How to manage team roles, permissions, and hide purchase prices from staff
As your business grows, you cannot enter every invoice, stock count, and payment alone—yet sharing your owner login exposes your supplier purchase costs, bank balances, and profit margins to everyone. With granular team roles and module permissions, you let sales clerks, warehouse staff, and bookkeepers do their daily jobs while keeping sensitive financial data locked down.
Invite employees using a 24-hour, single-use invite link (girops.com/i/...) assigned to a specific role. Set module permissions to View, Add, or Edit/Delete, and enable 'Hide purchase prices' so staff can sell products and check stock while purchase costs, purchase invoices, and profit reports stay hidden.
Why Single-Use Invite Links Beat Sharing Your Owner Password
One of the riskiest habits in a small business is leaving the owner's email and password logged in on the shop computer or handing credentials to employees. When everyone shares a single login, you have no idea who deleted an invoice or altered a stock balance, and revoking access when someone leaves forces you to change passwords across every device.
In GiroPS, every team member signs in with their own account. To add a colleague, you pick a role and generate a secure invite link (`girops.com/i/...`) that is valid for 24 hours and works only once. You can share the link via WhatsApp, SMS, or email without locking it to a specific email address ahead of time, and revoke or refresh pending invites at any moment.
- Onboard staff in seconds with a 24-hour, single-use invite link (`girops.com/i/...`) shared from your phone or computer
- Start fast with built-in default roles created when you open your business, or customize roles to match your workflow
- Revoke pending invitations, change a member's role, or remove workspace access instantly when responsibilities shift
- Scale your team capacity smoothly according to your business needs and selected Plans
Module Permission Levels: View, Add, and Edit/Delete
Giving an employee access to a module should not be an all-or-nothing choice. A counter salesperson needs to issue new sales invoices and record customer payments, but should not be able to delete last week's approved invoices or alter historical balances. GiroPS separates permissions into clear operational tiers for each module.
If a role has no access to a module, that module does not appear in the navigation menu at all—keeping the interface clean and distraction-free. When access is granted, you choose between View, Add, or Edit/Delete. The Add level is especially powerful for daily operations: staff can create new records, but cannot modify or delete existing ones.
| Permission Level | Menu Visibility | Allowed Actions | Typical Staff Use Case |
|---|---|---|---|
| No Access | Hidden from navigation menu | Cannot view or request any data in the module | Hiding Cash/Bank accounts and Reports from warehouse staff |
| View | Visible in menu (Read-only) | Browse records, prices, and stock quantities | Allowing counter staff to look up product stock and prices |
| Add | Visible with 'New' action enabled | Create new records; cannot edit or delete existing ones | Letting route reps issue new sales invoices without deleting old ones |
| Edit / Delete | Full module management enabled | Create, update, status-change, and delete records | Allowing a senior bookkeeper to correct invoice or contact entries |
How the 'Hide Purchase Prices' Option Protects Your Margins
In retail, wholesale, and service businesses, supplier unit costs and net profit margins are core trade secrets. Your sales and warehouse teams need full visibility into selling prices, barcodes, and warehouse quantities to serve customers—but they do not need to see how much you paid the supplier for each item.
When you turn on 'Hide purchase prices' for a role in GiroPS, cost privacy is enforced across every screen and API response. Anywhere a purchase price or average cost would appear on a product card, the employee sees a locked 'Hidden' label instead. Furthermore, users with this restriction cannot create or view purchase documents and cannot access margin-sensitive financial reports.
- Replaces purchase prices and unit costs with a locked 'Hidden' indicator across product cards and stock views
- Removes all purchase document tabs and actions (purchase invoices and purchase returns) while keeping sales invoicing active
- Automatically hides the Profit & Loss report, Purchase Analysis, and VAT report from the user's Reports menu
- Allows warehouse staff with hidden purchase prices to record unpriced stock entries that the server values at average cost
Restricting Cash/Bank Access and Auditing with the Activity Log
Collecting a payment from a customer at the counter is very different from viewing the company's main bank account balances or owner withdrawals. Because GiroPS manages permissions per module and dependent selector, you can restrict Cash and Bank visibility while still allowing authorized staff to log customer collections or daily operational documents.
To maintain full accountability without micromanaging, the Activity Log records who performed which action and when. Whether an employee creates a sales quote, transfers stock between warehouses, or updates a contact card, you have a clear audit trail. Whenever you change a member's role or permissions, cached read data on their device is cleared immediately so the new rules take effect right away.
Role Hierarchy Safeguards Against Privilege Escalation
A permission system is only secure if staff cannot bypass their own restrictions. GiroPS enforces strict team hierarchy rules: the Owner role cannot be assigned to anyone else, and no team member can edit their own role or modify a colleague who holds a higher role level.
In addition, an employee whose role has 'Hide purchase prices' enabled can never remove that restriction—even if they are granted permission to help manage team members. This guarantees that your supplier costs and profit reports stay confidential under all circumstances.
Step-by-Step Implementation
1. Review Default Roles or Create a Custom Role
Open the Team & Roles settings, review the ready-made roles created with your business, or add a custom role for Sales, Warehouse, or Accounting.
2. Choose View, Add, or Edit/Delete Per Module
Set exact permission levels for Products, Invoices, Contacts, Warehouses, Cash/Bank, and Reports—modules with no access disappear from the user's menu.
3. Enable 'Hide Purchase Prices' for Non-Management Roles
Toggle on 'Hide purchase prices' for sales and warehouse roles to mask unit costs as 'Hidden' and block purchase invoices and profit reports.
4. Generate and Share a 24-Hour Single-Use Invite Link
Create an invite link (girops.com/i/...) for the chosen role and send it to your employee via WhatsApp, SMS, or email.
5. Monitor Operations Through the Activity Log
Check the Activity Log at any time to see which team member created, updated, or deleted specific documents and stock movements.
Practical scenario
Case Example: Apex Hardware & Trade Store (4-Person Team Setup)
Apex Hardware runs with an Owner, a Bookkeeper, a Counter Sales Clerk, and a Warehouse Assistant. Here is how their GiroPS roles are configured to keep daily work fast while protecting supplier costs:
| Team Role | Invoices & Contacts Access | Inventory & Warehouse Access | Purchase Cost & Reports Visibility |
|---|---|---|---|
| Business Owner | Full Access (Edit / Delete) | Full Access (All Warehouses) | Full Visibility (Costs, P&L, VAT, Cash/Bank) |
| Bookkeeper | Edit / Delete (Sales & Purchases) | Add & Edit Stock Records | Visible (Supplier invoices and tax reports) |
| Counter Sales Clerk | Add Only (Sales Invoices & Quotes) | View Only (Check Shelf & Depot Stock) | Purchase Price Hidden ('Hidden' badge, no P&L) |
| Warehouse Assistant | No Access (Hidden from menu) | Add Only (Stock Counts & Transfers) | Purchase Price Hidden (Quantities & barcodes only) |
Common Pitfalls & How to Avoid Them
Frequently Asked Questions
If I enable 'Hide purchase prices' for a salesperson, can they still create sales invoices and check stock?
Yes. Staff with hidden purchase prices can view selling prices, barcodes, and warehouse stock quantities normally, and can issue sales invoices, quotes, and orders. Only purchase costs (shown as 'Hidden'), purchase documents, and profit/VAT reports are blocked.
What is the difference between the 'Add' and 'Edit/Delete' permission levels?
With 'Add' permission, an employee can view records and create new ones (such as a new sales invoice or stock count), but cannot modify, cancel, or delete existing records. 'Edit/Delete' allows modifying and deleting existing entries.
How does the team invite link work and is it tied to a specific email address?
When you invite someone, GiroPS creates a unique `girops.com/i/...` link valid for 24 hours and a single use. It is not locked to a specific email address, so you can send it over WhatsApp or SMS and the employee can accept it using their preferred sign-in method.
What happens on an employee's phone when I reduce their permissions or hide purchase prices?
Changes take effect immediately. When a role or permission is updated, any cached read data and open editor states on the user's device are cleared so restricted screens and costs are hidden right away.
How many team members can I invite to my business?
Team member capacity is determined by your business's selected Plans rather than a fixed hard-coded limit for everyone. You can review your current capacity and upgrade via Plans as your team grows.
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