Shop & staff

How to use it

1. 1At the top of Shop & staff is a list of everything that sets your shop up. Three are marked Needed: they make your stamp card work. Four more are worth doing when you have time.
2. 2A tick means done. Press Open setting up to go to the screen that does them. The bar at the top of every screen counts the three Needed ones.
3. 3Open Shop & staff and find Add a staff member. Type their email address, then tap Counter or Manager — each one says what that person will be able to do, so you can read the choice before you make it.
4. 4KANJIN emails them the invitation. It names you and your shop, says what their role can and cannot see, and carries a link that takes them straight to it. Tell them to expect it, so it is not a surprise in a spam folder.
5. 5It goes in your shop’s language, with the same message in English underneath when your shop is not set to English. The person you are adding may not read your shop’s language, and this way they do not have to guess what the email is about.
6. 6They sign in with that email and press Join this shop. Until they do, they are not on your team and nothing opens for them. The invitation works for seven days, and the date is written beside their name.
7. 7If it runs out, or the email never arrived, press Send again beside them. That sends a fresh one and gives them another seven days. You can send one every ten minutes.
8. 8To change what somebody can open, change it beside their name. It takes effect at once.
9. 9To take somebody off, press Remove. From that moment they can open nothing, even if they are signed in on a tablet across the room.
10. 10At the bottom is The Manager PIN, with a link to where you set it. You set and change the PIN in one place: Counter Mode in Settings.

What it does

• Counter: the counter and the stamp card. They cannot see your takings, your costs, what anybody is paid, or Settings. The one exception is Kiosk tablets, where a tablet is paired, and only if you switch that on in Settings. This is the one to give a new hire.
• Manager: everything a counter can do, plus your takings and Sales & costs. They cannot see what anybody is paid, and cannot change Settings or the team. They can pair the tablet by the register, which is the one job on Settings that is not the owner’s alone.
• Owner: everything, including wages, Settings, the plan, and who works here. Only an owner can add, remove, or change what a staff member can open. Owner is not in the list you pick from, and that is deliberate: being the owner goes with the business, not with an invitation, so it is not something this screen can hand out. You are the owner and that cannot be changed from here.
• The invitation is a key to your shop, so it stops working after seven days. Somebody who never answers cannot be let in by an email they find next spring. Nothing is deleted: they stay on the list with the date, and Send again gives them a new week.
• A role holds whichever way the screen is reached: typed into the address bar, followed from a link, or opened from the five. Until October 2026 it was checked only on a fresh page load, so somebody already signed in who clicked through to a screen their role does not cover could see it. Nothing they could DO there changed — every save and every download checks the role again where the work happens — but they could read it, and now they cannot.
• A role is not the same thing as Counter mode’s Manager PIN, and you will usually want both. The Manager PIN stops a CUSTOMER picking up your tablet and reading your figures. A role stops a PERSON who works here opening a screen that is not theirs. One protects the tablet, the other protects the screen.
• Every one of these is checked on our side, not hidden in the page. Somebody with a counter account who types the address of the wages screen is refused exactly as if they had pressed a link.
• Removing somebody is immediate. Their card, the counter screen and every other screen stop working on their next tap, because the product asks who they are every single time rather than trusting the badge in their pocket.
• A person you remove stays on your records as somebody who used to work here. Nothing they did to the stamp card is undone.

Common questions

Do I have to invite my staff?

No. A shop can be run by one person with one login, which is how most start. Add a staff member when you want them stamping cards without seeing your takings.

Somebody has left. What do I do?

Press Remove beside their name. It takes effect at once, on every device they are signed in on. You do not need to change any password.

Can a manager see what I pay people?

No. That screen is the owner only, and it is the one thing a manager cannot reach. If you want somebody to see wages they have to be an owner.

They never got the email.

Ask them to look in their spam folder first. If it is not there, press Send again beside their name. If that still does not arrive, check the address you typed: an invitation goes to an address, and one letter wrong is a letter nobody reads. They can also sign in with that address and press Join this shop without the email at all.

I added them and they say nothing has changed.

They have not joined yet. Ask them to open Settings → Your invitations and press Join this shop. It is one press, and it has to be them: joining somebody’s business is not something we do to a person without asking.

It says they have to confirm their email first.

Then they signed up and never opened the link we sent. Ask them to find that email and press the link, then try again. We ask for it because an invitation goes to an address, and an address nobody has proved they read is not proof of anything.

Related screens