Getting started
Adding your team and choosing roles
Give each person their own login with the right role, and remove people who leave.
For: Owner
Give each person who uses iTrade their own login. Every sale then shows who made it, the Audit Trail shows who changed what, and each person only sees what their role allows. Only the Owner can manage the team.
Choosing a role
| Role | Give it to | They can |
|---|---|---|
| Sales Person | Till staff | Record sales, manage customer accounts, request stock with a purchase order, and see a Sales Report of their own sales. They can only delete their own sales. |
| Manager (stock + sales) | Shop managers, stock controllers | Everything above, plus products, purchases, stock takes, write-offs, transfers, expenses, the day-to-day reports and the Audit Trail. |
| Finance Manager | Whoever looks after the money | Everything a Manager can, plus Profit & Loss, Cash Flow, and Billing & invoices - including paying iTrade and the renewal reminders. |
| Owner / Admin | The business owner or a partner | Everything, plus Team Members and Company Settings. |
Give people the lowest role that lets them do their job. You can change it later - see Change someone's details or role.
Your takings and profit stay private: a Manager or Sales Person never sees the Profit & Loss, the Cash Flow, what you pay for iTrade, or any billing reminder.
Add a new team member
- On the Apps page, open Team Members.
- Click + Add Team Member.
- Under Create New Team Member, fill in:
- First name and Surname.
- Phone: their own number, so you can send them their login on WhatsApp.
- Email (optional): needed if they ever want to use Forgot password?.
- Company: the company or branch they work at.
- Role: see the table above.
- Click Create & Add.
You don't pick a username or a password - iTrade makes them. Kudzai Moyo becomes kudzai.moyo (and kudzai.moyo2 if that one is taken), with a password like PlumRaven65.
Hand the login over
The next page shows their username and password with two buttons: Send on WhatsApp, which opens WhatsApp with the message already written to their number, and Copy.
The password is shown once. If you lose it before sending it, remove the person and add them again, or ask us for a reset link.
If your subscription is paid up, a brand-new person waits until their seat is paid for: the Team page shows them as Awaiting payment. Pay the small pro-rata invoice from Billing & invoices and they can log in on the website or in the app straight away. Someone who already works at another of your branches is free and gets in at once. Ask them to change their password the first time (see Your profile and password).
Give an existing login access to another branch
A manager who looks after two branches needs only one login. To give them access to a second branch:
- Open Team Members and click + Add Team Member.
- Under Assign an Existing User, type their username, choose the Company (the extra branch) and a Role.
- Click Assign Access.
They then pick between their branches using the company switcher at the top of the page.
Change someone's details or role
On Team Members, click Edit next to the person. You can correct their name, phone or email, move them to a different branch, and change their role. Save, and it applies the next time they use iTrade.
You can't change anyone's password - only they can, under My Profile. If they're locked out, message us on the chat and we'll send them a reset link.
A business must always have at least one Owner, so the last Owner can't change their own role.
The old way to change a role
There is no separate "change role" button. To change a role:
- On the Team Members list, click Remove next to that person's row for that company, and confirm.
- Click + Add Team Member and use Assign an Existing User to add them back to the same company with the new role.
Their login, password and past sales stay as they were.
When someone leaves
On the Team Members list, click Remove on each row for that person. They can no longer open your business. Their past sales stay in your records under their name.
Remove leavers promptly. That protects your data, and they stop counting towards your bill.
How team size affects your bill
iTrade costs $10 per user per month. Everyone with a login anywhere in your business counts once, including you. A manager who covers two branches is still one user. One Sales Person is free - one for the whole business, not one per branch. For example, an Owner, a Manager and two Sales People pay for 3 users, which is $30 a month.
Promoting your free Sales Person
The free seat is only for someone who is a Sales Person everywhere they work. If you make your free Sales Person a Manager, they become a paid user. Mid-month, they can log in with their new role once the extra days are paid, worked out the same way as adding someone. If you have another Sales Person, they take over the free seat instead, and nothing extra is due.
Adding someone mid-month
You only pay for the days left until your renewal date. For example, if you're paid up to 20 October and add someone on 22 September, you pay for 29 of the month's 30 days: $10 × 29 ÷ 30 = $9.67. From your renewal they're simply part of your normal monthly bill. If you add several people before paying, they're all on one invoice. Removing someone before you pay takes them off it.
Adding or removing people changes the amount on your next invoice. The Billing page lists everyone you are paying for. See Billing and paying with EcoCash.
Only the person themselves can change their password once they are logged in. If a staff member forgets theirs and has no email on their login, remove them and add them again with a new username and password, or contact us.