{"id":57,"date":"2026-07-28T23:34:12","date_gmt":"2026-07-28T20:34:12","guid":{"rendered":"https:\/\/dukamaps.co.ke\/help\/?page_id=57"},"modified":"2026-10-10T20:56:35","modified_gmt":"2026-10-10T17:56:35","slug":"managing-staff-and-permissions-with-duka-maps","status":"publish","type":"page","link":"https:\/\/dukamaps.co.ke\/help\/managing-staff-and-permissions-with-duka-maps\/","title":{"rendered":"Managing Staff and Permissions with Duka Maps"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Duka Maps understands that you may not be running your business alone. That&#8217;s why it allows you to add staff members, team, or business partners to help manage your duka.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You can also assign each person a specific role and choose what they are allowed to see or do in the system. For example, you can allow some staff to record sales but prevent them from viewing financial records.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This helps you keep your business secure while giving each person access only to the tools they need to do their job. This article shows a step-by-step guide on how to achieve this.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Step 1: Adding Staff to Your Duka<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Before you can add someone to your duka, they must first create a Duka Maps account. If they don&#8217;t have one yet, ask them to create an account by following the instructions in <strong><a href=\"https:\/\/dukamaps.co.ke\/help\/how-do-i-create-a-duka-maps-account\/\" data-type=\"page\" data-id=\"52\">How to Create a Duka Maps Account<\/a><\/strong>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Once they have created their account, ask them to send you the <strong>email address<\/strong> or <strong>phone number<\/strong> they used during registration.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Then follow these steps:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open the <strong>Duka<\/strong> where you want to add the staff member.<\/li>\n\n\n\n<li>Open the <strong>Admin Menu<\/strong> and click <strong>Manage Staff<\/strong>.<\/li>\n\n\n\n<li>Click the <strong>+ Add Staff<\/strong> button.<\/li>\n\n\n\n<li>Enter the staff member&#8217;s <strong>email address<\/strong> or <strong>phone number<\/strong>.<\/li>\n\n\n\n<li>Select the appropriate <strong>Role<\/strong> (for example, <strong>Staff<\/strong> or <strong>Manager<\/strong>).<\/li>\n\n\n\n<li>Click <strong>Add Staff<\/strong> to complete the process.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Important:<\/strong><br>The role you choose (such as <strong>Staff<\/strong> or <strong>Manager<\/strong>) is only used to identify the person&#8217;s position in your business. It <strong>does not automatically give them any permissions<\/strong>. You will choose what they are allowed to see and do in the next step by assigning permissions.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Currently, all <strong>active<\/strong> staff members can update the duka&#8217;s general business information, even if they have not been granted specific permissions. This includes the <strong>Business Name<\/strong>, <strong>Business Type<\/strong>, <strong>Business Description (What the Business Deals In)<\/strong>, <strong>Location<\/strong>, <strong>Contact Information<\/strong>, and <strong>Working Hours<\/strong>. <strong>Deactivated staff members cannot make these changes.<\/strong> Duka Maps will allow this to be controlled through permissions in the future.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Step 2: Setting Staff Permissions<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Permissions<\/strong> determine what each staff member is allowed to see and do in your duka.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To set permissions:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Go to the <strong>Manage Staff<\/strong> page.<\/li>\n\n\n\n<li>In the <strong>Actions<\/strong> column, click <strong>Permissions<\/strong> next to the staff member whose permissions you want to manage.<\/li>\n\n\n\n<li>Select the permissions you want to grant.<\/li>\n\n\n\n<li>Click <strong>Save Permissions<\/strong> to apply the changes.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">Below is what each permission allows a staff member to do:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">i) Add Products\/Services<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Allows the staff member to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Add, edit, and delete products or services.<\/li>\n\n\n\n<li>View a product&#8217;s or service&#8217;s <strong>Sales Info<\/strong>, which provides a quick summary of:<ul><li>Current stock levels<\/li><\/ul><ul><li>Sales and purchase history<\/li><\/ul><ul><li>Profit or loss<\/li><\/ul>\n<ul class=\"wp-block-list\">\n<li>Whether the item needs to be restocked<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">ii) Manage Accounts<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Allows the staff member to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>View, add, edit, and delete business accounts.<\/li>\n\n\n\n<li>View account balances.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">iii) Manage Journal<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Allows the staff member to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>View, add, edit, and delete journal entries that record how money moves between business accounts.<\/li>\n\n\n\n<li>View account statements and balances.<\/li>\n\n\n\n<li>View the <strong>Ledger<\/strong>, which provides a more detailed record of journal transactions.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">iv) Manage Product\/Service Categories<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Allows the staff member to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>View, add, edit, and delete product or service categories.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">v) Manage Staff<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Allows the staff member to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Add new staff members.<\/li>\n\n\n\n<li>Grant or remove permissions for other staff.<\/li>\n\n\n\n<li>Change another staff member&#8217;s role (for example, <strong>Staff<\/strong> or <strong>Manager<\/strong>).<\/li>\n\n\n\n<li>Deactivate or remove staff members (except the duka owner).<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Note:<\/strong> At the moment, staff members with this permission can also change their own permissions. This behavior may change in a future update.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">vi) Manage Subscription<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Allows the staff member to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Purchase, renew, or upgrade the duka&#8217;s Duka Maps subscription.<\/li>\n\n\n\n<li>Manage the subscription package, which determines:<ul><li>How many products or services can be added.<\/li><\/ul>\n<ul class=\"wp-block-list\">\n<li>Which premium Duka Maps features are available.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">vii) Record Purchases<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Allows the staff member to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>View, add, edit, and delete purchase records.<\/li>\n\n\n\n<li>View purchase history.<\/li>\n\n\n\n<li>View changes in product purchase prices over time.<\/li>\n\n\n\n<li>View the <strong>Purchase Info<\/strong> page, which provides detailed purchase information.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">viii) Record Sales<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Allows the staff member to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>View, add, edit, and delete sales records.<\/li>\n\n\n\n<li>View sales history.<\/li>\n\n\n\n<li>View changes in product selling prices over time.<\/li>\n\n\n\n<li>View the <strong>Sales Info<\/strong> page, which provides detailed sales information.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">ix) View Inventory<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Allows the staff member to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>View <strong>Items to Reorder<\/strong>\u2014products that have fallen below the reorder point and need to be restocked.<\/li>\n\n\n\n<li>View the estimated cost of restocking those items.<\/li>\n\n\n\n<li>View <strong>Items in Stock<\/strong>, including the quantity available and their estimated value based on the latest purchase price.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">This permission is useful for monitoring stock levels without giving access to modify products, purchases, or sales.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">x) Add, View and Edit Duka Customers<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Allows the staff member to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Add customers and maintain their names, contact details and other customer information.<\/li>\n\n\n\n<li>Search and view the duka\u2019s customer records.<\/li>\n\n\n\n<li>Manage Customer Categories and assign customers to categories.<\/li>\n\n\n\n<li>Update customers\u2019 marketing SMS subscription preferences.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Customer Categories uses this permission.<\/strong> It is separate from Manage Product\/Service Categories.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Customer deletion is restricted: only the person who added the customer can delete the record, and only when it is not linked to other business records.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This permission does not, by itself, allow the staff member to record customer debts or send SMS.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">xi) Manage Customer Debts &amp; Credits<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Allows the staff member to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Open Customer Debts &amp; Credits and Customer Balances.<\/li>\n\n\n\n<li>View customer account entries and outstanding balances.<\/li>\n\n\n\n<li>Record product or service charges, payments or prepayments, cash credit refunds, and bad debt write-offs.<\/li>\n\n\n\n<li>Review individual customer account histories.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Editing and deletion remain subject to the account\u2019s rules. Only the person who created an entry can edit its date and narration within 30 minutes. Only the creator can delete their latest manually entered entry for that customer.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Additional permissions may be needed:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>To create a new customer while recording an entry, grant <strong>Add, View and Edit Duka Customers<\/strong>.<\/li>\n\n\n\n<li>To send debt reminders or optional SMS notifications when recording or deleting entries, also grant <strong>Send SMS and Customer Debt Reminders<\/strong>.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Managing customer accounts does not automatically grant permission to send messages.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">xii) View SMS Balance, Messages and Credit History<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Allows the staff member to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Open the SMS Overview and SMS history tabs.<\/li>\n\n\n\n<li>View available SMS units, reserved units and total unspent units.<\/li>\n\n\n\n<li>Review purchases and other activity in the SMS credit history.<\/li>\n\n\n\n<li>Read recorded messages and check their recipients, sender IDs, SMS units and sending status.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">This permission provides visibility into SMS activity. It does not allow the staff member to send messages, purchase credits or change SMS settings.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">xiii) Send SMS and Customer Debt Reminders<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Allows the staff member to send permitted customer messages.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For staff-composed messages on <strong>Send SMS<\/strong>, also grant <strong>Add, View and Edit Duka Customers<\/strong>, which provides access to the customer search.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For debt reminders and optional account-entry or deletion notifications, also grant <strong>Manage Customer Debts &amp; Credits<\/strong>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The sending account determines which messages are allowed:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>DukaMaps account:<\/strong> staff-composed service notifications to individual customers. Group and marketing messages are not allowed.<\/li>\n\n\n\n<li><strong>Own verified HostPinnacle account and approved sender ID:<\/strong> individual and group messages, including marketing messages to customers subscribed to marketing SMS.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">This permission also works with Manage Customer Debts &amp; Credits to manage customer-specific reminder schedules and payment promises.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Sending requires an active main subscription, completed SMS settings and sufficient credits in the account being used. Granting permission does not remove these requirements.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">xiv) Purchase SMS Credits for This Duka<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Allows the staff member to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Open Buy SMS and choose an SMS pack.<\/li>\n\n\n\n<li>Create and review an SMS purchase order.<\/li>\n\n\n\n<li>Request an M-PESA Express payment prompt.<\/li>\n\n\n\n<li>Follow the M-PESA Pay Bill or Airtel Money payment instructions.<\/li>\n\n\n\n<li>Check payment status and review purchase orders and receipts.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">SMS purchases are separate from the main subscription. <strong>Manage Subscription does not automatically grant Buy SMS permission.<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Purchased credits belong to the selected duka and never expire. Partial payments accumulate against an order, but credits are added only after the full amount is confirmed.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This permission does not grant access to send SMS or change SMS settings.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">xv) Manage SMS Templates, Contact and Payment Instructions<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Allows the staff member to open SMS Settings and save:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The duka contact number included in customer-message footers.<\/li>\n\n\n\n<li>The payment instructions customers should use when paying their debts to the duka.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Although the permission label mentions templates, the current Settings page does not allow staff to rewrite the defined debt-reminder messages.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To manage the duka\u2019s <strong>default automatic debt-reminder frequency and preferred sending hour<\/strong>, also grant:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Send SMS and Customer Debt Reminders<\/strong><\/li>\n\n\n\n<li><strong>Manage Customer Debts &amp; Credits<\/strong><\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">This permission does not allow ordinary staff to activate an own HostPinnacle account, change provider credentials or resolve uncertain sending outcomes. Those actions are restricted to authorised DukaMaps administrators.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Choosing Permissions That Work Together<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Some tasks require more than one permission. Use this table when assigning access:<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th>Staff task<\/th><th>Permissions needed<\/th><\/tr><\/thead><tbody><tr><td>Maintain customers and customer categories<\/td><td>Add, View and Edit Duka Customers<\/td><\/tr><tr><td>Record debts and payments for existing customers<\/td><td>Manage Customer Debts &amp; Credits<\/td><\/tr><tr><td>Create customers while recording debts or payments<\/td><td>Manage Customer Debts &amp; Credits + Add, View and Edit Duka Customers<\/td><\/tr><tr><td>Compose customer SMS<\/td><td>Send SMS and Customer Debt Reminders + Add, View and Edit Duka Customers<\/td><\/tr><tr><td>Send debt reminders or account-entry notifications<\/td><td>Send SMS and Customer Debt Reminders + Manage Customer Debts &amp; Credits<\/td><\/tr><tr><td>Manage customer-specific reminder schedules<\/td><td>Send SMS and Customer Debt Reminders + Manage Customer Debts &amp; Credits<\/td><\/tr><tr><td>Change the duka\u2019s default automatic reminder schedule<\/td><td>Manage SMS Templates, Contact and Payment Instructions + Send SMS and Customer Debt Reminders + Manage Customer Debts &amp; Credits<\/td><\/tr><tr><td>Review SMS balances and message history<\/td><td>View SMS Balance, Messages and Credit History<\/td><\/tr><tr><td>Purchase SMS credits<\/td><td>Purchase SMS Credits for This Duka<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Permissions apply separately to each duka.<\/strong> Giving someone access in one duka does not grant the same access in another.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The duka owner automatically has the normal duka permissions. For other staff, the Staff or Manager role remains a label: their assigned permissions determine their access. Authorised DukaMaps administrator functions remain separately restricted.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Changing a Staff Member&#8217;s Role<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">You can change a staff member&#8217;s role at any time.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To change a role from <strong>Staff<\/strong> to <strong>Manager<\/strong>, or from <strong>Manager<\/strong> to <strong>Staff<\/strong>, simply select the desired role from the <strong>Role<\/strong> column next to the staff member&#8217;s name. The change takes effect immediately.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Important:<\/strong> Changing a person&#8217;s role <strong>does not give or remove any permissions<\/strong>. The role is simply a label that identifies the person&#8217;s position in your business. What the staff member can see and do is controlled entirely by the permissions you grant them.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Deactivating and Removing Staff<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Duka Maps allows you to <strong>deactivate<\/strong> or <strong>remove<\/strong> staff members. Although both actions stop a person from managing your duka, they work differently.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Deactivating Staff<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">When you deactivate a staff member:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>They immediately lose access to your duka.<\/li>\n\n\n\n<li>They cannot perform any of the permissions previously granted to them.<\/li>\n\n\n\n<li>They cannot edit the duka&#8217;s general business information.<\/li>\n\n\n\n<li>Their permissions are <strong>not deleted<\/strong>. If you activate them again later, all their previously assigned permissions are automatically restored.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Deactivating is recommended when a staff member is temporarily away or you expect them to return.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Removing Staff<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">When you remove a staff member:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>They are completely removed from your duka&#8217;s staff list.<\/li>\n\n\n\n<li>They lose all administrative access and permissions.<\/li>\n\n\n\n<li>They can still view your duka as a normal Duka Maps user, but they can no longer manage it.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">If you want them to manage your duka again in the future, you will need to add them as staff again and assign their permissions.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Note:<\/strong> If the staff member already has business records associated with their account (such as sales, purchases, or other transactions), Duka Maps will <strong>deactivate<\/strong> them instead of removing them. This helps preserve the integrity of your business records. In such cases, it is recommended that you also remove all of their permissions to prevent unauthorized access if they are reactivated later.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Duka Maps understands that you may not be running your business alone. That&#8217;s why it allows you to add staff members, team, or business partners to help manage your duka. You can also assign each person a specific role and choose what they are allowed to see or do in the system. For example, you [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-57","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/dukamaps.co.ke\/help\/wp-json\/wp\/v2\/pages\/57","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/dukamaps.co.ke\/help\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/dukamaps.co.ke\/help\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/dukamaps.co.ke\/help\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/dukamaps.co.ke\/help\/wp-json\/wp\/v2\/comments?post=57"}],"version-history":[{"count":4,"href":"https:\/\/dukamaps.co.ke\/help\/wp-json\/wp\/v2\/pages\/57\/revisions"}],"predecessor-version":[{"id":114,"href":"https:\/\/dukamaps.co.ke\/help\/wp-json\/wp\/v2\/pages\/57\/revisions\/114"}],"wp:attachment":[{"href":"https:\/\/dukamaps.co.ke\/help\/wp-json\/wp\/v2\/media?parent=57"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}