What You’ll Learn

By the end of this guide, you’ll be able to:

• Invite staff members to your business
• Choose appropriate permission levels
• Send invitations
• Troubleshoot invitation issues
• Onboard new team members

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Before You Invite Staff

Prerequisites

• You must be the Owner
• Your subscription supports the number of staff (check your plan limits)
• Staff member has a phone number
• You have not reached your staff limit

Staff Limits by Plan

Plan	Staff Limit
Free	1 staff
Basic	3 staff
Plus	5 staff
Advance	Unlimited

Plan the Permission Level

Ask yourself:

• What will this person do daily?
• What data should they see?
• What should they NOT access?

Quick Reference:

Permission Level	Typical Use
Minimal	Can only record sales, view products
Standard	Can manage stock, add products, view reports
Extended	Can manage customers, suppliers, expenses

💡 Best Practice: Start with fewer permissions. You can always add more later.

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Step-by-Step Invitation

Step 1: Access Staff Management

1. Open Kelola app
2. From Home screen, tap “Staff” (Owner only)
3. View current team list

Step 2: Start Invitation

1. Tap ”+” button (top right)
2. Invitation form opens

Step 3: Enter Staff Information

Required:

Field	Description
Phone Number	Staff member’s mobile number (for SMS invitation)

Optional - Set Permissions: Before sending, you can toggle permissions:

• Can add products
• Can edit products
• Can delete products
• Can view buying price
• Can stock in
• Can stock out
• Can audit stock
• Can transfer stock
• Can view transaction history
• Can edit transactions
• Can view reports (accounting, stock, customers, receivables)
• Can manage customers
• Can manage suppliers
• Can manage expenses
• Can invite staff (rarely given)
• Can change business profile

Step 4: Send Invitation

1. After setting permissions, tap “Invite”
2. Staff receives SMS with:
   • Download link for the app
   • Join code
   • Instructions

Step 5: Confirmation

After sending:

• Staff appears in your staff list
• Status shows they haven’t joined yet
• You’ll see them in the list once they join

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What Staff Receive

SMS Message

Staff receives a text message with:

• Invitation to join your business
• Download link for the app
• Join code
• Instructions to enter the code after installing

What Staff Needs to Do

1. Download the app from the link
2. Install and open Kelola
3. Sign in with their Google account
4. Tap “Join Business” (or similar option)
5. Enter the join code from the SMS
6. Start using the app with the permissions you set

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Managing Staff

Viewing Staff List

In Home → Staff:

• See all invited and joined staff
• View their phone numbers
• See their permission settings

Resending Invitations

If staff didn’t receive the SMS:

1. Find staff in the list
2. Tap on their name
3. Tap “Invite” again
4. A new SMS will be sent

Note: Each invitation generates a new code. Old codes may still work if not expired.

Removing Staff

If you invited someone by mistake or they haven’t joined:

1. Find staff in list
2. Tap “Remove”
3. Confirm removal
4. They will be removed from your business

Important: Once removed, they cannot rejoin with the same phone number immediately.

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After Staff Joins

Notification

When staff successfully joins:

• They appear in your staff list
• You can see they have active access
• Their transactions will start appearing in History

Verify Setup

When staff joins:

1. Check they appear in the staff list
2. Verify their permissions are correct
3. Test that they can perform their required tasks
4. Welcome them and provide training

Adjusting Permissions

If access needs change:

1. Go to Home → Staff
2. Select staff member
3. Toggle specific permissions on/off
4. Changes save automatically

Changes take effect immediately. Staff may need to restart the app to see permission changes.

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Troubleshooting Invitations

”Code not working”

Causes:

• Code expired
• Already used
• Invitation cancelled
• Typo in code

Solutions:

• Send a new invitation
• Verify code entry (no spaces)
• Ensure they’re using the most recent code

”Staff already in another business”

Issue: Staff account linked to different business

Solutions:

• Staff can join multiple businesses
• They should use “Join Business” in their existing Kelola account
• They don’t need to create a new account

”Invitation not received”

Check:

• Correct phone number
• Phone has signal
• SMS not blocked

Try:

• Resend the invitation
• Check if phone number is correct
• Try a different phone number if available

”Cannot invite more staff”

Issue: Subscription limit reached

Solutions:

• Check your plan’s staff limit
• Remove inactive staff first
• Upgrade subscription if needed

Staff Limits:

• Free: 1 staff (including yourself = 1 total)
• Basic: 3 staff
• Plus: 5 staff
• Advance: Unlimited

”Permission denied” error

Cause: Only Owner can invite staff

Solution:

• Only the business owner can invite staff
• Staff cannot invite other staff unless specifically given that permission
• The owner must send all invitations

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Staff Onboarding Checklist

Before First Day

• Send invitation
• Confirm correct phone number
• Set appropriate permissions
• Prepare device (if company phone)
• Schedule training time

First Day Training

Show them:

• How to login (Google Sign-In)
• How to join the business (enter code)
• Where to find products
• How to record sales (Stock Out)
• How to record purchases (Stock In)
• Who to ask for help

Explain:

• Their role and responsibilities
• What they can/can’t access
• Daily closing procedures
• How to handle mistakes

First Week

• Check they’re recording transactions correctly
• Review any mistakes gently
• Answer questions
• Adjust permissions if needed

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Best Practices

Security

✅ Verify identity

• Confirm phone number is correct
• Speak to person before inviting
• Don’t send codes to unknown numbers

✅ Principle of least privilege

• Start with minimum access needed
• Add permissions as they prove trustworthy
• Regular permission audits

✅ Remove promptly

• Remove access immediately when staff leaves
• Don’t wait for subscription renewal
• Prevent unauthorized access

Organization

✅ Use real names

• Full names (not nicknames)
• Easy to identify in History
• Professional records

✅ Document roles

• Keep list of who has what permissions
• Update when roles change
• Review regularly

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FAQ

Q: How many staff can I invite? A: Depends on your plan:

• Free: 1 staff
• Basic: 3 staff
• Plus: 5 staff
• Advance: Unlimited

Q: Can one person be staff in multiple businesses? A: Yes! Staff can join multiple Kelola businesses with the same Google account.

Q: Do staff need their own subscription? A: No, staff access is included in the owner’s subscription.

Q: Can I see what staff are doing? A: Yes, view History to see all transactions created by each staff member.

Q: What if staff can’t join? A: Check:

• They downloaded the correct app
• They’re using Google Sign-In
• They’re entering the code correctly
• Try sending a new invitation

Q: Can I transfer ownership to staff? A: Currently, ownership transfer is not available in the app. Contact support for assistance.

Q: Do invitation codes expire? A: Yes, codes expire after a period if not used. Send a new invitation if needed.

Q: Can staff see my financial data? A: Only if you give them permission. By default, staff cannot see buying prices or profit margins.

Q: How do I know if staff joined successfully? A: They will appear in your Home → Staff list as an active member.