Five Roles, One Pipeline: Structuring Your Team in Replyk

When everyone can do everything, mistakes follow

Small COD operations usually start with one shared login. It works at first — one person does everything anyway. Then a cousin helps with packing, a friend handles deliveries for a week, someone is hired for order processing, and suddenly five people share one account with full access to pricing, billing, customer data, and business settings.

The risk is rarely malice. It is accidents: a packer who edits a price while looking up a product, a temporary helper who still has full access months after leaving, a customer phone number shared further than it should have been. As the team grows, "everyone sees everything" stops being convenient and starts being a liability — operationally and with respect to customer trust.

The five roles

Replyk structures team access around five roles, ordered from broadest to narrowest. You invite a team member by email, assign a role, and can change or revoke it at any time:

• Owner — full control of the business, including billing, team management, and every setting; the role of the person who created the business
• Admin — full operational and configuration control, for a trusted partner or general manager who runs the business day to day
• Manager — runs operations: conversations, orders, products, and campaigns, without authority over the business itself
• Order processor — works the order pipeline: confirming, editing, and dispatching orders as they move toward delivery
• Assembler — sees orders only, for warehouse and packing staff who prepare shipments

The Assembler role: deliberately narrow

The narrowest role deserves the most explanation, because it solves a problem every fulfillment operation has: the people who pack boxes need to see what to pack, but they have no business reason to read customer conversations, see your product costs and negotiation floors, or browse your campaign performance.

An Assembler logs in and sees orders — the products, variants, and quantities to prepare. Nothing else. This is not about distrust of warehouse staff; it is about making the blast radius of any single account as small as the job allows. If a phone with an Assembler session is lost in the warehouse, what is exposed is a packing list, not your customer base.

One wallet, clear ownership

AI usage in Replyk is funded from the business wallet, which belongs to the owner. Team members work with the Agent every day — reviewing its conversations, testing it in the Playground, processing the orders it confirms — without ever touching billing. There is no scenario where a manager's experiment or an order processor's busy day creates a payment surprise the owner did not control.

This separation keeps the financial side of the platform exactly where it should be: visible to and managed by the person accountable for it. The owner sees usage, sets the budget by topping up the wallet, and decides the plan. Everyone else simply does their job.

Patterns that work in practice

A solo operator needs no structure — the owner account is the whole team, and that is fine. The roles start paying for themselves with the first hire: make your first employee an Order Processor rather than sharing your login, and you have solved the access problem before it exists.

A typical five-person operation looks like this: the founder as Owner, a trusted second as Admin or Manager, one or two Order Processors working the confirmation-to-dispatch pipeline, and warehouse staff as Assemblers. Each person sees a dashboard shaped like their actual job. And when someone leaves, removing them is one click — not a password change that disrupts everyone else.

Access is an operations feature, not a security checkbox

It is tempting to treat permissions as compliance hygiene — something you configure once and forget. In practice, well-assigned roles change how a team works day to day. People move faster inside an interface that contains only their work. Handoffs are cleaner when the order pipeline is visibly owned by the people processing it. New hires onboard in an afternoon because their account shows them their job and nothing else.

If your team is still sharing one login, the migration takes minutes: invite each person, assign the role that matches what they already do, and retire the shared password. It is one of the rare operational improvements that costs nothing and starts working the same day.

Frequently Asked Questions

What are the five roles in Replyk? Owner, Admin, Manager, Order Processor, and Assembler, in descending order of access.

What can an Assembler do? The Assembler role is deliberately narrow — it is order-only, with no access to settings, billing, or customer conversations.

Who pays for AI usage on the team? AI usage draws from a single business wallet owned by the business owner, regardless of which team member triggers it.