Administrator

You set Kila up for everyone else. The users and their roles, the branches, tills and devices, the settings and the integrations are yours.

Kila describes the role as “Manages users, branches and settings.” You keep Kila running for everyone else: who can sign in, what each person may do, the tills and devices, and how the business is set up.

Kila opens the home page for the whole business: “Here is how Mwangi Hardware is doing across all branches”. Where the business has more than one legal entity, choose one in Every legal entity (1); choose a branch in All branches (2). Approvals and reviews waiting (3) counts what waits across the business. Your work is under Administration, at the foot of the menu.

Grace Achieng's home page at Mwangi Hardware: Every legal entity (1) and All branches (2) at the top, and Approvals and reviews waiting (3), with sales by branch, the tills, low stock and payments waiting for confirmation.

What you look after

The people. Users and roles shows “Who can sign in to this business, what they can do and where.” Add user (1) gives someone their own sign-in: Add a user. Roles and permissions (2): “Roles bundle permissions and approval limits. Give people roles, each for every branch or just one.” See How roles and permissions work and Create a custom role. When someone leaves: Suspend or remove a user.
Security. Two-step verification (3) counts who has it on: “Owners and administrators should.” See Switch on two-step verification and Find an action in the audit log.
Branches, tills and devices: Set up your till, Approve a till device and Set up a receipt printer, drawer or scale.
Settings: “How Mwangi Hardware runs: profile, operations, controls and notifications.” See Settings, Your business profile and Data and privacy.
Connections to other systems: Integrations and API and Create an API key.

Users and roles at Mwangi Hardware: Add user (1), the tab Roles and permissions (2), and Two-step verification, 0 of 17 active users, Owners and administrators should (3), above the list of users with their roles, status and last sign-in.

What you can do

Add, change, suspend and remove users, and make roles.
Change the business’s settings, branches, tills and devices, and its integrations and API keys.
Approve requests within your limits, which are the highest after the owner’s.
Sell, buy, count stock and see the books, like a general manager.

Everything the role is allowed to do

General: View dashboard; Read every record without changing anything: every till’s shifts, everyone’s expenses, reconciliation, claims and users; Approve or reject requests
Point of sale: Sell at the till; View sales; Create quotations; Apply discounts; Override prices; Start refunds and returns; Approve refunds; Void sales; Correct the payment method on a completed sale, and approve such corrections; Open and close own shift; Review shifts and variances; Approve till devices; Open the cash drawer without a sale; Sell gift vouchers and check their balance; Give free vouchers, and void, reissue or extend vouchers (and approve these); Open bills and add orders on tables and tabs (no till shift needed); See the kitchen and bar screens; Move kitchen tickets (cooking, ready, done) and print them; Move other staff’s bills and hand them over at shift change; Book, change, seat and cancel table reservations; Switch menu items off for the day (86) and set how many are left; Take entry charges at the door and keep the headcount; Send an M-Pesa prompt for a bill at the table; Start and release card holds on bills (pre-authorisation)
Catalog: Keep recipe cards and plate costs, and record kitchen and bar waste; View products and services; Create and edit products and services; Manage prices and price lists; Suggest prices for products below the minimum margin
Pharmacy: Keep patients’ medication records: allergies, conditions, chronic medicines, repeats and owings
Agrovet: Set up subsidy programmes, claim redeemed vouchers and record check-offs
Health care: Laboratory: take samples, enter, validate and release results; MOH returns: visits by diagnosis, age and sex, and the service workload (counts, no names)
Customers: Third-party payers: eligibility checks, pre-authorisations, claim batches and remittances; View customers; Create and edit customers
Rooms and folios: Rooms and folios: see the room grid, reservations, folios and the guest register; Take and change reservations, groups and rooming lists (no room assignment, check-in or money); Assign and move rooms on reservations; Front desk: check guests in and out, post charges and take folio payments and deposits; Agree rates other than the rate plan, book past restrictions and waive cancellation charges; Housekeeping: own cleaning tasks, room status, minibar, lost and found, report faults; Assign and inspect housekeeping tasks; Maintenance: take, assign and complete work orders; Take rooms out of order and put them back; Run the night audit; Rooms, rates, restrictions, venues, channels and the booking page; Company accounts, agent contracts and commission, levy returns; Conferences and events: bookings, banquet event orders and their invoices; Hotel reports and the night audit pack
Stock: View stock; Create stock adjustments; Approve stock adjustments; Request transfers; Dispatch transfers; Receive transfers; Count stock; Approve and post stock counts; Build assemblies; Break down carcasses into cuts; Set up tots: the bottles each tot is poured from; Open bottles into tots
Warehouse: Manage bins, putaway and picking
Purchasing: View purchasing; Create requisitions; Create purchase orders; Approve purchase orders; Receive goods; Manage supplier invoices; Manage suppliers
Services: View services and bookings; Manage services and resources; Book and manage appointments; Create job cards; Assign job cards; Work on assigned job cards; Quality-check and verify finished job cards (any job); Insurance repairs: claims, assessments, authority to repair and release letters; Issue parts to any job card and order parts for jobs
Practice: See every matter, not only those on their team (restricted matters stay with their team); Keep the court diary and deadlines for every advocate and matter; Record and verify client identification (KYC) and risk ratings; Review and sign off clients’ returns before they are filed; Approve draft bills (write-downs and write-ups) before they are invoiced; Keep the registry: documents received and dispatched, and where the files are; Report, assign and close maintenance requests on managed properties
Legal practice: Hand matters and work over from one person to another; Leads, consultations and intake forms; Design and publish workflow templates; Curate the knowledge library, precedents and document templates; Fee agreements, the billing workbench, disbursements and collections; The compliance centre: policies, rules, privacy requests, incidents and practising records; The audit trail explorer; Firm-wide management dashboards and reports; Practice configuration: practice areas, matter types and fields, numbering, templates and rules; Use the AI assistant on matters they can open
Credit: View credit and agreements; Create agreements; Approve agreements; Record repayments; Restructure, waive and write off; Keep the cheque register: record, bank, clear and bounce customers’ cheques
Finance: View payments; Reconcile payments; View the books; Post manual journals; Close periods; View the fixed asset register and its custodians; Add and move fixed assets and post depreciation; Sell or write off fixed assets; View the client account: balances held per client and matter, and the client ledger; Receive client money, pay out of it and transfer fees to office against a fee note; Submit expenses; Approve and pay expenses
Cash: View cash: tills, safes, money on its way to the bank and the daily cash report; Receive drops into the safe, count the safe and pay cash out of it; Prepare banking: cash to the bank with a deposit slip; Match deposits to the bank statement or confirm them banked; Approve float top-ups and petty cash from the safe
Money: View money accounts: cash, M-Pesa and bank balances and their checks; Add money accounts, move money between them and record actual balances; Record owner put in or took out, correct balances and change where a payment came from; Record cash deposited from the till to M-Pesa or the bank after trading (own branch)
Reports: View reports; Export reports
Delivery: View deliveries; Assign and dispatch deliveries; Complete own deliveries; Book parcels at the counter: quote, take payment, print waybills and labels; Scan parcels in and out at a depot and build and receive manifests; Count riders’ cash on delivery in and prepare remittances to merchants; Keep the fleet: vehicles, their papers and status; Plan trucks’ trips, check their loads, issue gate passes, send them out and count them back in; Settle drivers’ trips: count the cash, cheques and signed notes they hand in; Take payment on delivery: cash, M-Pesa and cheques, for the order or on the customer’s account
Administration: Manage branches and tills; Manage users and roles; Manage business settings; Manage integrations and API keys; View audit log
Insights: View insights: the morning brief, stock, leaks, money owed and cash; View profit, margins, break-even and rising costs; View patterns about cashiers (refunds, voids, discounts); Manage the running costs list; Save scenarios in the scenario lab
Statements: View M-Pesa and bank statements and their analysis; Upload statements, classify and match lines and work their exceptions
Staff: View staff records, attendance and leave; Add and edit staff records, contracts and working hours; Record attendance for others and approve manual clock-ins; Record and approve leave; Record, approve, pay out and recover salary advances and staff loans; Export payroll inputs; See labour cost against sales: totals only
Payments out: View payment runs and payees; Prepare payment runs and send approved payments; Approve payment runs within the payment limit; Add payees and change their M-Pesa or bank details; Approve new payees and changed payee details
Branch operations: View checklists, audits, issues and the branch scorecard; Complete opening, closing and log checklists and report issues; Schedule and carry out branch audits; Assign, date, verify and cancel branch issues; Set up checklists, audit templates and branch operations settings
Compliance: View the compliance calendar and its documents; Add obligations, record renewals and filings, and add documents
Warranty: Look up warranties and take in warranty claims; Decide warranty claims: send to the supplier, record the outcome, accept claims out of warranty
Field sales: Sell, take orders and collect on own route and van; View vans, van days, visits and rep performance; Set up vans, reps’ routes and targets; Load vans and count them back in; Reconcile van days: cash, M-Pesa and differences; Visit outlets on own beat and record visits, without selling (merchandisers)
Distribution: View principals, trade schemes, claims and secondary sales; Set up principals, their products, price lists, terms and trade schemes; Prepare, submit and settle claims to principals; Add new outlets on the road and update an outlet’s census details; Approve or reject outlets added on the road; Take in market returns from outlets on the road, on delivery or at the depot; Receive and inspect market returns, credit outlets and dispose of damaged goods; Record empties and crates out and back, and container deposits; Check shelves at outlets: must-sell lines, facings, shelf prices, displays and photos
Academics: View classes, subjects, the timetable, attendance and results; Set up subjects, teachers, the timetable, exams, grading and promotion; Take the register for the classes they teach; Enter marks and comments for the classes and subjects they teach; Sign off report cards as head teacher and send them to guardians; Send messages to guardians of a class, a route or everyone; Sign learners out and back on passes, keep the visitors’ log and pick-up lists, check children in and out; Keep sick bay visits and medication given, and read learners’ medical notes
Fitness: Check members in at the desk and book them onto classes; Sign members up, record waivers, cards, photos and plan members, assign lockers; Set up classes and the timetable, cancel classes, waive late cancellations; Mark class attendance and record fitness assessments; Read members’ health questionnaire answers and record a doctor’s clearance (every view is logged); Set up door and turnstile devices and lockers
Production: Plan, reserve and cancel production orders; Issue materials to production orders; Record output, scrap and downtime on the shift log; Close production orders with what was made; Edit recipes, routings, QC plans and pack labels (changes wait for approval); Approve recipe versions; Record QC checks and HACCP monitoring; Release or reject held batches, start recalls and verify HACCP records; Set up the HACCP plan (critical control points and limits); See production costs, standard costs and cost variances; Keep machines, maintenance plans and work orders; Record fields and seasons, animals, treatments and milk
Fuel: Use the forecourt device: attendants sign in with their PIN, take nozzles, sell and drop cash; Open and cash up pump attendants’ shifts, record their readings and drops, and review shortages; Add pump attendants and set or reset their PINs; Record fuel deliveries into tanks with the dips before and after; Set up fleet accounts and vehicles: cards, drivers and limits
Salon and venues: Chair renters: rent, takings held for them and settlements; Send messages to client segments (lapsed, birthdays, a service or stylist); Events and venue hire: quotes, deposits, confirmations and cancellations

What needs a manager

Your approval limits. Above them, the owner decides:

Approval limit	Up to
Refunds	KES 500,000.00
Discounts	50%
Stock adjustments	KES 500,000.00
Credit agreements	KES 1,000,000.00
Purchase orders	KES 5,000,000.00
Expenses	KES 500,000.00
Payment runs	KES 500,000.00

Needs a manager

Some things stay with the owner: paying Kila’s invoices (“Pay Kila invoices”), payroll, and staff’s “personal and pay details: ID and KRA numbers, pay accounts, pay rates and documents”. They are not in the administrator’s role, so they are not in your menu.

Common questions

How do I give someone access to one branch only? Give them the role for that branch: Kila lets you give each role “for every branch or just one”. See Add a user.

Can I change what a cashier may approve? Yes. Kila’s standard roles keep their permissions, but “You can change their approval limits.” See Set approval limits for a role.

Why is there no Payroll in my menu? Payroll is not part of the administrator’s role. The accountant prepares the runs, and someone else, such as the owner, approves them.

Owner: full access, including billing.
General manager: runs the branches day to day.
Admin and security: every page about users, devices, settings and security.