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Team and Employee Management

Learn to hire, manage, and optimize your team for business success.

Overview​

Team management in Lemat Stock includes:

  • Creating employee accounts
  • Assigning roles and permissions
  • Managing branch assignments
  • Tracking employee performance
  • Handling staff changes

Accessing Employee Management​

  1. Go to "More" tab
  2. Under "Base Data" section, tap "Users"

Users Page Overview​

The Users page shows:

  • Search bar - Find employees by name or phone
  • Employee cards - Name, role, and status
  • Add button (+) - Create new employees
  • Filter options - By role, branch, or status

Understanding Employee Roles​

Lemat Stock has two employee roles:

Manager Role​

Full Access Including:

  • ✅ Full inventory access (add, edit, transfer items)
  • ✅ Sales processing (all types of sales)
  • ✅ Analytics access (view branch and business performance)
  • ✅ Employee management (manage staff in their branches)
  • ✅ Customer management (add and edit customers)
  • ✅ Supplier management
  • ✅ Payment method configuration
  • ✅ Branch operations

Best For:

  • Store managers
  • Supervisors
  • Trusted senior staff
  • Business partners

Employee Role​

Limited Access Including:

  • ✅ View assigned inventory
  • ✅ Process sales (cash and credit)
  • ✅ View basic analytics (daily summary)
  • ✅ Process sales for existing customers
  • ✅ Add items to cart and complete sales

Cannot:

  • ❌ Add or edit inventory
  • ❌ View detailed analytics
  • ❌ Manage other employees
  • ❌ Access business settings
  • ❌ Make system-wide changes

Best For:

  • Sales staff
  • Cashiers
  • New employees
  • Part-time workers

Creating New Employees​

Step 1: Start Employee Creation​

  1. Tap the "+" button in Users page
  2. Add Employee form opens

Step 2: Fill Employee Information​

Profile Picture (Optional)

  • Tap to add employee photo
  • Helps with identification
  • Professional appearance

Role Selection (Required)

  • Choose Manager or Employee
  • Based on responsibilities
  • Consider trust level and experience

Personal Details:

  • First Name - Required
  • Last Name - Required
  • Phone Number - Required and must be unique
    • Used for login to the app
    • Must be a valid mobile number
    • Cannot be used by another employee

Step 3: Complete Creation​

  1. Review all information
  2. Tap "Create Employee"
  3. Employee account is created
  4. Employee receives login credentials via SMS

🎉 Employee account created successfully!

Managing Existing Employees​

Viewing Employee Details:​

  1. Tap on any employee card
  2. User Detail page shows:
    • Personal information
    • Role and permissions
    • Branch assignments
    • Activity status
    • Performance metrics

Editing Employee Information:​

  1. In User Details, tap "Edit"
  2. Update:
    • Personal information
    • Role (Manager ↔ Employee)
    • Profile picture
  3. Save changes

:::warning Changing Roles When changing roles, ensure the employee is trained on their new responsibilities and permissions. :::

Branch Assignments:​

  • View which branches employee works at
  • Add employee to additional branches
  • Remove from branches
  • Multiple branch assignment allowed

Employee Status Management:​

📹 Video: Activating Suspended Employee​

Watch on YouTube ↗

📹 Video: Editing Your Profile​

Watch on YouTube ↗

📹 Video: Changing Password​

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📹 Video: Logging Out​

Watch on YouTube ↗

Managing Employee Status​

Activate/Deactivate:

  • Deactivated employees cannot log in
  • Use for temporary leave or termination
  • Reactivate when employee returns
  • Historical data is preserved

Status Changes Tracked:

  • When status changed
  • Who made the change
  • Reason for change (if provided)

Employee Performance Tracking​

Accessing Performance Data:​

  1. Go to Analytics tab
  2. Scroll to "Sales" section in Performance
  3. View performance by employee

Metrics Tracked:​

  • Items Sold - Quantity sold by employee
  • Revenue Generated - Sales value
  • Number of Transactions - Sale count
  • Average Transaction Value - Revenue ÷ Sales
  • Performance Ranking - Compared to other staff

Using Performance Data:​

For Top Performers:

  • Recognize and reward
  • Learn their techniques
  • Use for training others
  • Consider for promotion

For Improvement:

  • Identify training needs
  • Provide coaching
  • Set improvement goals
  • Monitor progress

For Team Building:

  • Share best practices
  • Create friendly competition
  • Celebrate milestones
  • Build team morale

Staff Training and Development​

Onboarding New Employees:​

Day 1:

  • Create account and provide login
  • Review role and permissions
  • Tour the system interface
  • Shadow experienced staff

Week 1:

  • Practice sales transactions
  • Learn inventory basics
  • Understand customer service standards
  • Review policies and procedures

Month 1:

  • Independent work with oversight
  • Regular check-ins
  • Address questions and issues
  • Performance review

Ongoing Training:​

  • Weekly team meetings
  • Product knowledge updates
  • New feature training
  • Best practice sharing
  • Cross-training opportunities

Career Development:​

  • Promote high performers to Manager
  • Expand branch responsibilities
  • Delegate special projects
  • Leadership development

Team Communication​

Daily Operations:​

  • Morning briefings
  • Shift handovers
  • Issue reporting
  • Performance updates

Regular Meetings:​

  • Weekly team meetings
  • Monthly reviews
  • Quarterly planning
  • Annual evaluations

Tools and Methods:​

  • In-app messaging (if available)
  • WhatsApp groups
  • SMS updates
  • Physical meeting space

Managing Team Challenges​

Challenge 1: High Staff Turnover​

Prevention:

  • Competitive compensation
  • Clear advancement path
  • Positive work environment
  • Recognition and rewards

Mitigation:

  • Thorough training documentation
  • Cross-training
  • Overlap periods
  • Exit interviews

Challenge 2: Performance Issues​

Approach:

  • Identify specific problems
  • Provide clear feedback
  • Set improvement plan
  • Monitor progress
  • Document everything

Support:

  • Additional training
  • Mentoring by top performers
  • Adjusted responsibilities
  • Performance check-ins

Challenge 3: Theft or Dishonesty​

Prevention:

  • Clear policies
  • Regular audits
  • Access controls
  • Accountability systems

Response:

  • Investigate thoroughly
  • Document evidence
  • Follow legal procedures
  • Deactivate access immediately if needed

Security Best Practices​

Access Control:​

  • Assign appropriate roles
  • Review permissions regularly
  • Limit Manager role to trusted staff
  • Deactivate former employees immediately

Accountability:​

  • All actions are logged
  • Track who does what
  • Regular audit reviews
  • Address discrepancies promptly

Training:​

  • Security awareness
  • Fraud prevention
  • Proper procedures
  • Reporting suspicious activity

Staff Scheduling​

Considerations:​

  • Branch traffic patterns
  • Employee availability
  • Skill level distribution
  • Peak times coverage

Best Practices:​

  • Schedule top performers during busy times
  • Pair experienced with new staff
  • Ensure manager coverage
  • Have backup plans

Team Optimization Strategies​

Right-Sizing Your Team:​

Too Few Staff:

  • Long wait times
  • Stressed employees
  • Missed sales
  • Poor customer service

Too Many Staff:

  • High labor costs
  • Underutilization
  • Low morale
  • Reduced profitability

Finding Balance:

  • Track sales per labor hour
  • Monitor customer wait times
  • Review employee feedback
  • Adjust gradually

Specialization:​

  • Product specialists
  • Customer service experts
  • Inventory managers
  • Training coordinators

Next Steps​

Learn about advanced inventory features:

Advanced Inventory Operations →

Next: Advanced Inventory →