Roles and Permissions

Every person who signs in to Kadenio has a role. The role decides which screens they can open and which accounts they can manage. Some everyday actions, such as giving refunds or changing prices at checkout, also need a specific ability. The Owner always has every ability; other staff get only the abilities they need. This page explains each role and what it can see and do.

Who can use this

This page is for everyone. The tasks it describes are carried out by:

Task	Who
Create a staff account and choose its role	Owner (Manager or Team Member), Manager (Team Member only)
Set up a shop's Owner	Your Kadenio account manager
Hand the shop over to a new Owner	The current Owner

Before you start

• There is no public sign-up. Every account is created for the person by someone with the right role. See Users and access.
• Know your own role: Owner, Manager, Branch Manager or Team Member.

Key concepts

The roles

Role	Who it is for	In short
Owner	The shop owner, one per shop	Full control of the shop, including settings, staff and every ability.
Manager	A trusted employee who runs the shop day to day	Manages staff and day-to-day work, within the abilities the Owner has given them.
Branch Manager	A supervisor with a narrower remit	Runs daily shop operations within the abilities the Owner has given them. Cannot manage staff, loyalty or rewards.
Team Member	Counter staff and helpers	Works with customers and bikes, within the abilities the Owner has given them.

One location per shop

In this version every shop has a single location. The Branch Manager role is available, but it works as a manager with a narrower set of screens. When you choose a role for a staff account, it is listed as Shop manager (Assigned shop access).

Your shop's staff

Every staff account belongs to exactly one shop and only ever sees that shop's data.

Abilities

Some actions need an ability on top of the role. The Owner always has every ability. Managers, Branch Managers and Team Members only have the abilities they have been given.

Ability	What it allows
Add and edit customers	Create customers, change their details and archive them
Register and edit bikes	Add bikes to a customer and change bike details
Create and update repair tickets	Check in bikes, add work and parts, move tickets through the workshop and print repair receipts
Manage products and stock	Create and change products, services, categories and brands, and record stock received, counts and adjustments
Sell and take payment	Create sales, confirm payment, void unpaid sales and issue gift cards
Give refunds	Refund paid sales and block gift cards
Change prices at checkout	Change the price or description of an item in a sale, and give a discount on a line
View reports	See sales summaries and trends, and download the sales export
Manage loyalty and vouchers	Change the points program and tiers, and create or change vouchers
Send customer offers	Send one-time offer emails from CRM to customers with marketing consent

Everyone can look up the information on the screens their role can open. Only the Owner can schedule or cancel service reminders.

What each role can see

Screen in the sidebar	Owner	Manager	Branch Manager	Team Member
Dashboard, Notifications, Support	Yes	Yes	Yes	Yes
Customers & bikes	Yes	Yes	Yes	Yes
Products & services, Inventory	Yes	Yes	Yes	No
Workshop	Yes	Yes	Yes	No
POS (checkout, Sales history, End of day)	Yes	Yes	Yes	No
Reports	Yes	Yes	Yes	No
CRM	Yes	Yes	Yes	No
Loyalty, Rewards	Yes	Yes	No	No
Staff	Yes	Yes	No	No
Shop profile, Settings	Yes	No	No	No

What each role can do with accounts

Role	Can create	Can manage
Owner	Managers and Team Members	Managers, Branch Managers and Team Members in their own shop
Manager	Team Members	Team Members in their own shop
Branch Manager	No one	—
Team Member	No one	—

How to hand the shop over to a new Owner

A shop has exactly one Owner. To pass ownership to someone else:

1. Make sure the new owner has an active account in your shop.
2. Open Settings → General → Access.
3. Under Shop ownership, choose the person in New owner.
4. Select Transfer ownership, then Confirm transfer.

The person you chose becomes the Owner straight away, and your own role changes to Manager. The handover is recorded in the shop's activity.

Rules to know

• A shop can only have one Owner.
• Owners cannot change their own role. To step down, hand the shop over as described above.
• The Owner's account is set up by your Kadenio account manager, not from the Staff screen.
• An email address can belong to only one Kadenio account.
• If you open a screen your role does not allow, Kadenio shows that you are not authorized and nothing is changed.

Not available in this version

• A screen where the Owner switches individual abilities on or off. Ask Kadenio support if a staff member needs different abilities.
• Shops with several locations, and abilities per location.
• Custom roles.

Common questions / problems

Symptom	Cause	What to do
A menu item is missing	Your role does not include that screen (see the table above)	Ask the Owner to do it, or to change your role
"You do not have permission for this action."	You do not have the ability needed for that action	Ask the Owner to do it, or ask for the ability
A Team Member cannot open POS	Team Members do not have access to the POS	Use a Branch Manager, Manager or Owner account for sales
You cannot change your own role as Owner	The Owner role can only be handed over	Use Transfer ownership

Related pages

• Users and access
• Settings
• Glossary