What You’ll Learn

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

• View and update staff permissions
• Monitor team activity
• Handle staff departures
• Troubleshoot access issues
• Maintain team efficiency

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Staff Management Dashboard

Accessing Team Management

1. Tap “Account” (bottom right)
2. Tap “Staff Management”
3. View all team members

Understanding the Staff List

Each entry shows:

Element	Meaning
Name	Staff member’s name
Role	Owner/Admin/Staff badge
Status	Active/Inactive/Pending
Last Active	When they last used app

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Viewing Staff Details

Individual Profile

Tap any staff member to see:

Basic Information:

• Full name
• Email address
• Phone number
• Join date

Access Information:

• Current role
• Permission list
• Business associations

Activity Summary:

• Total transactions
• Last active time
• Recent activity

Activity Timeline

View what staff member has done:

1. Open staff profile
2. Scroll to Activity
3. See chronological list:
   • Transactions created
   • Products added
   • Changes made
   • Login times

Use for: Performance review, training needs, audit trails.

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Updating Permissions

When to Update

Promote when:

• Taking on more responsibility
• Proven trustworthy
• Need for additional access

Restrict when:

• Role changes
• Mistakes made
• Security concern

Adjust when:

• New features added
• Process changes
• Feedback received

How to Change Permissions

1. Go to Staff Management
2. Select staff member
3. Tap “Permissions”
4. Toggle specific permissions:

Category	Options
Products	View, Add, Edit, Delete, See Costs
Stock	Stock In, Stock Out, Audit, Edit History
Sales	Create, Edit Own, Edit All, Delete
Customers	View, Add, Edit, Delete
Reports	View Basic, View Financial, Export
Staff	View, Invite, Manage

5. Tap “Save”

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

Using Permission Templates

Quick permission sets:

1. In Permissions screen
2. Tap “Apply Template”
3. Choose:
   • Cashier — Sales only
   • Warehouse — Inventory only
   • Manager — Operations + reports
   • Custom — Your saved template
4. Adjust as needed
5. Save

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Changing Staff Roles

Promoting to Admin

When to promote:

• Managing other staff
• Making operational decisions
• Trusted with sensitive data

How to promote:

1. Open staff profile
2. Tap “Change Role”
3. Select “Admin”
4. Confirm promotion
5. Review permissions

⚠️ Warning: Admins can invite other staff. Ensure trust before promoting.

Demoting to Staff

When to demote:

• Role reduction
• Access too broad
• Performance issues

How to demote:

1. Open staff profile
2. Tap “Change Role”
3. Select “Staff”
4. Confirm
5. Review restricted permissions

Note: Demotion is immediate. Staff loses admin access right away.

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Monitoring Team Activity

Staff Reports

View team performance:

1. Go to Reports → Staff Reports
2. Select date range
3. View metrics:

Metric	What It Shows
Transactions	Count of sales/stock entries
Items Sold	Total products moved
Revenue	Sales amount generated
Avg Transaction	Typical sale size

Individual Performance

Deep dive into one staff member:

1. Go to Staff Management
2. Select staff
3. Tap “Performance”
4. View:
   • Daily activity
   • Comparison to team average
   • Trend over time

Activity Alerts

Set up notifications for:

• Large transactions
• Unusual hours activity
• Multiple edits
• Failed login attempts

Configure in Account → Notifications.

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Handling Staff Departures

When Staff Leaves

Immediate actions:

1. Disable Access (don’t delete)

   • Go to Staff Management
   • Select staff member
   • Toggle “Active” to OFF
   • Access immediately blocked

2. Review Recent Activity

   • Check last transactions
   • Verify nothing pending
   • Note any issues

3. Handover Check

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

💡 Best Practice: Disable access during exit interview or on last day.

Why Disable Instead of Delete

Keep records for:

• Transaction audit trail
• Historical reporting
• Legal/compliance requirements
• Future reference

Disabled staff:

• Cannot login
• Don’t count toward subscription limit
• Remain in historical reports
• Can be reactivated if returning

Reactivating Staff

If staff returns:

1. Find staff in list (shows as “Inactive”)
2. Tap “Reactivate”
3. Confirm
4. Review permissions (may need updating)
5. Send new invitation if needed

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Team Management Best Practices

Regular Reviews

Monthly:

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

Quarterly:

• Permission audit — remove unnecessary access
• Role review — promotions/demotions
• Training needs assessment

Security Maintenance

✅ Regular audits

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

✅ Password policy

• Encourage strong passwords
• Regular password changes
• No password sharing

✅ Device management

• Company devices: maintain control
• Personal devices: clear data on departure
• Remote wipe capability (if available)

Communication

✅ Permission changes

• Inform staff when access changes
• Explain why
• 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:

• Account still Active (not disabled)
• Using correct email/phone
• App updated to latest version
• Internet connection

Try:

• Password reset
• Reinstall app
• Contact support if persistent

”Staff sees wrong business”

Cause: Multi-business account, wrong selection

Fix:

1. Staff taps business name (top of app)
2. Selects correct business
3. Or uses Switch Business in Account

”Permissions not working”

Check:

• Changes saved successfully
• Staff restarted app
• No conflicting permissions
• Subscription active

Try:

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

”Can’t change someone’s role”

Restrictions:

• Only Owner can change Admin roles
• Cannot demote self
• Some changes need Owner approval

Solution:

• Contact business Owner
• Request permission change
• Document reason for audit

”Staff report shows wrong data”

Check:

• Correct date range
• 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 reports 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. Activity reports are Owner/Admin only.

Q: What happens to transactions if I delete a staff member? A: Transactions remain but show “[Deleted User]” as creator. Better to disable than delete.

Q: Can staff work offline? A: Yes, but activity syncs when online. Monitor for pending sync issues.

Q: How do I know if staff shared their login? A: Look for: simultaneous logins, unusual location data, activity outside work hours.

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

Q: What if staff loses their phone? A: Disable their account immediately. Reactivate when they have new device.