Before You Build, Set the Foundation
You don’t build a new office without first deciding who gets keys to which rooms. In Luklak, you don’t build Functions without first setting up your users and defining their access rights.This is the crucial “Step 0” of any serious build. Establishing a clear governance structure from the beginning ensures your system is secure, organized, and ready to scale. Getting this right now prevents major headaches later.

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Step 1: Identify Key Roles at LAIKA

Before creating any groups or permissions, we first need to identify the distinct roles within the LAIKA organization. Each role has different responsibilities and different information needs.
  • Management (CEO, Dept. Heads): Need a high-level overview of the entire business, from sales pipeline to project profitability.
  • Salesperson: Needs to manage leads, opportunities, and client communication.
  • Project Manager: Needs to oversee a project’s entire lifecycle, including budget, timeline, and tasks.
  • Designer: Needs to work on creative tasks, submit designs for approval, and collaborate on revisions.
  • Site Manager: Needs to report on-site progress and issues from the field.
  • Accountant: Needs to create contracts, manage invoices, and track payments.

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Step 2: Create Groups for Team-Based Access

Instead of assigning permissions to individuals one by one, the best practice is to create Groups. This way, when a new employee joins, you can simply add them to the correct group to grant them all the necessary access instantly. For LAIKA, we will create the following core groups:

Management

For the CEO and department heads who require high-level administrative and viewing privileges across all functions.

Sales Team

For all salespeople. This group will be given access to the CRM Function to manage leads and opportunities.

Project Managers

A group for the PMs who orchestrate project delivery from start to finish.

Design Team

For all designers. This group will primarily work within the Project Delivery Function on creative tasks.

Site Team

For managers and staff who work on the construction site and need to file reports from the field.

Finance Team

For accountants who will manage contracts, invoices, and payments. They will need specific access to financial data.

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Step 3: Setting Up Your First Group

Let’s walk through creating the Sales Team group. The process is the same for all other groups. 
# Tutorial: Creating a User Group

## 1. Navigate to User Management
From your workspace settings, find and click on the "User Management" section.

## 2. Create the New Group
1. Go to the "Groups" tab.
2. Click "Create Group".
3. Name the group "Sales Team" and provide a brief description.
![Creating a new user group in Luklak](https://path/to/create-group-screen.png)

## 3. Add Members to the Group
1. Once the group is created, click on it to open the member management panel.
2. Click "Add Members" and select all the users who are part of the sales team.
![Adding members to the Sales Team group](https://path/to/add-members-screen.png)
* Tip: Now, instead of managing permissions for 5 individual salespeople, you only need to manage permissions for this one group.
What’s Next? The foundation is poured and the teams are organized. We are now ready to build the first specialized tool for our Sales Team: the CRM Function.