Staff, Roles and Multiple Shops

What you can do here

• Give your counter staff and your accountant their own login, so nobody shares your password.
• Choose what each person can do: Owner, Counter Staff or Accountant.
• Create a one-time join code and send it on WhatsApp.
• Change somebody's role later, or remove them from the shop.
• Cancel a join code that has not been used yet.
• Add another shop, and another after that, and switch between them from the menu.

Pro: The whole Team section is on the Full plan. Pro: The Your shops section and the shop switcher are also on the Full plan. On the free or trial plan you will see a "This is a Full-plan feature" card instead. To upgrade, write to info@entyti.com.

The three roles

The app has exactly three roles. You pick one for each person.

What each role does not see

• Counter Staff: the Settings and Billing menu items are not shown. (Billing here is the plan and payment screen, not the POS Billing screen, which Counter Staff use every day.) On the Reports screen the download and print buttons (CSV, JSON, Excel, PDF and Print for accountant) are not shown either.
• Accountant: the menu only shows Dashboard, Inventory, Outstanding and Reports. Quick Sale, POS Billing, Purchases, Distributor Orders, Assistant, Offline sync, Settings and Billing are all hidden.
• Owner: sees everything.

Good to know

• Hiding a menu item is only the polite half. Our servers check the role again on every single action, so a person cannot get around a role by typing a web address by hand.
• If a Counter Staff or Accountant opens the Settings screen anyway, they see a lock card: "Only the shop Owner can change settings".
• The Accountant is the one role that can download reports but cannot bill. Counter Staff is the opposite: they can bill but cannot download.
• A shop can have more than one Owner. Every shop must always keep at least one Owner.

Add a team member

Pro: Full plan.

You do not create a password for your staff. You create a join code, they sign up with it, and they choose their own password.

Steps

1. Tap Settings in the menu.
2. Scroll down to the card called Your team.
3. In the box Add a team member, open the dropdown They join as.
4. Pick Counter Staff or Accountant. A one-line reminder of what that role can do appears just under the box.
5. Tap Create join code.
6. The code appears on a coloured strip, for example JOIN-XXXXXXXXXX.
7. Tap Copy to copy it, or tap Share on WhatsApp to open WhatsApp with a ready-made message. Pick the person's chat and send it.

Good to know

• The dropdown offers only Counter Staff and Accountant. You cannot invite somebody straight in as an Owner. Add them as Counter Staff or Accountant first, then change their role to Owner from the team list afterwards.
• The code works once and expires in 7 days. After that it is dead and you make a fresh one.
• The WhatsApp message the app writes for you contains your shop name, the role, the website address medical.entyti.in, the code, and the reminder that it works once and expires in 7 days.
• The code is not tied to any phone number or email. Whoever enters it first, joins. Send it only to the person it is meant for.
• You can create several codes and hand them out one by one. All unused codes are listed under Waiting to be used, with the role and the expiry date.

Cancel a join code that was not used

Steps

1. Tap Settings.
2. Go to the Your team card.
3. Under Waiting to be used, find the code.
4. Tap Cancel on the right of that line.

Good to know

• Cancelling stops the code from ever working. It does not affect anybody who has already joined with a different code.
• Codes that have already been used, and codes that are past their 7 days, do not stay in this list.

How your staff sign in the first time

Send them these steps along with the code.

Steps

1. Open https://medical.entyti.in on the phone or computer.
2. On the sign-in screen, tap Set up your shop.
3. In the box Trial or team code, type the code exactly as it was sent, for example JOIN-XXXXXXXXXX. Once the app sees JOIN- it knows this is a team code and it stops asking for a shop name.
4. Fill in Your name and Phone.
5. Fill in Email and a Password of at least 6 characters. This becomes their own login from now on.
6. Tap Start free trial. The button keeps that wording, but with a team code it simply joins your shop.
7. They land straight inside your shop, on the Dashboard.

Good to know

• A short note on that screen confirms it: "Joining an existing shop with a team code, you'll land straight inside the owner's shop."
• No new shop is created and no new trial is started. They are joining your existing shop.
• If the code is wrong, already used or older than 7 days, the app says: "That team code is invalid, used or expired. Ask the shop owner for a fresh one." Create a new code and send it again.
• They may be asked to confirm their email first. In that case the app says "Account created. If asked, confirm your email, then sign in."
• If somebody forgets their password later, they tap Forgot password? on the sign-in screen and get a reset link by email. You do not need to do anything.

Change somebody's role

Pro: Full plan.

Steps

1. Tap Settings.
2. Go to the Your team card. Everybody in the shop is listed with their name and email address.
3. Find the person and open the small role dropdown next to their name.
4. Pick Owner, Counter Staff or Accountant.

The change saves at once and the list refreshes. There is no separate save button.

Good to know

• Your own line shows your role as a fixed badge with "(you)" after your name. You cannot change your own role, and there is no remove button on your own line.
• Changing a role changes what that person sees the next time their screen loads.
• If you try to move the last Owner off the Owner role, the app stops you: "A shop needs at least one Owner, make someone else Owner first."

Remove somebody from the shop

Steps

1. Tap Settings.
2. Go to the Your team card.
3. Find the person and tap the bin icon on the right of their line.
4. A message asks: "Remove [name] from this shop? They will lose access immediately." Tap OK to confirm.

Good to know

• Access is cut immediately. Their login still exists, but it no longer opens your shop.
• Bills and entries they already made stay in your shop. Nothing they did is deleted.
• You cannot remove yourself. If you try, the app says "You cannot remove yourself." Only an Owner can remove anybody, and no Owner can remove their own line, so a shop can never end up with nobody in charge.

Run more than one shop

Pro: Full plan.

If you run a second branch, you do not need a second login. One login can hold several shops, and each shop keeps its own stock, its own bills and its own customers. Nothing mixes.

Steps to add a shop

1. Tap Settings.
2. Scroll to the card called Your shops. Every shop your login can open is listed there. The one you are working in now carries a Current tag, and the shop you first signed up with is marked main shop.
3. Type a name in New shop name, for example "Sri Sai Medicals, Branch 2".
4. Tap Add shop.

Good to know

• The name is compulsory. If you leave it blank the app says "Give the new shop a name."
• Only an Owner can add a shop. Counter Staff and Accountant do not even see the Settings screen.
• The new shop starts empty. Its stock, bills and customers are its own.

Switch between shops

Steps

1. Open the menu. On a phone, tap the menu button at the top left first.
2. Just under your shop name you will see a small box labelled Your shop.
3. Open it and pick the shop you want.
4. Wait a moment. A small spinner shows while the app changes over, then the app reloads and drops you on the Dashboard of the new shop.

Good to know

• The Your shop box only appears once your login belongs to two or more shops, and only while the shop you are in is on the Full plan. With a single shop there is nothing to switch, so the box stays hidden.
• When you switch, the app clears the copy of the old shop's data that was saved on your device and starts fetching the new shop's data fresh. This is why the screen reloads. Let it finish before you start billing.
• If the shop you picked is not on the Full plan, the app says "That shop is not on the Full plan."
• If anything else goes wrong, the app says "Could not switch shop. Try again." Nothing is changed in that case.
• After switching, every screen, every report and every bill belongs to the shop shown at the top of the menu. Always check that name before you bill.

Common questions

Do I have to buy a separate login for each staff member? No. You create a join code from your Settings screen and they sign up with it. Team logins are part of the Full plan. For anything about plans, write to info@entyti.com.

Can my counter boy see my profit or download my data? Counter Staff can open Reports and look at them on screen, but the download and print buttons are not shown for that role. Settings and Billing are hidden from them completely.

Can my accountant accidentally change a bill? No. The Accountant role cannot write anything anywhere in the app. Billing, Quick Sale, Purchases and Distributor Orders are not even in their menu, and our servers refuse any change from that role.

Can I make my son or partner an Owner too? Yes. Invite them as Counter Staff or Accountant first, then change their role to Owner in the Your team list. A shop can have more than one Owner.

What if I am the only Owner and I want to leave? Make somebody else an Owner first. The app will not let the last Owner be moved off the Owner role, and no Owner can remove their own line, so the shop always keeps somebody in charge.

The join code I sent is not working. Why? A code works only once and only for 7 days. If it was already used or has expired, create a fresh one and send that.

Can one person work in two of my shops? Today only your own Owner login holds more than one shop, because you created them. A join code puts a brand-new login inside the one shop that made the code, and the same email cannot sign up twice. So a staff member or accountant works in one shop. If you need the same person on the counter in two shops, give them a separate login (a different email) in each shop.

Does my second shop share stock with the first one? No. Each shop keeps its own stock, bills and customers. Switching shops switches everything.

Why did the app reload when I switched shops? The app keeps a copy of your current shop's data on the device so it works without internet. When you switch, that copy is cleared and rebuilt for the new shop. The reload is that clean restart.

Something said "This needs the Full plan". What do I do? Team logins and multiple shops are Full plan features. Write to info@entyti.com and we will sort it out.

Something said "Only the shop Owner can do this". What do I do? You are signed in as Counter Staff or Accountant. Ask the Owner of the shop to do it, or ask them to change your role.