Staff Management

If you have employees, you can give them their own SabiBooks login. This way they can record sales and manage inventory, and you can see who did what. Every action taken by a staff member is tracked, giving you full visibility even when you are not in the shop.

Why Use Staff Accounts?

Without Staff Accounts

• Everyone uses your phone to record sales (security risk)
• You cannot tell who made which sale
• You cannot control who sees your financial data
• If something goes wrong, you do not know who was responsible

With Staff Accounts

• Each person has their own login
• Every sale is tagged with the staff member’s name
• You control what each person can see and do
• You have accountability for every transaction

Inviting Staff Members

1. Open Staff Management

   Go to Settings and tap “Staff Management”.

2. Tap Add Staff

   Tap “Add Staff”.

3. Enter their details

   Field	Description	Example
   Name	The staff member’s full name	”Blessing Okafor”
   Phone Number	Their personal Nigerian phone number	08034567890

4. Choose their role

   Select the appropriate permission level (see roles table below).

5. Send the invite

   Tap “Send Invite”.

The staff member will receive an SMS with a link and instructions to set up their account. They will:

1. Open the link on their phone
2. Enter their phone number
3. Receive an OTP to verify
4. Start using SabiBooks with their assigned permissions

Roles and Permissions

Role	What They Can Do	What They Cannot Do	Best For
Sales Only	Record sales, view products, view customers, apply discounts	Change prices, delete products, see reports, manage staff, change settings	Cashiers, sales assistants
Inventory Manager	Everything in Sales Only, plus: add/edit products, adjust stock, manage categories	See financial reports, manage staff, change settings	Stock managers, warehouse staff
Full Access	Everything: sales, inventory, reports, staff management, settings	Nothing — they have full access like the owner	Managers, trusted senior staff, business partners

Tip

Mama Chidi says: “Give your sales girls ‘Sales Only’ access. They can record sales but cannot change prices or see your profit reports. Only my senior staff gets Inventory Manager role.”

Tip

Alhaji Musa says: “I have 3 sales reps and 2 warehouse staff. Sales reps get ‘Sales Only’ so they can record orders. Warehouse staff get ‘Inventory Manager’ so they can receive and count stock. My general manager gets ‘Full Access’ so he can check reports when I travel.”

How Staff Accounts Work

• Each staff member has their own phone number and OTP login (no passwords to remember)
• When a staff member records a sale, their name appears on the receipt and in the sales record
• You can see which staff member made each sale in your reports
• Staff members see only the features allowed by their role — restricted pages are hidden from them
• Staff cannot see other staff members’ accounts or change their own permissions

Viewing Staff Activity

As the business owner, you can see:

• Sales by staff member — In the sales report, filter by staff to see who sold the most
• Staff names on receipts — Every receipt shows which cashier processed the sale
• Stock adjustments — Every stock change shows who made it and when

This information helps you:

1. Reward top performers
2. Identify training needs (if someone makes frequent mistakes)
3. Investigate discrepancies (if cash does not match sales)
4. Plan schedules (assign your best staff to busy shifts)

Changing a Staff Member’s Role

1. Open Staff Management

   Go to Settings > Staff Management.

2. Find the staff member

   Find the staff member and tap on their name to see their details.

3. Change the role

   Change their role (e.g., promote from “Sales Only” to “Inventory Manager”).

4. Save

   Save the change. The new permissions take effect immediately.

Removing Staff Members

1. Open Staff Management

   Go to Settings > Staff Management.

2. Find the staff member

   Find the staff member.

3. Remove

   Tap “Remove” and confirm the removal.

Caution

Remove staff members immediately when they leave your business. This is critical for security. Once removed, they can no longer log in or access any of your business data. Do not wait — do it the same day they leave.

Note

Removing a staff member does not delete their past sales records. You can still see the sales they made while they were working for you.

Staff Management Best Practices

1. Follow the principle of least privilege. Give each person only the access they need. A cashier does not need to see your profit reports.

2. Use real phone numbers. Each staff member must use their own personal phone number. Do not create multiple accounts on one phone.

3. Review staff list monthly. Check that all listed staff are still working for you. Remove anyone who has left.

4. Brief staff on SabiBooks. When you add a new staff member, spend 10 minutes showing them how to use the app. This reduces mistakes.

5. Check the sales-by-staff report weekly. Look for unusual patterns — very high or very low sales compared to other staff on the same shift.