Add your team

Team lists everyone in your business. Owners and managers add people.

Two kinds of people

• People who use the back office (managers, accountants): they get an email invitation, set a password and sign in with their email.
• Till staff (cashiers, waiters, kitchen): they don’t need an email. They sign in on tills with a PIN.

Invite someone by email

1. Open Team and choose Invite by email.
2. Enter their Name and Email, choose a Role and the Outlet (or All outlets).
3. Choose Send invitation. They get a link that works for 7 days.

You need a confirmed email address to invite people. On the Team list you can send an invitation again or cancel it.

Accepting an invitation

The person opens the link in the email:

• New to Kripos: they enter their name, choose a password and choose Join. They’re signed in straight away.
• Already have a Kripos account with that email (for example, they own another business): they choose Join and no password is needed. If they know their password, they can enter it to join and sign in in one go. Otherwise they choose Sign in next, with their password or a passkey. If they never had a password or have forgotten it, Email me a link to set a password sends a link to set one.

Add till staff

1. Choose Add till staff.
2. Enter their Name, a PIN, their Role and Outlet.
3. Choose Add staff member, then tell them their PIN.

Roles

Role	Can
Owner	Everything, including plan, billing, modules and integrations.
Manager	Run the outlet: menu, stock, team, rotas, voids, refunds, reports.
Cashier	Sell, take payment, discount, open and cash up the drawer.
Waiter	Take orders and serve tables, take bookings.
Kitchen	Kitchen screen, stock counts and waste, recipes without costs, making batches.
Accountant	Billing, reports, cash-ups, variance, payroll.

Each person sees only what their role allows. In the back office the menu shows only those screens. On a till, a cashier can sell and cash up, but can’t void, refund or override prices unless their role allows it.

Change someone’s role

1. Open Team and choose Change next to the person.
2. Pick their new Role (and Outlet if needed), then Save.

It applies straight away: their back-office menu changes on their next click, and the tills pick it up with the next sync.

Make your own roles

Owners can rename roles, change what each one allows, and add new ones (for example Supervisor or Head chef). Open Team and choose Roles and permissions.

• Rename a role: change its name and Save. “Manager” can become “Shift lead”; everyone with it keeps it.
• Change what a role allows: tick or untick permissions under each feature. Everything in… gives the whole feature, including what’s added to it later. Save applies it to everyone with the role.
• Add a role: choose New role, give it a name, and start from a copy of an existing role or from nothing. Then tick what it can do and give it to people on Team.
• Delete a role: only when nobody has it. Give those people another role first.

Owner can’t be changed or deleted: it always has everything, so the business can never lock itself out. You can only give permissions you have yourself, so a manager can’t make an owner. Nobody can change their own role, and a business always keeps at least one owner.

Remove someone

Open them on Team, choose Change, then Remove and confirm. They can’t sign in to the business any more, their till PIN stops working, and they’re signed out at once. Their past orders and shifts keep their name. To bring them back, invite or add them again.

To stop someone for a while instead, choose Suspend; Reactivate brings them back as they were.