Adding & managing team members

Add a team member in one form — their login, role, sections, permissions, employee features and pay — then edit, deactivate or remove them, and how members count against your plan.

Team Members (/app/team) is the one place for the people in your shop. A team member is one record: their login, what they can open and do, whether they check in and take leave, and their pay. There is no separate employee record.

Managers can see the team. Adding and editing members needs the Add & edit team members permission — the Owner and Admins have it by default.

The header shows N of M seats used — you, the owner, don't take one.

Add a member#

Click Add member. The form has three steps:

Member — Full name, Phone (optional, +91 added for you), Email (their login — must not already be used in your business) and a Password (12+ characters with a capital letter, a number and a symbol).
Access & permissions — pick a Role (Admin, Manager, Salesman or Cashier). Leave Limit which sections they can open off to give everything the role allows, or turn it on and set each section — they get exactly what you tick, even above their role (for example POS for a cashier). See Module access matrix. Then set What they may do: the permission switches below.
Employee features — switch on Check-in / check-out, Apply for leave, See own salary slip and See own sales & commission (all on by default), and enter Monthly salary, Joining date, Bank, IFSC, Account number, Commission % and Monthly sales target.

Click Add member. Kapda Stock does not email the new member — give them your business username, their email and the password, and ask them to sign in at /app/login.

Permission switches#

Each switch starts at the role's default. You can turn any of them on or off for one member — for example, let a cashier record customer payments.

Switch	On by default for
Give discounts / change price	Manager, Admin
Record customer payments	Manager, Admin
See cost price & profit	Manager, Admin
Approve leave	Admin
Correct attendance	Admin
See team salaries	Admin
Add & edit team members	Admin

With See cost price & profit off, purchase prices show as —, and stock valuation and profit reports are hidden. With Give discounts off, POS sells at the catalogue price only.

Someone other than the Owner who can add members can only add or edit people below their own role, can't give a permission they don't have, and can never edit the Owner or another Admin. Nobody can change their own access. Salary and bank details are only visible to people with See team salaries; bank account numbers are stored encrypted and shown as •••• 1234.

Edit, deactivate or remove#

From a member's ⋯ menu:

Edit member — the same three-step form. Leave the password blank to keep it. Changing a role or password signs them out so they sign in again with the new access.
Salary slip — any month's slip (needs See team salaries).
Deactivate — they can't sign in until you Reactivate them. They keep their seat.
Remove from team — frees the seat. Their invoices, attendance, leave and sales history stay in your records.

Error messages#

Message	Cause
A member with this email already exists	Use a different email.
You can only manage members below your own role	Ask the Owner.
You cannot give a permission you do not have yourself	Ask the Owner.
You do not have permission to see or change salaries	Needs See team salaries.
You cannot change your own access	Ask another Admin or the Owner.
Plan limit reached: …	Remove a member or upgrade.

Last updated 04/10/2026