What You’ll Learn

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

• The three user roles in Kelola
• What each role can and cannot do
• How to assign appropriate permissions
• Best practices for team access control
• How to audit and manage staff activities

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User Roles Overview

Kelola has three built-in roles designed for different responsibilities:

Role	Best For	Access Level
Owner	Business owners, founders	Full access
Admin	Managers, supervisors	Extended access
Staff	Employees, cashiers, workers	Limited access

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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
  • Archive/delete business
  • Manage all payment methods

• Staff Management

  • Invite new staff
  • Remove staff members
  • Change staff roles
  • View all staff activities

• Product Management

  • Add/edit/delete all products
  • Manage categories
  • Set buying prices (cost)
  • Bulk import products

• Financial Data

  • View complete financial reports
  • See buying prices and profit margins
  • Access accounting reports
  • Export all data

• Transaction Control

  • Edit any transaction
  • Delete transactions
  • View all transaction history
  • Override any restriction

• System Configuration

  • Set up printers
  • Configure notifications
  • Manage integrations
  • Access API settings

Limitations

• Cannot remove themselves without transferring ownership
• Subscription changes may require payment confirmation

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Admin Role

Who Should Be Admin

• Store managers
• Supervisors
• Trusted senior staff
• Accountants/bookkeepers

Capabilities

✅ Can Do:

• Staff Management

  • Invite Staff-level users
  • View staff list (cannot remove Owners)
  • See staff activity reports

• Product Management

  • Add and edit products
  • Manage categories
  • Update stock quantities
  • View buying prices (if enabled)

• Transactions

  • Record all transaction types
  • Edit recent transactions
  • View transaction history
  • Process returns

• Reports

  • Access most reports
  • Export data
  • View analytics

❌ Cannot Do:

• Remove Owners or other Admins
• Change subscription plan
• Archive/delete business
• Edit Owner’s personal transactions
• Access some sensitive financial settings

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Staff Role

Who Should Be Staff

• Sales associates
• Cashiers
• Warehouse workers
• Part-time employees

Default Capabilities

✅ Typically Can Do:

• Daily Operations

  • Record Stock Out (sales)
  • View product catalog
  • Check stock levels
  • Print receipts

• Customer Interaction

  • Add new customers
  • View customer list
  • Record customer purchases
  • Print customer receipts

❌ Cannot Do (by default):

• Delete transactions
  • Edit past transactions
  • View buying prices (cost)
  • See profit margins
  • Access financial reports
  • Invite other staff
  • Change business settings
  • Manage subscriptions

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Granular Permission System

Beyond basic roles, Kelola allows fine-tuned permissions.

Permission Categories

1. Product Permissions

Permission	Description
view_products	See product catalog
add_products	Create new products
edit_products	Modify existing products
delete_products	Remove products
view_buying_price	See cost/pricing info

2. Stock Permissions

Permission	Description
stock_in	Record incoming stock
stock_out	Record sales/outgoing
stock_audit	Perform stock counts
view_stock_history	See stock movements
edit_stock_records	Modify past entries

3. Transaction Permissions

Permission	Description
create_transactions	Record new transactions
edit_own_transactions	Edit their own entries
edit_all_transactions	Edit anyone’s entries
delete_transactions	Remove transactions
view_all_transactions	See complete history

4. Report Permissions

Permission	Description
view_basic_reports	Simple sales summaries
view_financial_reports	Profit/loss, accounting
view_staff_reports	Team performance
export_data	Download reports

5. Staff Permissions

Permission	Description
invite_staff	Add new team members
manage_staff	Edit/remove staff
view_staff_activity	See what staff did

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Setting Up Permissions

Default Role Templates

When inviting staff, choose a preset:

Template	Best For	Key Permissions
Cashier	Front desk sales	Stock out, add customers, print receipts
Warehouse	Inventory staff	Stock in/out, view stock, no pricing
Manager	Store supervisors	All operations, reports, no admin settings
Accountant	Bookkeepers	View all data, reports, no stock operations
Custom	Special roles	You choose each permission

Creating Custom Permissions

1. Go to Account → Staff Management
2. Select staff member
3. Tap “Permissions”
4. Toggle individual permissions on/off
5. Save changes

💡 Best Practice: Start restrictive, then grant more access as needed. It’s easier to add permissions than remove them.

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Role Assignment Best Practices

For Small Teams (1-5 people)

Owner: 1 person (business owner)
Admin: 1 person (manager or senior staff)
Staff: 2-3 people (everyone else)

For Medium Teams (5-15 people)

Owner: 1 person
Admin: 2-3 people (shift supervisors)
Staff: 5-12 people (cashiers, warehouse)
Custom: 1-2 people (accountant with special access)

For Multi-Location

Each Location:
- 1 Admin (location manager)
- 2-5 Staff (location workers)

Central:
- Owner (overall oversight)
- 1 Admin (regional manager)

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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
   • Manager approval for large transactions
   • Owner review for financial reports

3. Activity Monitoring

   • Regularly check Staff Reports
   • 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
Multiple failed login attempts	Check account security

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Managing Staff Access

Inviting Staff

1. Go to Account → Staff Management
2. Tap “Invite Staff”
3. Enter email address
4. Select role (Staff/Admin)
5. Choose permission template
6. Send invitation

Staff receives email with:

• Download link for app
• Join code for your business
• Instructions to get started

Removing Staff

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

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

Changing Roles

1. Select staff member
2. Tap “Change Role”
3. Select new role
4. Adjust permissions if needed
5. Save

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Staff Activity Reports

What You Can Track

Metric	Why It Matters
Transactions made	Productivity measure
Items sold	Sales performance
Average transaction value	Efficiency indicator
Login times	Attendance verification
Edits made	Accuracy tracking
Errors/voids	Training needs

Accessing Reports

1. Go to Reports → Staff Reports
2. Select date range
3. Choose staff member (or all)
4. View summary or detailed list
5. Export if needed

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Common Permission Scenarios

Scenario 1: New Cashier

Need: Can sell but not see costs Setup:

• Role: Staff
• Permissions: Stock out, add customers, print receipts
• No: View buying price, edit transactions, access reports

Scenario 2: Inventory Manager

Need: Manage stock but not financials Setup:

• Role: Staff or Admin
• Permissions: Stock in/out/audit, view stock history, add products
• No: View buying price (optional), financial reports

Scenario 3: Store Manager

Need: Run location but not change settings Setup:

• Role: Admin
• Permissions: All operations, view reports, invite staff
• No: Subscription changes, archive business, remove owners

Scenario 4: Accountant

Need: See data but not operate Setup:

• Role: Staff (custom)
• Permissions: View all transactions, access all reports, export data
• No: Create transactions, edit products, stock operations

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Troubleshooting

”Staff can’t see products”

• Check view_products permission
• Verify they’re in correct business
• Check if products are archived

”Staff can’t record sales”

• Ensure stock_out permission is enabled
• Check if they’ve reached transaction limits (subscription)
• Verify stock is available

”Staff sees wrong prices”

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

”Can’t change someone’s role”

• Only Owners can change Admin roles
• Can’t modify roles of higher-level users
• Contact support if ownership transfer needed

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FAQ

Q: Can I have multiple Owners? A: No, each business has one Owner. You can have multiple Admins with similar access.

Q: Can Staff see each other’s transactions? A: Depends on view_all_transactions permission. Without it, they only see their own.

Q: What happens when I downgrade subscription? A: Staff limits may apply. Excess staff lose access until you upgrade or remove users.

Q: Can Staff use the web version? A: Yes, permissions apply across mobile and web. Same login works everywhere.

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

Q: Can I set time-based restrictions? A: Not currently. Staff have access whenever they log in. Monitor through activity reports.