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 Invite Staff

   Tap “Invite Staff”.

3. Enter their details

   Field	Description	Example
   Name	The staff member’s full name	”Blessing Okafor”
   Email Address	Their own email — this is how they log in, so it must be one they can open	[email protected]
   Phone Number	Their Nigerian phone number, for your records and contact (not used to log in)	08034567890

4. Choose their role

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

5. Send the invitation

   Tap “Send Invitation”.

The staff member receives an email. To join, they:

1. Open the email and tap “Accept Invitation”
2. Enter the 6-digit code emailed to them (this confirms it is really them)
3. They are signed in, and can start using SabiBooks with their assigned permissions

Caution

Staff need a working email address. They sign in with their email, not a phone number, and every code is sent to that email — so it must be an address they can actually open. If a staff member has no email, create a free one for them (for example a Gmail address) and use that when you invite them.

Roles and Permissions

There are three roles you can assign (you, the owner, keep full control that staff never get — billing, staff management, business settings, and deleting records):

Role	What They Can Do	Best For
Cashier	Record sales, create and share invoices, add customers, view products (but not import or export them)	Sales girls, counter staff, cashiers
Accountant	View and create reports (Profit & Loss, Cash Flow, etc.) and manage expenses	Bookkeepers, accountants
Full Access	Everything a manager needs: sales, inventory, invoices, reports, void sales — everything except the owner-only areas (billing, staff management, business settings)	Managers, trusted senior staff

Tip

Give your counter staff the Cashier role — they can record sales and add customers but cannot see your reports or change settings. Give a bookkeeper the Accountant role for reports and expenses. Reserve Full Access for a manager you trust to run the shop when you travel.

How Staff Log In

• Staff log in with their email address — they type their email, and we send a 6-digit code to that email. There is no password to remember, and they do not log in with a phone number.
• On their first sign-in they can set a PIN for faster logins after that.
• 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, and the app also blocks the actions their role is not allowed to take.
• 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 “Cashier” to “Full Access”).

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. Give each person their own email. Staff log in with their email address, so each staff member needs their own — do not share one email across several people. If someone has no email, create a free one for them before you invite them.

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.