Step by step
Add your staff and choose their roles
Give each person their own sign-in and the role that fits their job, for the whole business, one branch or one till. Kila emails them a link to choose their own password.
Each person signs in with their own email, so their sales, shifts and counts stay in their name. Their role decides what they can do, and how far: a cashier gives up to 5% off, a till supervisor up to 15%.
Open Users and roles and tap Add user
Open Administration › Users and roles. Add a user: “They sign in with their email. Each role can cover the whole business or just part of it.”
Type their name and email
Type their Full name and Email. Phone, Job title, Employee number and Home branch are optional.
Choose their role
Kila starts with Cashier. Choose the role that fits the job: Kila says what each one is for under it. See the roles below.
Choose where the role applies
Every branch, one branch such as Only Kahawa West, or one till such as Only till KAH-T1, Kahawa West. To give someone a second role, tap Add another role.
Tap Add user
“Kila emails them. Someone new gets a link to choose their password; someone who already has a Kila account gets an invitation to accept and keeps their password. Nobody at the business sets or sees it”.
Tap Done
Kila says Grace Wanjiru invited, with the email it was sent to, and opens their page. “Until then they show as Invited and cannot use this business. You can send the invitation again from their profile.”
Under Users and roles, people who have not chosen their password yet are under Invited. They count towards your plan’s users from the day you add them: the box at the top says how many are left.
The roles
Link to this section: The rolesThe roles a shop uses most, with what Kila says each is for and what it may approve:
| Role | What it is for | Approves up to |
|---|---|---|
| Owner | Full access to the business, including billing. | Refunds KES 10,000,000, discounts 100% |
| Administrator | Manages users, branches and settings. | Refunds KES 500,000, discounts 50% |
| Branch manager | Runs one branch: tills, stock and staff. | Refunds KES 20,000, discounts 15% |
| Till supervisor | Runs the tills on the floor: reviews shifts and counts, approves discounts and voids within limits. No prices, settings or purchasing. | Refunds KES 5,000, discounts 15% |
| Cashier | Sells at the till and runs their own shift. | Discounts 5% |
| Storekeeper | Receives, moves and counts stock. | Nothing |
| Merchandiser | Keeps products, prices and shelf labels up to date; suggests prices below the minimum margin. No money or tills. | Nothing |
| Accountant | Keeps the books, reconciles and pays. | Refunds KES 50,000, expenses KES 300,000 |
Roles and permissions, the second tab of Users and roles, lists every role with its permissions and limits: “Roles bundle permissions and approval limits.” You can change a role’s limits, or Clone one to make your own.
They are already on the list
Link to this section: They are already on the listOpen their name under Invited and tap Send invitation again: see Join your team’s workspace.
The email is not accepted
Link to this section: The email is not acceptedType the whole address, with the part after the @.
Needs a manager
The owner and administrators add people and change their roles: an administrator “Manages users, branches and settings.”
- Join your team’s workspace: what the person you added does next.
- Cashier: a cashier’s day and what needs a manager.
- Sign in and set up two-step verification: ask owners and administrators to switch it on.
- Add a user and How roles and permissions work: the full details.
- Your role: every role, by kind of business.
Next: Add your products.