Team and permissions
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You can give each person who helps run your business their own Kartlo login. What they can see and change depends on their role. Kartlo has two kinds of team member:
- Store staff work in one or more stores, with a store role such as Manager or Staff.
- Organization team members work across your stores, with an organization role such as Admin or Manager.
All of this lives in SettingsPeople & permissions, which has four tabs: Store staff, Organization team, Roles and Store access.
Store staff#
The Store staff tab lists the people who sign in to this store, with their role, status, the date they joined and their last login. Store admins also see the network address and approximate location of each person's last login.
Invite a staff member#
To add someone to the store:
- Open SettingsPeople & permissionsStore staff.
- Click Invite User.
- Enter their Email, first and last name, and optionally a Phone number.
- Under Role permission, choose their role.
- Save. Kartlo sends them an invitation email to set up their login.
Reset a staff member's password#
If someone cannot sign in, click Reset Password on their row and choose one of:
- Option 1: Set a temporary password: type a new password and tell them what it is. They should change it after signing in.
- Option 2: Send reset email: Kartlo emails them a link to choose a new password.
Deactivate a staff member#
When someone leaves, deactivate their login instead of deleting it, so your records still show who did what:
- On their row, click Deactivate.
- Confirm with Deactivate User.
They lose access straight away, including on devices where they are still signed in. Their status shows Inactive. Click Activate to restore their access later.
Roles and the permission matrix#
A store role is a named set of permissions. Every store starts with three default roles: Owner, Manager and Staff. They are marked System and cannot be deleted.
For each area of Kartlo, such as products, orders or customers, a role can have any of four permissions:
| Permission | Allows |
|---|---|
| View | See the area and its records. |
| Create | Add new records. |
| Edit | Change existing records. |
| Delete | Remove records. |
An area a role cannot view is hidden from that person's desk, Launchpad and search. The Owner role always has full access and cannot be changed.
| Module | Covers |
|---|---|
| Products & Pricing | Products, inventory and stock adjustments, purchase orders, suppliers, transfers and stock counts. Sending or receiving a transfer, receiving a purchase order and posting a count need Edit. |
| Billing | The Finance window: receivables, payables, supplier bills and payments, and finance reports. |
| Expenses | Recording, changing, paying and deleting expenses. A new Expenses permission starts with the same ticks the role had for Billing. |
Create a role#
To give people a tailored set of permissions, create your own role:
- Open SettingsPeople & permissionsRoles.
- Click New Role.
- Enter a Role Name, such as Packer or Customer support, and a short Description. Click Create.
- With the new role selected, tick the View, Create, Edit and Delete boxes for each module.
- Save your changes with the save bar, or press Ctrl+S (Cmd+S on a Mac).
Then assign the role to people when you invite or edit them.
Edit or delete a role#
Select a role you created and click Edit to rename it, or Delete to remove it. Deleting a role cannot be undone.
Organization team#
The Organization team tab is for people who work across several stores, such as a business partner, an operations manager or an accountant. It is shown only to the organization's owners and admins.
| Organization role | What they can do |
|---|---|
| Owner | Full access, including the plan and the team. Other people cannot change an owner. |
| Admin | Full access to the chosen stores and to organization settings, the plan and the team. |
| Manager | Can change everything in the chosen stores. Cannot change the plan, billing or the organization team. |
| View only | Can see everything in the chosen stores but cannot change anything. |
To invite someone to the organization team:
- Open SettingsPeople & permissionsOrganization team.
- Click Invite person.
- Enter their details, choose a role and tick the stores they should reach.
- Save. They receive an invitation email.
Organization team members can be deactivated, reactivated and given a new password from their row, the same way as store staff.
Store access#
If you run more than one store, the Store access tab decides which stores each person can reach. Your main store is marked Main.
- Open SettingsPeople & permissionsStore access.
- For each person, tick the stores they should reach.
See Stores and organizations for more about running several stores.
Keep track of changes#
Kartlo records who created, changed or deleted records, along with sign-ins, failed sign-ins and role changes. Store admins can review these in SettingsSecurity & dataAudit trail. See Security.