Once it is running · 4 minute read
Adding staff, and what each role can reach
How to let somebody in, what each role sees, and what to do when they leave.
Everybody in the shop should have their own login. Do not share yours. When everyone signs in under one name, you can never separate who did what afterwards, and the whole shop is inside arm's reach of everybody in it.
Letting somebody in
Send an invitation from the team or staff screen. It needs a name, a number and a role. They get a link and set their own password — you never hand out a password, and you never need to know theirs.
The roles
- Owner — everything. Money, reports, billing, adding and removing staff. For the person whose money it is.
- Manager — everything needed to run the shop. Sales, stock, purchasing, credit, reports. Not billing, not staff.
- Salesperson — the counter, customers, and their own day's figures. Not gross profit, not cost prices, not the owner's reports.
- Accountant — money, expenses, VAT and reports. No reason to touch the selling screens.
When in doubt, start smaller. If somebody needs more they will say so, and widening it takes a minute. The other direction — giving everybody everything and pulling it back after something goes wrong — does not work.
About cost prices
The salesperson role cannot see cost prices or margin, deliberately. Most owners would rather not have what they paid for every line known to everyone on the counter. If you do want somebody to see it, make them a manager.
Who did what
The staff activity screen records it: who rang up which bill, who changed a price, who processed a return, who closed the day. It is not there to make you suspicious of your staff. Most of the time it gets used the ordinary way — "who rang this one up, let me ask them" — which is just running a shop.
Price changes and returns are the two worth glancing at, because those are the two doors money usually leaves a shop through quietly.
When somebody leaves
Do not delete their account — deactivate it. Deleting takes the name off every bill they ever rang up, so opening an old bill six months later shows nobody at all. Deactivating stops them signing in and leaves the history intact.
Do it on their last day, not the following week.
This screen works the same way in every application, so this guide is written once for all of them.
Try it before you do it for real
Open a demo workspace already carrying months of trading and follow the steps there. Nothing you do in it touches your own shop.
Open the demo