Invite Your Team & Set Roles

Add staff members to your Khata Tracker account and assign role-based permissions so each person can only access what their job requires.

Step-by-step guide

1. 1

   Go to Staff Management

   From the main menu, navigate to Settings > Staff & Roles. This section is available on Diamond and Platinum plans. Here you can see all existing team members, their roles, and their last activity timestamps.

2. 2

   Tap "Invite Staff Member"

   Enter the team member's mobile number or email address. They will receive an invitation link to download the app and join your business account. No separate account creation is required on their side.

3. 3

   Select or create a role

   Choose from predefined roles — Sales Staff, Cashier, Inventory Manager, Accountant, or View Only — or create a custom role. Each role comes with a sensible default set of permissions that you can further customise.

4. 4

   Configure module permissions

   For each module (Sales, Purchases, Inventory, Reports, Settings), set whether the staff member can View, Create, Edit, or Delete records. Granular permissions prevent accidental edits or unauthorised access to sensitive financial data.

5. 5

   Assign the role and send the invite

   Confirm the role assignment and tap "Send Invite". The staff member receives the invite and can log in immediately. Their activity is logged under their name so you can audit who made which entry.