Employee Guide

As a Herufi Employee, you work at a shop that an owner has assigned you to. Your access is determined by the permissions your owner configured for your role.

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Table of Contents

1. Getting an Account
2. Being Assigned to a Shop
3. Logging In
4. Choosing Your Workspace
5. Your Dashboard
6. Using the POS
7. Managing Inventory
8. Managing Orders
9. Viewing Customers
10. Switching Workspaces
11. Permissions Reference

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1. Getting an Account

If you don't have a Herufi account yet:

1. Open the Herufi app and tap Create account.
2. Enter your Full Name, Email, Phone (optional), and Password.
3. For Role, select either Shop Owner or Customer — the employee role is assigned by your employer, not chosen at sign-up.
4. Tap Create Account.

Tell your employer your email or phone number so they can search for you and assign you to their shop.

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2. Being Assigned to a Shop

You do not assign yourself. Your employer (the shop owner) will:

1. Search for your account using your name, email, or phone.
2. Select a role for you (Cashier, Manager, Stock Manager, Delivery Manager, or Sales Agent).
3. Set specific permissions (e.g. "can process orders", "can view inventory").
4. Tap Assign Employee.

You will gain access immediately on your next login.

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3. Logging In

1. Go to the Herufi login page.
2. Enter your email and password.
3. Tap Sign In.

Security: After 5 failed login attempts, your account is locked for 15 minutes.

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4. Choosing Your Workspace

If you have been assigned as an employee, you will see the Workspace Selector screen after login. It shows two sections:

Work as Employee

Each shop you are assigned to appears as a card showing:

• Shop name and location
• Your role (e.g. Cashier, Manager)
• Number of permissions granted

Tap a shop card to enter that shop's dashboard with your employee permissions.

My Own Business

If you also run your own business, tap here to switch to owner mode and manage your own shops.

You can switch between workspaces at any time — see Switching Workspaces.

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5. Your Dashboard

After choosing a shop, you land on the Dashboard. It shows:

• Today's revenue and order count for your shop
• Low-stock and expiry alerts
• Recent orders
• AI business insights

The sidebar only shows sections you have permission to access. Owner-only areas (My Shops, Employees, Settings) are hidden.

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6. Using the POS

Requires: process_orders permission

The POS is the main tool for cashiers and sales agents.

Processing a Sale

1. Go to POS in the sidebar.
2. Search for a product by name or SKU.
3. Tap the product to add it to the cart. Change quantity if needed.
4. Apply a discount if you have the manage_discounts permission.
5. Select the payment method (Cash, Mobile Money, etc.).
6. Tap Charge to complete the transaction.
7. A receipt is generated automatically.

What If a Product Is Not Found?

The product may not exist in inventory yet. Contact your manager or shop owner to add it.

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7. Managing Inventory

Requires: view_inventory (to view) and edit_inventory (to add/edit)

Viewing Inventory

Go to Inventory to see all products. You can filter by category or search by name/SKU.

Editing Stock (if permitted)

1. Click on a product to open it.
2. Update the quantity, price, or expiry date.
3. Click Save.

Adding a Product (if permitted)

Click Add Product and fill in the product details.

You cannot delete products — only owners can deactivate them.

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8. Managing Orders

Requires: view_orders (to view) and process_orders (to update status)

Viewing Orders

Go to Orders to see all orders for your shop. Use the search bar and status filters to find specific orders.

Updating Order Status

1. Click the eye icon on an order.
2. Use the action buttons to advance the order:

• Confirm → Processing → Shipped → Delivered
• Cancel (if still pending)

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9. Viewing Customers

Requires: view_customers permission

Go to Customers to view the list of your shop's customers. You can see:

• Customer name and contact info
• Purchase history
• Loyalty points balance
• Outstanding credit

Editing customer records requires edit_customers permission.

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10. Switching Workspaces

You can switch between your employee shops or your own business without signing out.

From the sidebar:

1. Look at the shop name at the top of the sidebar.
2. Below it, click Switch workspace.
3. The Workspace Selector opens — choose a different shop or switch to your own business.

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11. Permissions Reference

Your owner configures which sections you can access. If you try to visit a page you don't have access to, you will be redirected to the dashboard automatically.

If you need additional access, ask your shop owner to update your permissions in the Employees section.

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Last updated: May 2026