Step by step
Create a custom role
Make a role with exactly the permissions and approval limits a job needs, starting from the role closest to it, then give it to people.
When no role fits a job, make your own. Start from the closest role, so it already has most of what the person needs, then add or take away permissions. Here a cashier who also voids sales and approves small refunds becomes a Senior cashier.
Tap Clone on the closest role
On Users and roles, open Roles and permissions and tap Clone on the role, here Cashier. To start from nothing, tap New role instead.
Name the role and say what it is for
Kila calls the copy Cashier (copy). Type the Role name, such as Senior cashier, and a Description: people see it when they choose a role for someone.
Tick the permissions to add, untick the ones to take away
Each group says how many of its permissions are on, and Select group or Clear group changes a whole group. Here Void sales and Approve refunds are added.
Set its approval limits
Under Approval limits, type the most someone with this role approves on their own: here Refunds up to KES 2,000 and Discounts up to 10%. Leave a limit empty for none.
Tap Create role
Kila says Role Senior cashier created: “Give it to people from their profile in Users.” The role page now says Custom role.
Give it to someone
Open the person’s profile under Users. Next to Roles and where they apply, tap Change, choose the role and where it applies, then tap Save access. Kila says Access updated: “Grace Wambui sees the change on their next screen.”
Their Effective access on the profile shows the new permissions and limits straight away. Changing a custom role later works the same way: open it, change it and tap Save changes; everyone holding it gets the new access straight away.
Some permissions are greyed out
Link to this section: Some permissions are greyed outNeeds a manager
“You can only grant permissions and limits you hold yourself. The others are shown greyed out.” An administrator sees their own limit under each approval limit; an owner can grant anything.
You no longer need the role
Link to this section: You no longer need the roleOpen it and tap Delete. While someone holds it, Delete stays grey: “Move everyone to another role first.” Kila then asks Delete Senior cashier?: “Nobody holds it, so no one loses access. The change is kept in the audit log.” Tap Delete role.
You change a role made for your kind of business
Link to this section: You change a role made for your kind of businessTill supervisor and Merchandiser in a shop are Kila’s sector roles: once you change one, Kila stops updating it and it shows Sector role, edited. Deleting one stops Kila adding it again.
- How roles and permissions work: standard, sector and custom roles.
- Set approval limits for a role: a standard role’s limits.
- Add a user: give the role to someone new.
Next: check the person’s Effective access on their profile.