Gather Records prototypes separate internal staff workflows from external agency workflows.
| Portal | Audience | Primary Work |
|---|
| Admin | Internal Gather staff and Master Admins | Agency oversight, billing health, refund approvals, failed charges, invoice work, service pricing, and account controls. |
| Agency | External surrogacy agency clients | Case tracking, billing history, invoices, receipts, payment methods, billing contacts, and billing preference. |
| Role | Portal | Capabilities Represented In Current Mockups |
|---|
| Master Admin | Admin | Change platform-wide service pricing, approve refunds, override free trials, and monitor agency-level billing health. |
| Admin User | Admin | View dashboards, retry failed charges, view per-agency billing, send invoices, and send payment reminders. |
| Agency Master | Agency | Manage agency settings, add or remove payment methods, manage billing contacts, and change billing preference. |
| Agency Staff | Agency | View cases, billing history, invoices, and receipts. Payment-method changes are outside this role. |
- Agency users see only their agency’s cases, charges, payment methods, billing history, and receipts.
- Admin users review cross-agency operational data.
- Master Admin actions are higher-risk because they affect refunds, free-trial overrides, and platform-wide pricing.
- The prototype does not implement real authentication, database writes, payment processing, or authorization enforcement.