Chapter 11: Staff & Roles Management (कर्मचारी व अधिकार प्रबंधन)
When you hire helpers, billing clerks, or godown managers in your mandi business, you want them to make bills quickly without giving them access to your private profit numbers or the ability to delete past records.
BahiKhata Green includes a powerful yet easy-to-use Staff & Permissions system.
👥 1. Why Give Each Staff Member Their Own Login?#
💡 Best Practice for Mandi Business Security:
Never share your Owner login password with your staff.
Benefits of individual staff accounts:#
- Audit Accountability: Every sale, purchase slip, cash collection, and wastage entry records the exact name and time of the staff member who entered it.
- Privacy: Cashiers only see the billing and payment screens. They cannot see your overall shop net profits or sensitive financial reports.
- Fraud Prevention: Staff cannot delete old bills or change past ledger entries without the owner's permission.
- Multi-device Billing: Multiple cashiers can bill simultaneously on different phones during morning rush hours.
🛡️ 2. Understanding Staff Roles (भूमिकाएं)#
The app comes with standard pre-configured roles:
| Role | What They Can Do | What is Blocked / Hidden |
|---|---|---|
| 👑 Owner (मालिक) | Full access to everything: all shops/branches, net profit reports, settings, staff management, and system backup. | Nothing (Full Control). |
| 👔 Manager (प्रबंधक) | Manages daily sales, purchases, customer/supplier khata, stock adjustments, and daily sales summaries. | Cannot change system settings or view owner-level annual profit reports. |
| 🛒 Cashier (बिलिंग ऑपरेटर) | Creates Quick Sales, records customer cash/UPI payments, prints thermal receipts, and shares WhatsApp bills. | Cannot view profit reports, cannot delete past bills, cannot change shop settings. |
| 📦 Storekeeper (गोदाम प्रभारी) | Records incoming vegetable trucks (Purchases), logs vegetable wastage, and checks stock. | Cannot access billing or customer khata. |
➕ 3. Step-by-Step: How to Add a New Staff Member#
Click on "Users & Roles (कर्मचारी व अधिकार)" in the navigation menu:
📸 Screenshot Placeholder:
Users & Roles page showing list of active staff members with role badges, branch assignments, status toggles, and '+ Add User' button.
📸 Screenshot Placeholder:
'Add New User' dialog showing fields for Full Name, Phone/Email, Password, Role Checkboxes (Cashier, Manager), Branch Selection Checkboxes, and 'Create User' button.
Step 1: Open the Add User Dialog#
Click the "+ Add User (नया कर्मचारी जोड़ें)" button.
Step 2: Fill in Account Details#
- Name: (e.g. Amit Sharma - Cashier).
- Phone / Username: (e.g.
98123-45678). - Password: Create a simple password for them (e.g.
Mandi@123).
Step 3: Select Role & Branch#
- Assign Role: Check the box for their job (e.g. ☑️ Cashier).
- Assign Mandi Branches: Select which shop or stall they work in (e.g. ☑️ Shop #12 - Green Vegetables).
Step 4: Click "Create User"#
The new staff member can now open BahiKhata Green on their phone or computer and log in with their phone number and password immediately!
🔒 4. Editing, Deactivating or Resetting Passwords#
If an employee changes duties, forgets their password, or leaves your shop:
- In the Users List, find their name and click "✏️ Edit".
- To change password: Type a new password in the password box and click Save.
- To deactivate an ex-employee: Change their status from Active to Inactive (निष्क्रिय). They will be immediately blocked from logging in on any device!
⏱️ 5. Temporary Emergency Grants (अस्थायी अनुमति)#
What if a cashier made a mistake on a bill 2 hours ago and needs to edit it, but you don't want to make them a permanent manager?
📸 Screenshot Placeholder:
'Temporary Permission Grant' section in Settings showing User selector, Operation selector (e.g. Edit Sales), Expiry Duration (e.g. 2 Hours), and 'Grant Temporary Access' button.
- Go to Settings > Temporary Grants.
- Select the staff member's name.
- Select the operation (e.g. Edit Past Bills).
- Set the duration (e.g.
2 Hours). - Click "Grant Access".
- The cashier can perform the specific fix, and their permission automatically expires when the timer runs out!
❓ Frequently Asked Questions (FAQ)#
Q1: How many staff logins can I create?
You can create as many staff logins as your shop needs for all your counters, helpers, and godowns.
Q2: Can a cashier see other branches' data?
No. If you assign a cashier to Branch 1, they will only see transactions and stock for Branch 1. They cannot see or modify other branches.
Q3: Can a staff member change their own login password?
Yes. Any logged-in staff member can tap their profile avatar, go to Settings, and update their own password anytime.
➡️ Next Step:#
Now let's learn how to configure your shop profile, mandi commission rates, and Bluetooth receipt printers in Chapter 12: Settings, Printer & Preferences.