What You’ll Learn

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

• View and update staff permissions
• Monitor team activity through History
• Handle staff departures
• Troubleshoot access issues

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Accessing Staff Management

Viewing Your Team

1. Go to Home screen
2. Tap “Staff” from the quick actions menu (Owner only)
3. View all team members

Understanding the Staff List

Each entry shows:

Element	Meaning
Name	Staff member’s name
Phone	Staff member’s phone number
Status	Active/Inactive

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Viewing Staff Details

Individual Profile

Tap any staff member to see:

Basic Information:

• Full name
• Phone number
• Join date

Permissions:

• Current access levels
• What actions they can perform

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Updating Permissions

When to Update

Add permissions when:

• Staff takes on more responsibility
• Proven trustworthy
• Needs additional access for their role

Remove permissions when:

• Role changes
• Security concerns
• Mistakes made that require limited access

How to Change Permissions

1. Go to Home → Staff
2. Select staff member
3. Toggle specific permissions on/off:

Category	Options
Products	Can add, Can edit, Can delete, Can view buying price
Stock	Can stock in, Can stock out, Can audit, Can transfer
Transactions	Can view history, Can edit transactions
Reports	Can view accounting, Can view stock, Can view customers, Can view receivables
Contacts	Can manage customers, Can manage suppliers
Other	Can manage expenses, Can invite staff, Can change business profile

4. Changes save automatically

Changes take effect immediately. Staff sees new permissions on their next action.

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Monitoring Team Activity

Using History

Track staff activity through the History feature:

1. Go to History from bottom navigation
2. View all transactions
3. Each transaction shows which staff member created it
4. Use filters to see specific staff member’s activity

What You Can Track

• Transactions created (Stock In, Stock Out, Audit)
• Products added or edited
• Customer/supplier records created
• Time of activity

Staff Activity Patterns

Review regularly for:

• Unusual activity times
• High error rates
• Training needs
• Performance recognition

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Handling Staff Departures

When Staff Leaves

Immediate actions:

1. Remove the Staff Member

   • Go to Home → Staff
   • Find the staff member
   • Tap “Remove”
   • Confirm removal
   • Access immediately blocked

2. Review Recent Activity

   • Check History for their last transactions
   • Verify nothing pending
   • Note any issues

3. Handover Check

   • Outstanding receivables they managed
   • Ongoing customer issues
   • Inventory they were tracking

⚠️ Important: Once removed, staff cannot be re-added with the same phone number immediately. They would need to be invited again with a different number or after a waiting period.

Why Remove Instead of Disable

Kelola does not have a “disable” feature. When you remove staff:

• They cannot login
• They don’t count toward your subscription limit
• Their transaction history remains in the system
• Historical reports still show their activity

Re-adding Staff

If staff returns:

1. Invite them again using the same process
2. Set up new permissions
3. They’ll receive a new invitation code

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Team Management Best Practices

Regular Reviews

Monthly:

• Review staff activity through History
• Check for permission adjustments needed
• Verify no unauthorized access

Quarterly:

• Permission audit — remove unnecessary access
• Review staff list — remove inactive members
• Training needs assessment

Security Maintenance

✅ Regular audits

• Review who has access
• Remove ex-staff promptly
• Check permission levels are appropriate

✅ Device management

• Ensure staff log out on shared devices
• Remove access immediately when staff leaves
• Monitor for unusual login patterns

Communication

✅ Permission changes

• Inform staff when access changes
• Explain why adjustments were made
• Offer training if needed

✅ Role expectations

• Clear job descriptions
• Defined permissions align with role
• Regular feedback

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Troubleshooting

”Staff can’t login”

Check:

• They were not removed from the business
• Using correct phone number
• App updated to latest version
• Internet connection

Try:

• Reinstall app
• Contact support if persistent

”Staff sees wrong business”

Cause: Multi-business account, wrong selection

Fix:

1. Staff should check they’re in the correct business
2. Use “Switch Business” in More menu if needed

”Permissions not working”

Check:

• Changes saved successfully
• Staff restarted app
• No conflicting permissions
• Subscription active (affects staff limits)

Try:

• Toggle permission off and on
• Log out and back in

”Can’t invite more staff”

Cause: Staff limit reached for your subscription plan

Solution:

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

Upgrade subscription or remove inactive staff.

”Staff report shows wrong data”

Check:

• Correct date range in History filters
• Right staff member selected
• Transactions properly attributed
• Sync complete (pull down to refresh)

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FAQ

Q: Can I see what staff are doing in real-time? A: Activity appears in History shortly after actions. Not truly real-time but near real-time.

Q: Can staff see they’re being monitored? A: Staff know their transactions are recorded in History. Activity reports are Owner only.

Q: What happens to transactions if I remove a staff member? A: Transactions remain in History and show the staff member’s name at the time of the transaction.

Q: Can staff work offline? A: Yes, but activity syncs when online. Check History when they’re back online.

Q: How do I know if staff shared their login? A: Look for: simultaneous activity from different locations, unusual activity patterns. Each staff should have their own account.

Q: Can I limit staff to specific time windows? A: Not currently. Monitor through History and address issues directly.

Q: What if staff loses their phone? A: Remove their account immediately from Home → Staff. Re-invite them when they have a new device.

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

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