# Give staff their own logins: manager or cashier

- URL: https://creditkhataapp.com/help/staff-logins-manager-cashier
- Product: Credit Khata (https://creditkhataapp.com/)
- Section: Shop, staff & products
- Updated: 2026-10-19

> On Pro, go to Profile → Staff → Add staff, enter their name and their own email or phone number, choose Manager or Cashier, and save. Copy the password shown once, or show a sign-in QR.

Only the owner can add staff, and adding a staff login is part of Pro. Open **Profile → Staff**, tap **Add staff**, enter the person's **Name** and their own **Email** or **Phone** number (or both), choose **Manager** or **Cashier** under **Role**, and save. The password is shown once: copy it and give it to them, or let them scan a one-time **Sign-in QR** instead. They sign in to the counter app or the Android app with that email or phone number and see only what their role allows, at one branch.

Separate logins mean every entry records who made it, and nobody needs your owner password to work the counter.

## The staff roles

OwnerManagerCashierSell on cash or credit, add customersYesYesYesRecord payments, confirm "I've paid" claimsYesYesYesSend reminders, print receipts, see productsYesYesYesVoid entries, delete customers, change opening balancesYesYesNoGo past a credit limit, set limits and due datesYesYesNoResolve disputes, manage payment detailsYesYesNoProducts, stock, expenses, suppliers, reports, statementsYesYesNoStaff, branches, data download, two-step sign-inYesNoNoIn the app's own words: a **Manager** "runs the branch: can change amounts owed, delete entries and see reports", and a **Cashier** "sells and takes payments. Cannot delete records or see the books."

Shops that deliver also have a third role, **Rider**, which "delivers orders and collects cash at the door" and sees only the deliveries it is given: no customers, accounts or sales.

## Add a staff login

1. Open **Profile** and tap **Staff** ("Managers and cashiers").
2. If you have more than one branch, tap the branch this person works at. Each login works at one branch.
3. Tap **Add staff**.
4. Enter the person's **Name**.
5. Enter their own **Email**, their **Phone** number, or both. At least one is needed, and each one signs them in. A number typed without its country code gets your branch's country code.
6. Choose the **Role**: **Manager** or **Cashier**.
7. Save. The app shows what they sign in with (**Signs in with**) and the **Password**, with a note: "Save these now — the password is shown only once." Tap **Copy**, give the details to the person, then tap **Done**.

Credit Khata sends staff no email, neither when you add them nor when you reset a password, so you hand over the password yourself. An email that already has a Credit Khata account cannot be used for a staff login, and a phone number signs in to only one staff login, so two staff cannot share one number.

![The Staff screen listing Adeel Raza as a Cashier and Shahid Mehmood as a Manager, each with what they sign in with and when it was last used, and the Add staff button](https://creditkhataapp.com/storage/content/library/web-staff.webp)Profile → Staff: every login, its role and when it was last used## Change a role, reset a password or remove a login

Tap a person in the **Staff** list:

- Change the **Name**, **Email**, **Phone** or **Role** and tap **Save**. Keep an email or a phone number for them to sign in with.
- **New password** makes a fresh password; the old one stops working straight away. Staff cannot reset their own password with **Forgot password?**; only the owner can.
- **Delete** removes the login. They are signed out, their entries stay in your books, and their email and phone number are freed so they can be added again.

![The Edit staff dialog with the person's details, a Role choice between Manager and Cashier with a description of each, and Delete, New password and Save buttons](https://creditkhataapp.com/storage/content/library/web-staff-edit.webp)Edit a staff login: change their details or role, reset the password or remove itThe list also shows **Last used** for each login, or **Not signed in yet**, so you can spot logins nobody uses any more. If the shop moves from Pro to Free, existing logins keep working; only adding new ones waits for Pro.

## How staff sign in

1. Open the counter app at [creditkhataapp.com/pos-pwa](https://creditkhataapp.com/pos-pwa/) or the Android app.
2. On **Sign in**, type their email or phone number in **Email or phone number**, and the password in **Password**. A phone number works with or without its country code.
3. Tap **Sign in**.

Older versions of the Android app call that box **Email or username**; an email or phone number works there too.

Logins made before staff signed in with their own email or phone keep their old username, and it still works in the same box. To move one over, open the person in **Profile → Staff** and fill in **Email** or **Phone**: an email replaces the old username, while a phone number is added beside it, so both keep working.

Without a password: on **Profile → Staff**, tap the QR button next to the person to show their **Sign-in QR**. It works once, for 5 minutes. On the sign-in screen they tap **Sign in with a code or QR** (in the Android app, **Scan QR**) and scan it, or type the code shown under it.

![The counter app's Sign in screen with the sign-in fields, Password and the Sign in button](https://creditkhataapp.com/storage/content/library/site-counter-signin.webp)Staff use the normal Sign in screen with their email or phone numberA cashier's screens simply leave out what they cannot use: no **Reports**, **Expenses** or **Suppliers** in the menu, no **Void entry** buttons, and no **Limits** or **Statement** on a customer's page.

![The counter app on a phone signed in as a cashier: payments to confirm, outstanding balance, customers and quick actions](https://creditkhataapp.com/storage/content/library/mobile-cashier.webp)What a cashier sees on a phone: the counter, customers and payments to confirm## Good practice

- Give every person their own login, even family members. Transactions and reminders then show "by" and the name of whoever did them.
- Make shop assistants **Cashiers** and keep **Manager** for the person who runs the branch when you are away.
- Reset a password when someone leaves, or delete their login.
- Protect the owner account with two-step sign-in: [Download your data, secure your account or delete it](https://creditkhataapp.com/help/export-data-security-delete-account).

In the Android app, the owner finds the same list under **Profile → Staff** and can **Add staff**, **Reset password**, **Remove login** or show a sign-in QR. If an older version of the app still asks for a **Username**, type the person's email or phone number there.

For the thinking behind roles, read [Shop staff permissions: what a cashier and a manager should do](https://creditkhataapp.com/blog/shop-staff-permissions-cashier-vs-manager).

## Frequently asked questions

### How does a staff member sign in?

In the counter app or the Android app, on Sign in, they type their email or phone number in the Email or phone number box and the password you gave them. Or tap Sign in with a code or QR and scan the Sign-in QR you show them from Profile → Staff.

### Can a cashier delete an entry?

No. Cashiers can sell, take payments, add customers, confirm payment claims and send reminders, but cannot void entries, delete customers, change amounts owed or see reports.

### What happens to entries when I remove a staff login?

They stay. Removing a login signs that person out and stops the login working; everything they recorded remains in your books. Their email and phone number are freed, so they can be added again later.

### Do I need Pro for staff logins?

Adding a new staff login is part of Pro, as is opening more branches. Every new shop gets its first month of Pro free. If the shop later moves to Free, logins you already made keep working.

### My staff member forgot their password. What now?

Staff cannot use Forgot password, and Credit Khata never emails them. Open Profile → Staff, tap their name, choose New password and give them the new one yourself. The old password stops working.

### My staff still sign in with an old username. Does it still work?

Yes. Logins made before staff used their own email or phone keep their username. To move one over, tap the person in Profile → Staff and fill in Email or Phone: an email replaces the username, and a phone number is added beside it.

### Can two staff members share one phone number or email?

No. A phone number signs in to only one staff login, and an email that already has a Credit Khata account cannot be used for a staff login. Give each person their own number, or use their email instead.