Your role

Everyone who signs in to Kila has one or more roles. A role decides what Kila opens when you sign in, what is in your menu, what you can do, and how much you can approve on your own. The owner gives each person their roles under Administration › Users and roles. Someone with two roles gets the higher of each approval limit.

Choose your role below. Every business has the first group; the others belong to one kind of business. To see what your business calls things, choose your business at the top of the page.

See How roles and permissions work and Add a user.

Every business

• OwnerYou see the whole business, decide what other people send for approval and choose who does what. No approval limit applies to you.
• AdministratorYou set Kila up for everyone else. The users and their roles, the branches, tills and devices, the settings and the integrations are yours.
• General managerYou run the business day to day across every branch. You compare the branches, decide what they send up within your limits, and keep the stock, buying and money moving.
• Branch managerYou run one branch. Its tills, shifts, stock and staff are yours, and you approve what your cashiers and storekeepers cannot, up to your own limits.
• CashierYour day on the till, from opening your shift to closing it, what you can do on your own and what needs a manager.
• Sales representativeYou build quotations and orders for your customers, sell at the till when you need to, and give discounts within your limit.
• Inventory managerYou keep the stock right in every branch. You count it, approve the adjustments others make, deal with expiring and returned goods, and say what needs buying.
• StorekeeperYou receive deliveries, move and count the stock, and record what is damaged or lost. Every adjustment you record waits for someone to approve it.
• Procurement officerYou buy from suppliers. You turn what the branches need into purchase orders, follow them until they arrive and check the suppliers' invoices against them.
• AccountantYou keep the books. You confirm the money against the statements, approve and pay expenses, prepare payroll and close each month.
• Credit officerYou give customers credit and get it back. You set their limits, write instalment agreements within your limit, and work the list of who owes what.
• Service managerYou run the service side of the business. The jobs or bookings, the people who do them, their leave and attendance, and the work waiting at each stage are yours.
• AuditorYou read every record in the business, from the tills to the books and the audit log, and change nothing.
• TechnicianYour day on My jobs, on your phone, starting the clock, sending findings, asking for parts and marking the work done, and what needs someone else.

Shops

How Kila works for this kind of business: Shops.

• Till supervisorYou run the tills on the floor. You watch the drawers, review shifts and counts, and approve the cashiers' discounts and refunds within your limits.
• ButcherYour day in the cutting room, at the till and in the cold room. Break carcasses down, sell by weight, read the cold room and weigh out the waste, and know what needs the shop manager.
• Pump attendantSell fuel on your own shift from your own phone, on the till or the forecourt device, at the pump price. A supervisor cashes you up from your meters.
• Forecourt supervisorRun the forecourt on your shift. Open the attendants' shifts and cash them up from the meters, receive their drops, dip the tanks and receive the tankers.
• Station managerRun the station. Set the pump prices against EPRA's maximum, review the dips and the tankers, decide the attendants' shortages, keep the fleet accounts and read the forecourt reports.
• Fleet and credit controllerKeep the fleet accounts. Add each vehicle with its fleet card, drivers and limits, give each account its monthly statement by vehicle, and follow what the accounts owe.
• Car wash attendantSell the car washes on your own shift at the car wash till, from the till's Car wash tab. No discounts or refunds.
• PharmacistYour day as the pharmacist on duty, from signing on to signing off. You approve what the tills ask for, dispense with the patient's record and keep the controlled drugs right.
• Pharmaceutical technologistYour day as a pharmaceutical technologist. You go on duty at your branch, approve the medicines the tills ask for, dispense and keep the register, as a pharmacist does.
• Dispensing assistantYour day at the dispensary till, from opening your shift to closing it. You sell over the counter and prepare prescriptions; a pharmacist approves what needs one.
• Claims clerkYour day billing SHA, insurers and schemes. You gather the bills into claims, record how they went, answer the payers' queries and follow each claim until it is paid.
• Agro-dealer in chargeYour day as the certified agro-dealer at an agrovet. You sell and advise at the counter, record the buyer of every restricted product, redeem subsidy vouchers and count stock.
• Animal health officerYour day as an agrovet's animal health officer. You sell prescription-only veterinary medicines on a vet's prescription, sell your services such as vaccination and AI at the till, and advise farmers.
• Field or extension officerYour work as an agrovet's field officer. You visit farmers, keep the farmer register and the advice records, and follow up their credit and the co-operatives' check-offs. You have no till.

Wholesale and distribution

How Kila works for this kind of business: Wholesale and distribution.

• Order desk clerkYour day at a wholesaler's order desk, taking customers' orders by phone and WhatsApp at their own prices and pack sizes, and taking in returns and empties at the depot.
• Sales repYour day on the road with a van and a beat, visiting the shops on your phone, selling from the van, taking orders for delivery, and bringing back returns and empties.
• Sales managerYou run the sales team at a distributor, setting the reps' beats and targets, running the principals' trade schemes and deciding orders over the credit limit within your own.
• Area supervisorYou supervise the reps at a distributor, closing each van's day, deciding stock differences on the vans and following how the beats are covered.
• Principals and claims officerYou keep a distributor's principals' records, claiming back their schemes, price differences and expired or damaged goods, and following each claim until the credit note or payment comes in.
• DriverYour day driving a distributor's truck, delivering each stop on your phone with the shop's signature and GRN, taking the money, and handing in at the depot.
• Cash officeYour day in a distributor's cash office, counting in the drivers' money and settling their trips, and selling at the cash-and-carry counter.
• MerchandiserYour day keeping products right on the shelf. At a distributor you check the principals' must-sell lines in the outlets; in a shop you keep products, prices and shelf labels up to date.
• Credit controllerThe credit controller keeps customers within their credit and collects what is owed. At a professional firm, the role invoices the approved bills and collects withholding tax certificates.

Restaurants and bars

How Kila works for this kind of business: Restaurants and bars.

• WaiterYour shift on Kila Floor, on your own phone. Seat guests, send their rounds, run the food and print the bill; the cashier takes the payment, and a floor supervisor clears you at the end.
• BartenderServe at the bar from Kila Floor on your phone and the bar's till. Run tabs, count the bar when your shift opens and closes, and close your own till shift.
• HostWork the host stand, with tonight's tables, the parties arriving and the waitlist. Book tables ahead, tell a waiting party when their table is ready, and seat them, which opens their bill.
• Floor supervisorRun the floor during service and close it at night. Move bills between waiters, fire courses, approve discounts within your limit, and clear each waiter once nothing of theirs is open.
• Head chefRun the kitchen from the kitchen display and the pass, keep each dish's recipe card and plate cost against the food cost target, and keep the 86 list.
• KitchenWork the kitchen display. Start each ticket, bump its items as they are done, send them out, and switch a dish off for the day when it runs out.
• DoorCount people in and out at the door against the venue's capacity, with tonight's headcount and the door's takings on one page.

Hotels, lodges and guest houses

How Kila works for this kind of business: Hotels, lodges and guest houses.

• Front officeYour day at a hotel's front desk, from the arrivals to the departures, with the money you take on your own shift, and what needs the front office manager.
• Front office managerYou run the front desk of a hotel. The desk's work, plus agreeing rates, decisions on discounts and refunds, rooms out of order, the night audit, the shifts and the hotel reports.
• ReservationsYou take and change a hotel's reservations, groups and company bookings from the rooms free and their prices, and send quotations. The front desk gives the rooms and takes the money.
• Night auditorYou keep a hotel's desk at night, go through the night audit's checks, close the hotel day and print the audit pack, and review the shifts.
• Executive housekeeperYou run a hotel's housekeeping. Make the day's tasks, give the rooms to the attendants, inspect their work, follow what they found and the faults, and take rooms out of order.
• Room attendantYou clean a hotel's rooms from the list on your phone. Start each room and mark it done, post the minibar, log what you find and report faults.
• Maintenance technician (hotel)You fix the faults in a hotel's rooms and building from the work orders on your phone. Take a job, start it, close it with what was done, and report the faults you find.
• Events coordinatorYou book a hotel's conferences and events, keep the function diary and the banquet event orders, and invoice the organisers.
• Credit controller (hotel)You look after a hotel's company accounts. See what each company, organiser and agent owes by age, collect it, pay the agents their commission and see the levy returns.
• Food and drink cashierYou sell and settle the bills at a hotel's restaurant or bar on your own shift, and charge a guest's bill to their room.

Salons, spas and venues

How Kila works for this kind of business: Salons, spas and venues.

• ReceptionistYou run the front desk of a salon, spa or venue. You book clients, check them in, take walk-ins and take the payment at the till. Refunds go to a manager.
• StylistYou see your own day on your phone, with your clients and what to know before each one, write notes on their cards and see what you earned. The front desk books and charges.
• TherapistYou see your own day on your phone, with each client's preferences, the room and what to know before the treatment, write notes on their cards and see what you earned.
• Salon managerYou run the floor of a salon or spa. The diary, walk-ins, the waitlist, deposits and no-shows, chair renters' rent and settlements, and messages to clients who agreed. Settings and users stay with the owner.
• Chair renterYou are a self-employed stylist renting a chair. You see your own day, bookings and client notes, and what is held for you after your rent. Nobody else's clients, takings or prices.
• Events coordinator at a venueYou quote events, hold the spaces, take the deposits and confirm the bookings at an events venue, plan each event and charge it at the end. Refunds go to a manager.

Gyms and studios

How Kila works for this kind of business: Gyms and studios.

• Front deskYou check members in, sign them up with the waiver, sell passes and packs, take membership payments and book classes, on your own till shift. Refunds, ending freezes and cancelling without notice need a manager.
• Gym managerYou run the gym. The plans and prices, the timetable, freezes and cancellations, the trainers, doors and lockers, the shifts to confirm and the reports are yours.
• Membership consultantYou show people round, sign them up and sell memberships, passes and packs, and call the members who have not been in lately. Refunds and cancelling without notice need a manager.
• TrainerYou take the classes and the personal training. Your week, the attendance at your classes, your clients' sessions and assessments, and the health answers of the members you train are yours. The front desk checks members in.

Jobs and repair

How Kila works for this kind of business: Jobs and repair.

• Counter attendantYour day at a laundry's counter, tagging each garment in, taking payment and handing bagged orders back, and what needs a manager.
• Insurance claims clerkYour day on Insurance claims at a garage, following each insurer's claims through the assessment and the authority to repair to what the insurer owes.
• Parts clerkYour day on the Parts desk, issuing what the bench asks for, ordering parts for jobs, and recording what became of the old parts.
• Quality controllerYour day on Quality checks, testing finished work and passing it, so the customer is told it is ready, or failing it back to the technician with the reason.
• Service advisorYour day at the front counter of a workshop, taking work in, getting estimates approved, calling customers and handing jobs over, and what needs a manager.
• Site supervisorYour day on the Day board, booking site visits for the crews, following them on site, and checking the work with the customer before hand-over.
• Workshop controllerYour day running the workshop floor from the job board, giving jobs and bays to the mechanics and watching their load.
• Event coordinator (catering)A caterer's event coordinator takes event bookings, quotes menus, takes deposits and runs the production list. Not the hotel's events coordinator.

Professional services

How Kila works for this kind of business: Professional services.

• Engagement partnerA partner at an accounting firm sees every engagement, approves the month's bills, signs off returns and clears client identification.
• Engagement managerThe engagement manager runs the engagements day to day, reviews returns before they are filed, drafts the month's bills and watches the team's utilisation.
• AssociateAn associate in audit, tax or advisory works the engagements on their team, prepares returns, ticks off tasks and records their time, starting each day on My day.
• Bookkeeping and payroll accountantThe bookkeeper keeps retainer clients' books and payrolls, and logs the hours against each retainer, starting each day on My day.
• Trainee accountantA trainee works on fieldwork and returns under a senior, with their own tasks and time on My day, and no fees or invoices.
• Practice administrator or receptionistThe receptionist keeps the registry of post and files in and out, records new clients and their identification, and sends client requests.
• Property managerThe property manager runs the properties for their landlords, from the rent and the tenancies to maintenance and the landlords' payouts, starting each day on the Property desk.
• CaretakerThe caretaker reports and closes maintenance requests at the properties, from a phone, and never sees rent or money.
• Accounts (law firm)Your work in a law firm's accounts: the client account, payments out released at the bank, receipts, office books and reconciliations.
• AdvocateYour work as an advocate at a law firm: your matters, your time, the court diary, documents and client money requests, and what waits for a partner.
• Compliance officer (AML)Your work as a law firm's compliance officer: client identification and risk ratings, conflict reviews, and the firm's compliance in one place.
• Court clerkYour work as a law firm's court clerk: the court diary for every advocate, the outcomes and next dates, and the filing costs.
• IT and systems administratorYour work as a law firm's IT administrator: the firm's offices and settings and the audit trail, without client matters, documents or money.
• ParalegalYour work as a paralegal at a law firm: the matters on your team, documents, the diary and your own time.
• PartnerYour work as a partner at a law firm: what you see when you sign in, the decisions that wait for you, and what the role can do.
• Practice managerYour work as a law firm's practice manager: the firm's dashboards, its configuration, workloads, office expenses and the compliance calendar.
• PupilYour work as a pupil at a law firm: the matters on your team, your time, drafts and the diary, with your messages to clients approved before they go.
• Secretary or receptionistYour work at a law firm's front desk: new enquiries, the conflict search, the client's identification and the diary.
• Project leadThe project lead at a consultancy, agency or IT firm runs projects and retainers: the team, the budget and scope, the retainer hours and the month's bills.
• ConsultantA consultant at a consultancy, agency or IT firm works on the projects on their team: their tasks, client requests, and their own time and expenses.

Health care

How Kila works for this kind of business: Health care.

• DoctorYour day as a doctor at a clinic, from calling the next patient to signing your notes. You see the patients in your care, order their tests, prescribe, and read the results the lab releases.
• Clinical officerYour day as a clinical officer at a clinic. You call your patients, see them, order their tests, prescribe and read their results, on the same screens as a doctor.
• DentistYour day as a dentist at a clinic or dental practice. You call your patients to the chair, write their notes and diagnoses, and plan their treatment by tooth and phase.
• Dental assistantYour day as a dental assistant. You work chairside with the dentist, prepare the patient, and record their vital signs and history, without diagnoses or notes.
• OptometristYour day as an optometrist at an eye clinic or optical practice. You call your patients, examine their eyes, and the spectacles they need are ordered from your eye test.
• NurseYour day as a nurse at a clinic. You take each patient's vital signs at triage, send them on to a clinician, and carry out the nursing tasks the clinicians order.
• Lab technologistYour day in the clinic's lab. You take the samples, enter the results, and release them to the clinician, critical results at once.
• RadiographerYour day as a radiographer at a clinic. You take the scans ordered for your patients, report them and release them to the clinician, from the lab's worklist.
• Receptionist at a clinicYour day at a clinic's front desk. You register patients with their payer and consent, add them to the queue, check their cover, follow who is due back, and take payment when the desk bills.
• Health records officerYour day keeping a clinic's patient files. You register patients and keep their files, and compile the monthly MOH returns, with counts and no names.
• Claims officer at a clinicYour day in a clinic's claims office. You check each visit before it is claimed, batch the clean ones, send them to insurers, SHA and schemes, and record what each pays.
• OpticianYour day at an eye clinic's optical counter. You order spectacles from the eye test, follow them to the lens lab and back, hand them over, and sell at the till.
• Care coordinatorYour day coordinating home care. You plan the carers' home visits, follow them through the day, and keep the patients' files and families informed.
• CarerYour day as a carer, on your phone. You see your own home visits for the day, call the patient when you need to, and start each visit at the home.

Production

How Kila works for this kind of business: Production.

• Plant managerYou run production across the sites. Plan what to make, keep the recipes and approve their changes, and watch output, yield and cost against the standard.
• Production supervisorYou run the shift at your site. Start the planned runs, close them with what was made and scrapped, keep the shift log, and hand over to the next shift.
• OperatorYou work on a line. On the line screen you count what is made, record scrap with its reason, and stop the clock when the line stops.
• QA officerYou decide when a batch is safe to sell. Record each batch's readings, release it or reject it, keep the HACCP records and trace batches for a recall.
• Storekeeper (materials)You keep the materials and packaging at a production site. Receive and test each delivery at intake, store it by batch, and issue the materials to each run.
• Maintenance technicianYou keep the machines running. Work through your jobs on a phone, breakdowns first, and close each one with the time the machine was down and the spares used.
• Farm managerYou run the farm. Keep each field's seasons and inputs, each herd's animals and milk, and see what every field and herd has cost.
• HerdsmanYou look after the animals. Record each milking cow by cow on a phone, and the animals' treatments, services and calvings.

Schools and daycares

How Kila works for this kind of business: Schools and daycares.

• Head teacherYour day as head teacher in Kila, from School today across every class to signing off report cards, and what stays with the owner.
• Deputy head teacherYour day as deputy head (academics) in Kila, from School today to the timetable, exams, registers, passes and the sick bay, and what is not in your role.
• BursarYour day as bursar in Kila, from the fees office to billing the term, fee structures, bursaries, sponsors and the fee reports.
• Fees clerkYour day as fees clerk in Kila, from taking fees at the counter to your receipts and statements for guardians, and what goes to the bursar.
• Admissions secretaryYour day as admissions secretary in Kila, from new enquiries to admitting learners, their records and guardians, and visitors at reception.
• Class teacherYour day as class teacher in Kila, on your phone, from your class's register to marks, report card comments and your class's parents.
• TeacherYour day as a subject teacher in Kila, on your phone, from the mark sheets for your classes to the register when you take one.
• Boarding master or matronYour day as boarding master or matron in Kila, from the dormitory roll calls to passes, leave-outs and exeats, and the sick bay.
• Transport officerYour day as transport officer in Kila, from the morning and evening bus rolls to telling a route's guardians the bus is late.
• Gate or receptionYour day at the gate or reception in Kila, letting learners out and back on their passes with the adult collecting them, and keeping the visitors' log.
• School nurseYour day as school nurse in Kila, from the sick bay visits and medication given to telling guardians when a child is sent home or referred.
• CaregiverYour day as a caregiver in Kila, checking the children of your room in and out to the adults allowed to collect them, and keeping their day sheet.

Logistics and field

How Kila works for this kind of business: Logistics and field.

• DispatcherYou turn bookings into journeys. Give each booking a vehicle and a driver, plan the riders' runs, send them out and follow them until they are delivered.
• DriverYour own runs and trips on your phone. Start them, deliver each one with its proof, collect any cash on delivery, and record why a delivery could not be made.
• Booking clerkYou run the counter. Book parcels and trips, quote by weight, take the payment, print the waybill and labels, and answer "where is my parcel?".
• Hub clerkYou scan parcels in and out of the depot at every handover, and send the parcels for other depots on sealed manifests, or receive theirs. No money.
• COD cashierYou count the riders' cash on delivery in after each run, and prepare what is owed to each merchant for a second person to approve. No rates or settings.
• Fleet officerYou keep the vehicles on the road, with their papers, their running costs and their status, and at a hire business the cars returned for checking. No bookings or money.
• Rental desk agentYou run the hire desk. Book hires on the calendar, hand cars and items over with the checklist and the deposit, and take them back with any late and damage charges.
• Delivery officerKila's standard role for drivers who deliver. At a logistics business, your trips are under Bookings and dispatch, on your phone, from start to delivered.
• Warehouse clerkA warehousing business's warehouse clerk receives and dispatches clients' goods and keeps the warehouse bins, and handles no money.