Roles & Permissions

External Clients

Intended Parent (IP) — The Depositor

The IP funds the escrow account and needs visibility into where their money goes.

• Access: View-only for financials
• Key questions: “What is my balance?” and “Where is my case?”
• Features: Balance overview, journey timeline, case status, milestone progress

Gestational Carrier (GC) — The Payee

The GC receives compensation and submits expense reimbursements. This is the most interaction-heavy external role.

• Access: Can submit requests and upload receipts
• Focus: Mobile-first — designed for one-handed operation
• Critical flows: Upload receipt, request lost wages, view compensation schedule
• UX considerations: Large touch targets, simple forms, camera-first uploads

Egg Donor — The Payee (Short-Term)

Egg donors have limited, time-boxed access for specific reimbursement cycles.

• Access: Strictly limited to their reimbursement cycle
• Focus: Mobile-first
• Critical flows: Fast receipt upload, confirm appointments, view payment status

Agency — The Case Manager

Agencies manage multiple surrogacy cases simultaneously (often 50+).

• Access: Multi-case view with bulk operations
• Features: Quick-switch between cases, alerts, communication hub

Internal Staff

Contracts Team

• PDF viewer for contract review
• Data entry for contract terms and allowances

Payments Team

• Disbursement request (DR) queue sorted by urgency
• Approve/reject workflow with notes
• Batch processing for ACH

Legal Team

• Audit trails for compliance
• Contract amendment workflows

Credit Card Team

• Receipt matching against card statements

Accounting Team

• General ledger views
• Reconciliation tools

Super Admins

• System-wide metrics and risk alerts
• Audit logs
• Override capabilities for edge cases

Role-Based Filtering

In the admin portal, the role determines what’s visible:

• Management — sees all conversations across all teams, all tabs, full team dashboard
• Team members — see only conversations assigned to their team
• My Inbox — shows only conversations where the user is the assigned responder

Tab counts and conversation lists automatically adjust based on the logged-in user’s role.