How to Invite Staff and Assign Roles in Xduka POS

Sharing one login between everyone at the till is one of the most common mistakes small shops make. It means nobody is accountable for anything, and anyone can change prices, issue refunds or see sensitive reports. In Xduka POS, you can invite each staff member with their own login and a role that matches their responsibilities.

Understanding the roles

We use role-based access control in Xduka POS. The standard store roles are:

Owner

Full control of the store: store settings, staff management, billing, products, inventory, orders and refunds, invoices, quotes, customers, discounts, reports, payment reconciliation and the register.

Manager

Runs the store day to day: products, inventory, orders including refunds, invoices (including voiding), quotes, customers, discounts, reports, the register and settings, plus inviting and managing staff. Managers do not manage billing.

Cashier

Focused on selling: viewing products and inventory, creating orders, creating and sending invoices, creating quotes, creating and editing customers, viewing discounts and opening and closing the register. Cashiers cannot issue refunds, edit products or view reports.

Viewer

Read-only access to products, inventory, orders, invoices, quotes, customers, discounts, reports and payment reconciliation. Useful for an accountant or business partner who needs to see but not change.

Our dashboard navigation adapts to each role, so staff only see the pages they are allowed to use.

Step-by-step: inviting a staff member

1. Sign in as an owner or manager.
2. Open Admin from the Business or Management section of the menu.
3. Go to the invitations area and find Invite Staff.
4. Enter the staff member's email address.
5. Choose their role. The permission editor lets you review and, where needed, adjust the permissions for the invite.
6. Click Invite.
7. An invitation link is created. Copy it and share it with the staff member. The link expires in 7 days.

When the staff member opens the link, they create an account (or log in) and join your store.

Check your plan's staff limit

Each plan has a staff limit. Check our pricing page to see how many staff accounts your plan supports.

Choosing the right role

A few guidelines:

• Give the lowest role that lets someone do their job. Most till staff should be cashiers.
• Limit refunds to managers. Refunds are one of the most common routes for losses.
• Use viewer for outsiders. Accountants and investors rarely need to change anything.
• Keep owner access for owners. Billing and full store control should stay with the business owner.

Good practices for staff accounts

1. One person, one login. Never share passwords.
2. Remove access promptly when someone leaves.
3. Review roles periodically, especially after promotions.
4. Combine roles with shifts. Shifts track opening and closing cash per person, and shift activity is tied to sales and refunds.

Multiple stores

If you run more than one store, staff work within the stores they belong to, and a single account can be linked to more than one store. After logging in, users can create a store or join stores they have been invited to.

Screens and labels may change slightly as we update Xduka POS; if something looks different, contact our support team.

Quick checklist

• List everyone who needs access and what they do.
• Check your plan's staff limit.
• Invite each person by email with the right role.
• Share invitation links promptly; they expire in 7 days.
• Keep refunds and billing with managers and owners.
• Remove access as soon as someone leaves.

A quick example

For example, say a boutique in Nairobi has an owner, one manager and two cashiers. The owner invites the manager with the manager role and both cashiers with the cashier role. The cashiers sell and open shifts; only the manager and owner can issue refunds or edit prices.

Frequently asked questions

What if the invitation link expires?

Invitation links expire after 7 days. Simply create a new invitation from Admin and share the new link.

Can I customise a role's permissions?

The invite form includes a permission editor alongside the role, so you can review the permissions before sending the invite.

Can a cashier invite other staff?

No. Inviting staff requires the invite permission, which owners and managers have.

One person, one login

Inviting staff with their own logins and sensible roles is one of the simplest ways to protect your business. It takes a few minutes in Admin, and it gives you clear accountability for every sale, refund and change.

Learn more about our staff and operations features at www.xduka.com/features, or get started at www.xduka.com.

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