How to Add a Staff Member to Your Store in Ficos

How to Add a Staff Member to Your Store in Ficos: A Step-by-Step Guide for Shopkeepers #

Efficiently managing your store’s team is crucial for seamless daily operations and ensuring accountability among staff. With Ficos, adding and managing your store personnel is straightforward, ensuring each staff member has precisely the access they need.

This guide walks you through the process of adding a new staff member to your store in Ficos, clearly explaining each step so you can quickly onboard your employees.

Understanding Staff Roles & Permissions #

Ficos includes default staff roles designed to simplify assigning permissions:

• Store Manager: Manages overall store operations, including inventory, sales, and team management.
• Cashier: Primarily handles customer sales transactions.
• Inventory Manager: Oversees inventory management, product stock, and supplier interactions.
• Accountant: Manages financial reporting, bookkeeping, and analysis.
• Administrator: Has full access to all features, typically assigned to store owners or highly trusted team members.

Step-by-Step: How to Add Staff to Your Store #

Adding staff to your store is simple. Follow these clear steps to get started quickly:

Step 1: Navigate to Business Manager #

• Log into your Ficos dashboard.
• Scroll down to locate the “Business Manager” section.

Step 2: Access the Staff Management Area #

• Within Business Manager, swipe horizontally and tap on the “Staff” option.

Step 3: Add a New Staff Member #

• In the top right corner, tap the “+” icon to initiate adding new staff.

Step 4: Select Staff Role #

• Select the appropriate predefined role from the available options: Store Manager, Cashier, Inventory Manager, Accountant, or Administrator.

Step 5: Enter Staff Details #

• Fill in the Staff Name and Email Address.

Step 6: Invite Staff Member #

• Tap “Save Staff” to send the invitation. The staff member receives an email inviting them to join your store.

Staff Member Onboarding Process #

After receiving an invitation:

• The staff member clicks the invitation link provided in the email.
• They will see the store they’re invited to and their assigned role and permissions.
• Staff must accept or decline the invitation. Once accepted, they immediately gain the relevant access.

Customizing Staff Permissions (Optional) #

You can easily customize permissions for specific staff members beyond the default settings:

• Return to the Staff Management area.
• Select the staff member whose permissions you wish to modify.
• Toggle permissions to customize their access accordingly.
• Save your changes for instant updates.

Best Practices for Staff Management in Ficos #

To optimize your retail operations and ensure secure, efficient staff management, consider these best practices:

• Regular Reviews: Periodically evaluate roles and permissions to match changing responsibilities and enhance security.
• Careful Assignment: Assign permissions thoughtfully, matching each team member’s responsibilities precisely.
• Transparent Communication: Clearly communicate role changes and responsibilities to maintain accountability and effectiveness.

Managing Your Staff Efficiently #

Ficos helps you maintain effective staff oversight by providing additional management capabilities:

• Disabling or Removing Staff: Easily revoke access when necessary.
• Resending Invitations: Quickly resend invitations to staff who haven’t registered or misplaced their invitation.
• Activity Logs: Maintain transparency and accountability by reviewing staff activity and permission changes.

Further Assistance and Resources #

For more detailed instructions or additional help, explore our comprehensive documentation:

• Ficos Documentation – A complete guide to every feature in Ficos.
• Introduction to Ficos Retail Management System – Gain an overview of how Ficos streamlines your retail business.
• Creating Your Ficos Account – Step-by-step instructions on getting started.

Glossary of Terms #

• Administrator: A user role in Ficos that has full access to all features and settings of the store. This role is typically assigned to the store owner or a highly trusted individual.
• Business Manager: A section within the Ficos dashboard that centralizes core operational tools, including access to staff, products, suppliers, and reports.
• Cashier: A predefined role in Ficos designed for staff who handle sales transactions at the point of sale. This role has limited access, focusing mainly on processing payments and issuing receipts.
• Dashboard: The main screen or landing page in the Ficos app that provides an overview of the store’s key metrics, performance indicators, and access to different modules.
• Inventory Manager: A role in Ficos responsible for maintaining product stock levels, updating product listings, handling stock adjustments, and communicating with suppliers.
• Invitation Link: A unique email link sent to new staff members allowing them to join a store on Ficos. Clicking the link takes them to a registration or login screen with role details.
• Permissions: Specific actions or features a staff member is allowed to access in Ficos. These are granted based on the assigned role or can be manually customized by an administrator.
• Roles: Predefined templates in Ficos that group permissions based on typical job functions (e.g., Store Manager, Accountant). Roles simplify assigning appropriate access quickly.
• Staff Management: A feature within Ficos that allows store owners or administrators to add, remove, or modify staff members and adjust their roles and permissions.
• Save Staff: The action button in the “Add Staff” screen used to finalize and send the invitation to the new staff member.
• Store Manager: A role in Ficos with wide-ranging permissions including staff oversight, inventory updates, and sales monitoring—ideal for a supervisor-level staff member.
• Accountant: A role in Ficos focused on financial tracking, including access to profit/loss reports, expense entries, and payment management. Typically used for bookkeepers or finance staff.
• Activity Logs: A feature that tracks and displays changes made by staff within Ficos. Helps with accountability and monitoring store actions such as edits or permissions updates.
• Resend Invitation: A function in Staff Management allowing the store admin to re-send an invite email to a staff member who missed or lost the original invitation.
• Access Control: The system in Ficos that determines who can view or perform specific actions. It is managed through roles and permissions to ensure data security.

Conclusion #

Adding and managing your store staff using Ficos ensures your business operates smoothly, securely, and efficiently. Following this guide empowers you to manage roles and permissions confidently. For additional support, refer to our comprehensive documentation or contact our support team directly.

What our clients say #

I have managed to track my expenses better and been able to budget and plan better

Nayebare Jenuario #

★★★★★

Business has never been managed better on an app than with Ficos! No hardware costs, no implementation costs, the LOWEST cost of ownership and business intelligence at your finger tips! Thx Ficos team

Fort High #

★★★★★

Excellent app Very useful for business

Christian TABARO #

★★★★★