DUKAANMATIC BUSINESS GUIDES
Staff permissions and shift handover for a busy shop
When several people use the same account, a question such as “who approved this refund?” can turn into guesswork. Clear access and a short handover help staff work confidently while giving the owner a useful record of decisions. The process should be simple enough to survive a busy Saturday.
Assign access around the job
List what each role needs to do during a normal shift. Counter staff may need to record sales and receipts; purchasing staff need a different set of functions. Review the permissions available in DukaanMatic and give each person the access appropriate to their responsibilities. Keep sensitive changes, account administration and exceptional approvals with the authorised people rather than sharing an owner login.
Use individual accounts where supported
A named account makes a recorded action easier to follow. It also makes access removal more precise when someone changes roles or leaves. Avoid putting shared passwords in a group chat or leaving a privileged account open on a counter computer. Check the access after changing a role so the person can still complete their required work without retaining unnecessary permissions.
Define the exceptions before they happen
Decide who approves a refund without the usual paperwork, a price adjustment, a stock correction or a credit sale beyond the agreed terms. Give staff a practical way to reach that person. A rule that only says “ask the owner” is difficult to follow when the owner is unavailable. Keep the decision and supporting reference with the transaction wherever the workflow allows it.
Write a handover that can be acted on
A good handover contains the closing cash count, pending digital receipts, orders waiting for action, returned goods awaiting inspection and entries needing review. Include an amount or document reference and the next responsible person. “Please check accounts” is vague. “Receipt for invoice 104 remains unconfirmed; review the payment reference before marking it settled” gives the next shift a clear action.
Review access and handovers together
For example, if one staff member can record a return but cannot approve a refund, the handover should show which approved person must finish the case. Review unresolved items at the start of the next shift rather than carrying them forward indefinitely. Periodically inspect staff access, especially after role changes. The aim is a dependable chain of responsibility, not extra forms. Start with a one-page routine and adjust it when a recurring gap appears.