recording observations
• Community Animal Health Workers identifying issues for professional follow-up
• Field assistants conducting wildlife surveys
• Interns and trainees learning systems with limited modification ability

Example scenario: A seasonal farm worker conducts daily health checks on cattle. They record observations about eating behaviour, physical condition, and any concerns noticed. They create tasks flagging animals that need veterinary attention. They can view the farm's complete animal records to understand each animal's history. They cannot record treatments, delete animals, or modify past records.

3. Standard

What you can do:

• Everything in Basic (view, create observations, create tasks)
• Full animal management - Create new animal records, update information, record movements
• Record treatments - Document medications and medical interventions
• Manage locations - Create and modify paddocks, enclosures, subdivisions
• Update mob information - Manage group populations and demographics
• Complete workflows - Execute routine operations from start to finish
• Manage biosecurity - Record quarantine, visitor logs, biosecurity events
• Generate certificates - Create health certificates and compliance documents

What you cannot do:

• Delete animals with history - Cannot remove animals that have significant historical records
• Modify other users' critical data - Restricted changes to veterinary observations or regulatory records
• Access system administration - Cannot manage users or system-wide settings
• Override regulatory restrictions - Cannot bypass compliance workflows

When this level makes sense:

• Farm managers running daily operations
• Zoo animal care staff managing collections
• Wildlife technicians conducting field monitoring
• Paraprofessionals implementing care programmes
• Conservation coordinators managing breeding programmes
• Most regular users handling typical animal management responsibilities

Example scenario: A farm manager has full responsibility for a dairy operation. They create records for newborn calves. They move animals between paddocks. They record treatments following veterinary prescriptions. They update weights and production data. They manage the farm's task list. They generate health certificates for cattle sales. They run the operation day-to-day with complete animal management capability.

4. Advanced

What you can do:

• Everything in Standard (full animal management, treatments, locations, workflows)
• Delete records with justification - Remove historical data when necessary with documented reasons
• Override certain validations - Bypass standard restrictions when professionally justified
• Access specialised features - Conservation genetics, studbook management, advanced analytics
• Cross-organisational coordination - Manage animals across multiple properties (when authorised)
• Configure feature settings - Adjust some system behaviours for your organisation
• Manage team members' access - Grant or restrict access within your organisation
• Advanced reporting - Create custom reports and complex data exports

What you cannot do:

• System-wide administration - Cannot manage the entire Kora installation
• Modify other organisations' data - Access boundaries still apply (except veterinarians)
• Change security settings - Cannot adjust authentication or permission frameworks
• Override critical compliance rules - Regulatory safeguards remain enforced

When this level makes sense:

• Farm owners with complete operational authority
• Veterinarians providing professional clinical services
• Conservation programme directors coordinating multi-site breeding programmes
• Wildlife managers overseeing protected areas
• Zoo curators managing species collections
• NGO project leaders running conservation initiatives

Example scenario: A conservation NGO director coordinates an international breeding programme for endangered black rhinos across eight partner institutions. They have Advanced permission to access records across all participating facilities. They make breeding recommendations. They manage the international studbook. They generate genetic diversity reports. They document CITES transfers. They coordinate with partners across countries. They can delete obsolete records. They override standard restrictions when scientifically justified. They configure programme-specific settings.

5. Administrative

What you can do:

• Everything in Advanced (full animal management, deletions, specialised features, coordination)
• User management - Create user accounts, assign user types, adjust permissions
• System configuration - Enable/disable features, set regional requirements, configure workflows
• Feature flag control - Turn specific features on or off for users or user types
• Data oversight - Access all data across the system (where legally permitted)
• Security settings - Manage authentication, permissions, access controls
• System maintenance - Backup data, review logs, monitor system health
• Permission customisation - Fine-tune access for specific users beyond standard levels

What you cannot do:

• Bypass audit trails - All actions are still logged
• Override legal restrictions - Privacy laws and regulations still apply
• Access encrypted sensitive data - Some protected information remains restricted

When this level makes sense:

• System administrators (SuperUsers) managing Kora installations
• IT managers responsible for organisational data systems
• Practice owners managing veterinary clinic systems
• Organisation directors with full operational and data responsibility

Example scenario: A veterinary practice owner manages the clinic's Kora installation. They create accounts for new veterinarians joining the practice. They assign appropriate user types and permissions. They configure which features each role can access. They enable region-specific regulatory requirements. They review system logs when investigating issues. They adjust permissions when staff responsibilities change. They have complete control over the system while remaining accountable through audit trails.

How Permission Levels Work in Practice

Permission Levels Build on Each Other

Each level includes everything from the levels below it:

• Basic includes ReadOnly + creation capabilities
• Standard includes Basic + full animal management
• Advanced includes Standard + deletions and specialised features
• Administrative includes Advanced + system configuration

You do not have multiple permission levels. You have one level that determines the full scope of what you can do.

Default Permission Levels by User Type

User types come with recommended default permission levels, though administrators can adjust these:

These are guidelines, not restrictions. A small hobby farmer might have Basic permissions. A large commercial farm owner would have Advanced or Administrative permissions.

Feature-Specific Permissions

Beyond the overall permission level, administrators can enable or disable specific features:

• Biosecurity features - Quarantine, visitor management, outbreak tracking
• Inventory management - Supply tracking, medication inventory
• Studbook and genetics - Conservation breeding programme tools
• Sustainability features - Environmental impact, carbon footprint
• AMR tracking - Antimicrobial resistance monitoring
• Apiary management - Beekeeping-specific features
• Advanced mapping - GPS tracking, territory visualisation

A user with Standard permissions might have biosecurity features enabled but not studbook management. This reflects their actual work responsibilities.

Country-Specific Regulatory Requirements

Some features and permissions adapt based on your country:

• Australia might require NLIS compliance features
• European Union might enforce TRACES integration
• Kenya might enable specific wildlife regulatory workflows
• United States might require USDA APHIS documentation

Your system administrator configures these based on your region.

Checking Your Permission Level

To understand what you can do in Kora:

1. Try the action - The system will prevent unauthorised actions and explain why
2. Look for disabled features - Greyed-out buttons or hidden menu items indicate insufficient permissions
3. Check with your administrator - Ask what permission level you currently have
4. Review your profile - Some Kora installations show your user type and permission level in account settings

Requesting Permission Changes

If you find you need different permissions:

Explain what you are trying to accomplish:

• ❌ "I need Advanced permissions"
• ✅ "I need to delete an animal record that was entered by mistake, but the delete button is disabled"

Describe your role change:

• ❌ "Can I be an administrator?"
• ✅ "I have been promoted to farm manager and now need to manage the team's task assignments and create new animal records"

Suggest specific features:

• ❌ "I cannot do anything"
• ✅ "I need access to the inventory management feature to track our medical supplies"

Clear explanations help administrators grant appropriate permissions quickly.

Temporary Permission Elevation

For specific projects or time-limited needs, administrators can:

• Grant temporary Advanced permissions for a complex project
• Enable specific features for a short period
• Provide ReadOnly access to external auditors during inspections
• Elevate permissions for training periods, then reduce them afterward

Permissions are not permanent. They adapt as your responsibilities evolve.

Security and Accountability

Regardless of permission level:

• All actions are logged - What you do, when you did it, what changed
• Audit trails are permanent - Even administrators cannot erase the record of changes
• Access is traceable - Who viewed which animal records and when
• Veterinary access is logged - Cross-property medical record access creates accountability

Higher permission levels come with higher responsibility and greater accountability.