Staff Records

Every person who works for you gets one record on the Staff page. That record is two things at once: it is the login account they sign in with, and it is the employment file that attendance, payroll and payslips hang off.

This page is about the employment side. What each role is allowed to do is a separate subject, covered in Users and roles and Custom roles — read those for permissions, and this page for the record itself.

Staff management costs nothing extra. The Payroll tab described below needs the Payroll add-on; see Payroll.

Finding it

MANAGEMENT → Staff in the sidebar, at /app/staff. The page has two tabs:

Tab	Who sees it	Holds
Team	Owner only	The list of people: name, email, role, branches, PIN
Payroll	Owner and Manager, with the Payroll add-on	Pay rates, schedules, government IDs

Managers cannot see the Team tab. Every action behind it is Owner-only, so a Manager who reaches /app/staff lands on the Payroll tab instead — and their sidebar labels the link Employee Payroll rather than Staff, to make that clear. Hiring, editing and removing people is the Owner's job.

There is no staff-management screen in the mobile app. The tablet has a read-only Partners directory, which is a different list — see the last section on this page.

Adding a staff member

Press Add Staff.

Field	Required	Notes
Name	Yes
Email	Yes	Must be unique across all of Kassly, not just your store
Password	Unless the role is Staff	Minimum 8 characters. Hidden entirely for the Staff role
PIN	Yes	Exactly 4 digits. Required for every new person, every role
Role	Yes	Manager, Cashier or Staff. Owner cannot be created here
Status	—	Active, Inactive or Suspended. Active by default
Custom Role	No	Extra permissions on top of the built-in role. Not offered for the Staff role
Branches	Yes	At least one. One of them is the Primary

Press Create. Nothing is emailed to the new staff member — no invitation, no welcome message, no password link. Tell them their email and password yourself.

PINs

The 4-digit PIN is not a shortcut for the password. It does three jobs:

Used for	Where
Signing in on a paired tablet	The PIN pad on the mobile app's login screen
Clocking in and out	The time clock and the DTR kiosk. See Attendance and timesheets
Approving something at the till	A manager's PIN authorises voids and overrides

Two consequences: a PIN is as powerful as the role it belongs to, so a manager's PIN written on the counter is a manager's account handed out; and a PIN can never be read back. The Staff list only shows whether one is set. If somebody forgets theirs, edit the record and type a new one.

Leaving the PIN box blank when editing keeps the existing PIN. It is only mandatory when you create the record.

Logging in

Role	Email and password	PIN on a paired tablet
Owner	Yes	Yes
Manager	Yes	Yes
Cashier	Yes	Yes
Staff	No	Yes

The Staff role is for office and back-of-house people — a cook, a warehouseman, a bookkeeper. The form does not offer them a password at all, so they cannot sign in to the web app. They sign in on a paired tablet with their PIN, which is enough to reach their own timesheet, their own leave requests and their own payslips, and nothing else.

Changing somebody's password signs them out of every device immediately. That is the fastest way to cut off access without deleting anything.

Branch assignment

A staff member can be attached to several branches, and exactly one of those is their Primary. Tick the branches, then press Set primary on the right one.

The primary branch matters more than it looks:

• It is the branch a one-tap clock-in is recorded against when the app does not say which branch — which is most of the time. A punch recorded at the wrong branch throws that branch's timesheet out.
• Somebody with no branch at all cannot clock in: "No branch is assigned to your account. Ask an admin to assign you to a branch."

Branch assignment also decides which branches' data a Manager sees, including on the Timesheet page. See Branch management.

Roles, and what they can be changed to

Manager, Cashier and Staff move freely between each other — promote a cashier to manager and back with no side effects on their history.

The Owner role is fixed in both directions:

• An Owner cannot be downgraded. The role picker is disabled on their record and reads "The owner role is permanent and cannot be changed."
• Nobody else can be promoted to Owner. There is no way to create a second owner from this page.

Employment details

Hire dates, separation dates, employment status and government ID numbers are not on the Team tab. They live on the Payroll tab, one profile per person:

Field	Why it matters
Employment status	Active, On Leave, Resigned or Terminated. Only Active and On Leave are paid
Date hired	Somebody hired after a cutoff ends is left out of that run
Date separated	Somebody who left before a period started is left out
SSS / PhilHealth / Pag-IBIG / TIN	Printed on the payslip
Bank and account number	Reference only. Kassly does not send payments to a bank

All of that needs the Payroll add-on. Without it, Kassly holds no hire date and no employment status for anybody — the Team tab is the whole record. Full detail in Payroll.

Pay rate

There are two different rates, and it catches people out:

Rate	Where it is set	What uses it
Hourly rate	Inline on the free gross-pay estimate at /app/payroll	The free estimate, and as a fallback for staff with no payroll profile
Basic rate	The Payroll tab's profile, alongside a rate type	Every payslip

Neither rate is on the Add Staff form. A brand-new staff member has no pay rate at all until you set one somewhere else. If you have not bought Payroll, set the hourly rate in the estimate table on the Payroll page; if you have, set the basic rate on the person's payroll profile. Note that buying Payroll replaces the estimate page with the runs list, so the inline hourly-rate editor disappears at that point — from then on the profile's basic rate is the one that counts.

Turning somebody off, and deleting them

You have three levers, in increasing severity:

Lever	Effect
Status → Inactive or Suspended	They can no longer sign in. The record, their history and their PIN stay
Change the password	Signs them out of every device at once
Delete	Removes them from the list

Deleting does all of this: signs them out everywhere, takes them off the Staff list, and frees their email address so the same person can be re-added later. Their history — punches, sales, payslips, audit trail — is untouched, because the record is retired rather than erased.

Two things it will not do: you cannot delete your own account ("Cannot delete your own account."), and there is no way to bring a deleted staff member back from the interface. Re-adding them creates a fresh record with no history attached, so prefer Inactive for somebody who might return.

Staff and partners are different lists

If your business earns commission, you will meet a second list of people — Partners, under SERVICES. They are not the same thing:

	Staff record	Partner record
Page	/app/staff	/app/partners
Can sign in	Yes	No
Clocks in and out	Yes	No
Gets a payslip	Yes	No
Earns commission on a sale	No	Yes
Can be booked on the calendar	No	Yes

A stylist who both cuts hair and rings up sales needs one of each, and nothing in Kassly links the two records together — there is no screen for it. So expect to type the same person's name twice, and to keep both records in step by hand. See Bookable services and Commissions.

Who can do what

Action	Owner	Manager	Cashier
See the Team list	Yes	No	No
Add a staff member	Yes	No	No
Edit a staff member, including their PIN	Yes	No	No
Delete a staff member	Yes	No	No
See the Payroll tab	Yes	Yes, read-only	No
Edit a payroll profile	Yes	No	No

Everything a staff record changes is written to the audit trail, including who did it — see Audit logs.