Give a new employee access

Sènami Dossou starts on Monday as cashier at the Akpakpa shop of Illa Hardware. Madame Illa wants her to cash sales and nothing else: no access to purchases, no access to the warehouse stock. She also does not want to choose a password for Sènami and send it by message. This journey follows Illa from the question “what can I give?” to Sènami’s first morning. The same steps apply to any business that hires a cashier, a storekeeper or an assistant.

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Decide what the job needs

See what exists. Illa starts with List available permissions. Each permission is something a person may do, with a title and a description. She reads it first so that she builds the cashier role from what the job really needs, not from guesses. See Define access profiles and roles. Build the role, then the profile. She groups the permissions of a cashier into a role with Create a role. She then creates the profile “cashier” with Create a company profile, made of that role. The profile is what she gives to people, and she can reuse it for the next hire. Only custom roles can go into a profile. The built-in administrator and read only profiles cannot be changed.

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Bring the person in

The invitation. Illa invites Sènami by email with Invite a member, choosing the profile “cashier”. The administrator profile cannot be given by invitation. The invitation is valid for 7 days. If Illa invites the same email again, the pending invitation is renewed and the earlier link stops working. See Invite and onboard members. The acceptance. Sènami opens the link in her email and accepts with Accept an invitation. She needs no account beforehand: she gives her name, her phone number and a password, and her email is already confirmed. If she already had an Exowpee account from another job, she would simply be added. The first sign-in. On Monday morning, Sènami signs in with Sign in, using her email as username. Signing in again ends her earlier session in the same space. See Sign up and sign in.

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Limit where and for what

Keep her out of the warehouse. A profile says what a person can do. It does not say where. Sènami has no reason to work with the stock behind the shop, so Illa uses Bar a user from locations for Sènami, as she holds the cashier profile in the company, and for the warehouse. The warehouse then counts as not eligible for her. Nothing changes in stock or in the accounts. See Limit access to locations and books. Let her run the register. A cashier profile does not make her the cashier of a register. Illa adds her to the Akpakpa register with Add cashiers to a register. She can be added only after she has accepted the invitation, because she must belong to the company first. She still signs in as usual, and opens the register from the counter computer. See Sellers and cashiers. A right for two weeks. In March, Illa travels to the port of Cotonou for two weeks. Sènami must approve sales that go above a customer’s limit while she is away. Illa does not change the profile. She uses Grant extra permissions to member for the permission to approve orders, with an end date. See Grant individual extra permissions.

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The rules

• An invitation holds at least one profile, each one custom or the built-in read only profile. The invitation does not set a default profile.
• A person who is already a member of the company, active or not, cannot be invited again.
• A location restriction applies to one person and to locations shared with the company. If the person is already barred on one of the listed locations, none is created. A restriction that was lifted does not count.
• Cashiers cannot be added to a locked register, and a person already cashier of the register cannot be added twice.
• Extra permissions replace the whole set of direct permissions of the member. A list holds at most 5 permissions, the end date must be in the future, and an empty list removes them all. Permissions you do not list again are removed.

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All the steps