Step by step
Add a user
Give someone their own sign-in to your business. Choose their role and where it applies, and Kila emails them a link to choose their own password.
Steps differ for pharmacies.
Everyone who works in Kila signs in as themselves, so every sale, count and approval carries their name. Add each person once, with the role that matches their job. Nobody at the business sets or sees their password: Kila emails them.
Open Users and roles, then tap Add user
The Users tab lists everyone who can sign in to the business. The Users card shows how many your plan covers and how many are left.
Enter their full name and email
They sign in with this email. Phone, Job title, Employee number and Home branch are optional; the home branch is “Where their till and screens open by default.”
Steps 2 to 5 on one screen. Choose their role
Kila starts on Cashier and says what each role is for under it, such as “Sells at the till and runs their own shift.” The list has Kila’s Standard roles, the roles for your kind of business and any Custom roles you made. See How roles and permissions work.
Choose where the role applies
“Each role can cover the whole business, one legal entity, one branch, or one till.” Choose Every branch, Only one branch, or Only till and the till’s code: a person on one till sells only on that till. With more than one legal entity, Every branch of an entity is there too. For a second role, tap Add another role.
Tap Add user
The button stays grey until the name, a full email and a role are in. Kila says what is missing, such as To add them, enter their full name and a full email address.
Read the confirmation, then tap Done
Kila says the person is invited, such as Grace Wambui invited, and where the email went. They open it and choose their own password; that also accepts your invitation. “Until then they show as Invited and cannot use this business.” Done opens their profile.
Their profile says Waiting for them to choose a password until they do, and Invited shows next to their name. The list keeps them under Invited until then. An invited person counts towards your plan’s users.
Good to know
Someone who already has a Kila account, for example from another business, gets an invitation to accept instead and keeps their own password. Either way, they can use your business only once they have answered the email.
For your business
Link to this section: For your businessFor pharmacies
A pharmacist’s or pharmaceutical technologist’s PPB registration number is recorded under Users: Kila needs it before they can sign on duty. See Sign on duty.
Steps differ for pharmacies. Nothing here differs for your business, .
They did not get the email
Link to this section: They did not get the emailOpen their profile and tap Send invitation again. Kila says Invitation sent again: “Their earlier link no longer works.” Check the email address under their name first: if it is wrong, withdraw the invitation and add them again with the right one.
You add someone twice
Link to this section: You add someone twiceOpen their profile from the Invited list instead.
Your plan’s users are all in use
Link to this section: Your plan’s users are all in useThe number is your plan’s. Remove someone who has left, or withdraw an invitation that is not needed: see Suspend or remove a user. For more users, see Your plan and billing.
Needs a manager
Adding people needs the right to manage users, which owners and administrators have. Only an owner adds another owner. Nobody can give someone access they do not hold themselves, owners excepted: Kila says “You cannot grant access you do not hold yourself” and names what is missing.
- Join your team’s workspace: what the new person does with Kila’s email.
- Add your staff and choose their roles: your first staff, when you set up Kila.
- How roles and permissions work: which role to choose.
- Suspend or remove a user: when someone leaves.
Next: when they have chosen their password, their profile shows Active and their last sign-in. Check what they can do under Effective access on their profile.