What You’ll Learn

By the end of this guide, you’ll understand:

• The two user roles in Kelola
• What each role can and cannot do
• How permissions work for staff members
• Best practices for team access control

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User Roles Overview

Kelola has two built-in roles:

Role	Best For	Access Level
Owner	Business owners, founders	Full access
Staff	Employees, cashiers, workers	Limited access based on permissions

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Owner Role

Who Should Be Owner

• Business founder/owner
• Primary account holder
• Person responsible for business operations

Capabilities

✅ Full Access To:

• Business Settings

  • Edit business information
  • Change subscription plan
  • Manage all payment methods
  • Switch between multiple businesses

• Staff Management

  • Invite new staff
  • Remove staff members
  • Set staff permissions
  • View staff list

• Product Management

  • Add/edit/delete all products
  • Manage categories
  • Set buying prices (cost)
  • Import products via web

• Financial Data

  • View complete financial reports
  • See buying prices and profit margins
  • Access accounting reports
  • View receivables reports

• Transaction Control

  • Edit transactions
  • Delete transactions
  • View all transaction history

• Additional Features

  • Create online catalogs
  • Print barcode labels
  • Manage stock alerts
  • Access web version

Staff Limit by Plan

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

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Staff Role

Who Should Be Staff

• Sales associates
• Cashiers
• Warehouse workers
• Part-time employees
• Any team member who needs limited access

How Staff Permissions Work

Staff members receive permissions set by the Owner. Each staff member can have different permissions based on their responsibilities.

Available Permissions

Product Permissions:

• View products
• Add products
• Edit products
• Delete products

Stock Permissions:

• Stock in (record purchases)
• Stock out (record sales)
• Stock audit/adjustment
• Stock transfer

Transaction Permissions:

• View transaction history
• Edit transactions

Report Permissions:

• View accounting reports
• View stock reports
• View customer reports
• View receivables reports

Contact Permissions:

• Manage customers
• Manage suppliers

Other Permissions:

• Manage expenses
• Invite other staff (rarely granted)
• Change business profile

Default Staff Access

When invited, staff typically have access to:

• Record stock in/out
• View products
• View transaction history
• Manage customers (if enabled)

What Staff Cannot Do (by default):

• Delete transactions (unless granted permission)
• View buying prices (unless granted permission)
• Access financial reports (unless granted permission)
• Invite other staff (unless granted permission)
• Change business settings
• Manage subscriptions
• Create online catalogs

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Setting Up Staff Permissions

When Inviting Staff

1. Go to Home → Staff (owner only)
2. Tap ”+” to invite new staff
3. Enter staff phone number
4. Set permissions by toggling switches:
   • Can add products
   • Can edit products
   • Can delete products
   • Can stock in
   • Can stock out
   • Can view reports
   • etc.
5. Send invitation

Staff receives:

• SMS with download link
• Join code for your business
• Instructions to get started

Editing Staff Permissions

1. Go to Home → Staff
2. Tap on staff member
3. Toggle permissions on/off
4. Save changes

💡 Best Practice: Start with minimal permissions and add more as needed. It’s easier to grant access than to remove it.

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Role Assignment Best Practices

For Small Teams (1-5 people)

Owner: 1 person (business owner)
Staff: 1-4 people (employees with appropriate permissions)

For Medium Teams (5-15 people)

Owner: 1 person
Staff: 4-14 people with varied permissions:
- Some with full operational access
- Some with limited access (cashiers only)
- Some with reporting access (managers)

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Security Considerations

Best Practices

1. Principle of Least Privilege

   • Give minimum access needed for the job
   • Regularly review permissions
   • Remove access when staff leave

2. Separation of Duties

   • Different people for sales and inventory counting
   • Owner review for financial reports
   • Multiple eyes on stock adjustments

3. Activity Monitoring

   • Check History regularly
   • Review transaction edits
   • Monitor unusual patterns

Red Flags to Watch

Warning Sign	Action
Frequent transaction edits	Review with staff member
Access outside work hours	Verify if legitimate
Unusual stock adjustments	Investigate immediately

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Managing Staff Access

Inviting Staff

1. Go to Home → Staff
2. Tap ”+” button
3. Enter phone number
4. Set permissions
5. Send invitation

Removing Staff

1. Go to Home → Staff
2. Find staff member
3. Tap “Remove”
4. Confirm removal

⚠️ Important: Removed staff immediately lose access. Their transaction history remains for records.

Changing Permissions

1. Select staff member
2. Toggle permissions on/off
3. Save changes

Permissions update immediately.

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Common Permission Scenarios

Scenario 1: Cashier/Sales Person

Need: Can sell but not see costs Setup:

• Can stock out
• Can view products
• Can add customers
• Cannot view buying price
• Cannot edit transactions
• Cannot access reports

Scenario 2: Inventory Manager

Need: Manage stock but not financials Setup:

• Can stock in/out/audit
• Can add/edit products
• Can view stock reports
• Cannot view buying price (optional)
• Cannot view accounting reports

Scenario 3: Manager/Supervisor

Need: Run operations and view reports Setup:

• All stock permissions
• Product management
• View all reports
• Cannot invite staff
• Cannot change subscription

Scenario 4: Accountant/Bookkeeper

Need: See data but not operate Setup:

• View all transactions
• Access all reports
• View buying prices
• Cannot create transactions
• Cannot edit products

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Troubleshooting

”Staff can’t see products”

• Check if they have permission to view products
• Verify they’re logged into correct business
• Check if products are in stock

”Staff can’t record sales”

• Ensure “Stock Out” permission is enabled
• Check if they’ve reached staff limits (subscription)
• Verify stock is available

”Staff sees wrong prices”

• They’re seeing buying price instead of selling price
• Remove permission to view buying prices
• Staff should only see selling price

”Can’t invite more staff”

• Check your subscription plan’s staff limit
• Free: 1 staff, Basic: 3 staff, Plus: 5 staff, Advance: unlimited
• Upgrade subscription if needed

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FAQ

Q: Can I have multiple Owners? A: No, each business has one Owner who created it. However, you can grant extensive permissions to staff members to act as managers.

Q: Can Staff see each other’s transactions? A: Yes, all staff can view the complete transaction history in the History section, depending on their permissions.

Q: What happens when I downgrade subscription? A: Staff limits apply. If you have more staff than your new plan allows, excess staff will lose access until you upgrade or remove users.

Q: Can Staff use the web version? A: Yes, staff can log in at web.kelola.co with the same permissions as the mobile app.

Q: How do I know what a staff member can do? A: Go to Home → Staff, select the user, and view their permission list.

Q: Can Staff invite other staff? A: Only if you grant them the specific permission to invite staff. Most businesses restrict this to the Owner only.

Q: How many staff can I add? A: Depends on your subscription:

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

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Staff Limits by Subscription Plan

Plan	Staff Limit	Product Limit	Catalog Limit
Free	1	100	1
Basic	3	500	3
Plus	5	2,000	5
Advance	Unlimited	Unlimited	Unlimited