Security and access

Konkat holds site records, rates, payments and customer details, so it is strict about who sees what. This article summarises the rules for owners and administrators. Every rule here is checked on the server, not just hidden in the screens.

Logins#

• Everyone signs in with their own email and password at /konkat. Create logins under People → New person; you set the first password and give it to the person. Konkat does not send welcome emails.
• To reset someone’s password, open them in People, type a New password and save. (The “Forgot password?” link works only if the site can send email.)
• To stop someone signing in — for example when they leave — untick Active (can sign in) on their profile. Their past entries stay on record with their name.
• The Account type (Owner or Admin) only allows creating projects and logins. It does not by itself open any project. Only an Owner can create another Owner.

Who can see a project#

A project is visible only to the people on its Team (Project setup → Team). Someone who is not on the Team does not see the project in the switcher, in Find, in reports or through the API — even if they are an Owner or Admin account, and even if they are a Frappe System Manager.

The one exception is the built-in Administrator account, which sees every project. Keep its password safe and use it only for setup.

Every project must keep at least one Owner on its Team. Only an Owner can make someone else an Owner, change an Owner’s role or remove an Owner.

What each person can do#

What a person can do comes from their role on that project. The same person can be an Engineer on one project and a Supervisor on another. The left menu, the More sheet, the + button and the buttons on each screen only show what the role allows — and the server refuses anything else with “Your role on this project doesn’t allow this.”

• Five built-in roles: Owner, Admin, Engineer, QC, Supervisor.
• Custom roles (People → Roles), such as Storekeeper, Accounts or Sales, are a set of ticks. Disabling a custom role takes away all access from people who have it.
• Three extra ticks per person on the Team: Confirms materials, Can sign off and Can correct logs.

See Roles and permissions for the full table.

Protecting the site record#

• People can edit their own daily log only on the same day. After that, and for anyone else’s entry, a change is a correction.
• Corrections and deletions of daily logs and workers sheets are limited to the project owner and people the owner ticked Can correct logs. A reason is required, and a copy of the old entry is kept in the corrections record, which nobody can edit. See Corrections.
• Once the project has started, moving plan dates records a reason (mandatory or optional, set in Project setup → Details).
• Stock movements are cancelled with a reason, not silently deleted.
• Photos are stamped Live (taken in the app’s camera) or Uploaded (from the gallery), and reports show which.

Who sees money#

Rates and values are shown only to people whose role includes Purchase orders or Payments & money. Others still see stock quantities, but not stock values or rates. Payments and the money summary need Payments & money; customer payments on bookings are shown to people with Payments & money or Sales (CRM). By default only Owner and Admin have these.

Files, API and desk#

• Photos and drawings are stored as private files. They open only for people on that project’s Team.
• All Konkat screens talk to Konkat’s own API, which checks the project and role on every request.
• Frappe’s standard desk and REST API are also limited: people can at most read records of their own projects there, and cannot create, change or delete Konkat records outside the app.
• The Konkat User role has no desk access. See Konkat and ERPNext.

Phones#

• Use an https:// address so logins and data are encrypted. See HTTPS and app install.
• The app keeps copies of recently opened screens and photos on the phone for weak signal. Sign out clears them — do this on shared or lost phones. If a phone is lost, also untick Active or change the person’s password.

A quick checklist#

1. One login per person — no shared accounts.
2. Least access — give the smallest role that does the job; use custom roles for store, accounts and sales staff.
3. Correct-logs only for a few — owner plus one trusted engineer.
4. Remove leavers the same day — untick Active and take them off every Team.
5. HTTPS and backups — encrypted address, regular backup --with-files kept off the server.

Related: Team and people · Roles and permissions · Corrections · Installing Konkat