How roles and permissions work

A role bundles permissions, the things a person may do (sell at the till, approve refunds, see reports), with approval limits, the most they may approve on their own. You give people roles, and each role covers the whole business, one legal entity, one branch or one till. Kila shows and allows each person only what their roles give them.

Three kinds of role

On Users and roles, the Roles and permissions tab lists them in three groups: “Roles bundle permissions and approval limits. Give people roles, each for every branch or just one.”

1. Roles for your kind of business, such as Shop roles: “Roles for your kind of business, from your business profile. Kila keeps them up to date until you edit one; deleting one stops Kila adding it again.” A shop gets Till supervisor and Merchandiser.
2. Custom roles: “Made for this business. Edit their permissions and limits freely.” See Create a custom role.
3. Standard roles: “Kila keeps these permission sets current. You can change their approval limits.”

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The standard roles

Every business has these. Their permissions are Kila’s; change their approval limits, or clone one to make a role with different permissions.

Role	What Kila says it is for
Owner	Full access to the business, including billing.
Administrator	Manages users, branches and settings.
General manager	Runs operations across every branch.
Branch manager	Runs one branch: tills, stock and staff.
Cashier	Sells at the till and runs their own shift.
Sales representative	Builds quotations and orders for customers.
Inventory manager	Owns stock accuracy across branches.
Storekeeper	Receives, moves and counts stock.
Procurement officer	Buys from suppliers.
Accountant	Keeps the books, reconciles and pays.
Credit officer	Originates and services credit agreements.
Service manager	Runs bookings, job cards and service staff.
Technician	Delivers services and works on assigned jobs.
Delivery officer	Delivers orders to customers.
Auditor	Read-only access to records and the audit log.

Good to know

The Owner role cannot be changed: “Owners can do everything, including billing, and approve any amount.” A business always keeps at least one owner.

Permissions

Open a role to see its permissions, grouped by area (General, Point of sale, Catalog and the rest), each saying what it allows, such as Sell at the till. A permission that needs a module says so, such as Needs Point of sale, or that the module is off.

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Approval limits

“The most a holder can approve on their own. Above it, a more senior approver decides.” There are limits for refunds, discounts, stock adjustments, credit agreements, purchase orders, expenses and payment runs. A cashier’s, for example:

Approval limit	Up to
Refunds	KES 0.00
Discounts	5%
Stock adjustments	KES 0.00
Credit agreements	KES 0.00

And a branch manager’s:

Approval limit	Up to
Refunds	KES 20,000.00
Discounts	15%
Stock adjustments	KES 20,000.00
Credit agreements	KES 100,000.00
Purchase orders	KES 0.00
Expenses	KES 20,000.00

A cashier who gives more than 5% off asks for approval, and someone whose limit covers it approves. To change a limit, see Set approval limits for a role.

Where a role applies

Each role someone holds covers Every branch, Only one branch, or Only till one till; with more than one legal entity, Every branch of one entity too. Someone on one till sells only on that till. Their profile sums it up under Effective access: the branches, the number of permissions their roles give and their approval limits.

Someone with two roles has everything both allow, and the higher of each approval limit.

Related

• Add a user: give someone a role.
• Create a custom role: a role with the permissions you choose.
• Set approval limits for a role: how much each role approves.
• Cashier: a cashier’s day, and what needs a manager.
• Your role: a page for every role, by kind of business.