Workspace & Team Access
Company profile, team roles and permissions, plan and settings
What Workspace & Team Access is for
Workspace is the company itself: legal name, people, permissions, plan and billing, and settings that apply everywhere.
What to do first
Set these up once, then invite your team.
- Company ProfileOpen ↗
Legal name, address, PAN/VAT and the logo on your documents.
- Voucher Sequences
How invoice and receipt numbers look.
- Parties & Contacts
One address book for customers and vendors.
- Team membersOpen ↗
Invite people and give each a role that fits their work.
- Subscription & BillingOpen ↗
Your plan and the modules it includes.
- Settings & Integrations
Payment gateways and BS/AD calendar defaults.
Roles that run the business
Each person in your workspace has one role. The role decides what they can do; module access and warehouse limits can narrow it further. Below the Owner, people can only manage members ranked below them and can't give a role higher than their own.
- Owner
- For the business owner. Can: everything, including billing and plans, closing the workspace and handing ownership to someone else. Only an Owner can make another person Owner. Open ↗
- Admin
- For the person who runs the workspace day to day. Can: company settings, tax and compliance, integrations, inviting and managing the team, and all modules. Can't: change the plan or billing, close the workspace or transfer ownership. Open ↗
- Accounting admin
- For your chief accountant. Can: chart of accounts, journals, bank reconciliation, budgets, fiscal year close and reopen, tax returns, and financial and cost reports. Can't: manage the team, settings or billing, or create sales, purchase or stock documents.
- Manager
- For an operations lead. Can: create, post and approve documents in the modules they can open, and see cost reports. Can't: manage the team, change settings, or close a fiscal year.
Roles for one area of the business
These roles run one module fully and see nothing outside it. Use them for department heads who shouldn't see the rest of the books.
- Sales manager
- For whoever runs selling. Can: customers, quotations, orders, invoices, deliveries, customer payments, returns and credit notes, and the sales reports. Can't: anything in Purchasing, Inventory or Accounting, or cost and margin reports.
- Inventory manager
- For your storekeeper. Can: products, warehouses, receiving goods into stock, stock counts, adjustments, transfers, batches, barcode labels and quantity reports. Can't: see purchase prices or stock values, or open bills and payments.
- Purchasing manager
- For whoever buys. Can: vendors, purchase requests, quotations from vendors, purchase orders, goods receipts, bills, vendor payments, returns and debit notes, and the purchasing reports. Can't: anything in Sales, Inventory or Accounting.
- POS supervisor
- For the counter in-charge. Can: terminals and devices, open, approve and cancel cashier shifts, see every cashier's shifts, approve cash-outs and bigger discounts, returns and refunds, and the POS reports. Can't: anything else in Sales, Inventory or Accounting (it can look up products and stock and add customers).
Roles for day-to-day work
For staff who record work but don't approve it, and for people who only need to look.
- User
- For general staff (shown as Member in some lists). Can: record day-to-day work in their modules, such as draft invoices, bills and stock entries. Can't: approve, post or reverse documents, or see cost and margin reports.
- Cashier
- For counter staff. Can: open a shift, ring up sales, hold bills, add customers and close the shift. Can't: give refunds, see other cashiers' shifts, or open anything outside POS. Cash-outs and discounts above the limit need a supervisor's approval.
- Delivery driver
- For riders and drivers. Can: see the deliveries assigned to them, record pickup, delivery with proof, failed attempts and returns, and cash collected on delivery. Can't: see invoices, prices, balances or reports.
- Viewer
- For an owner's partner, investor or anyone who only needs to look. Can: see dashboards, lists and reports in their modules. Can't: change anything, or see cost and margin figures.
Roles for your accountant, tax consultant and auditor
Give these roles to outside professionals. If they work through their own firm on KhataPal, they can instead open your company through an engagement: they see only what that engagement allows, they never become a member of your team, and you can end the engagement at any time.
- Accountant (bookkeeping) Professional
- Can: record and post transactions, bills, invoices and journal entries, reconcile the bank and prepare tax. Can't: reverse or void posted entries (you or your Accounting admin do that), close the fiscal year, or manage your team.
- Tax consultant Professional
- Can: prepare VAT, TDS and income-tax work, see the books and reports, and suggest corrections as draft journal entries for you to post. Can't: change anything already posted.
- Auditor Professional
- Can: see the books, tax work and the audit trail, suggest audit adjustments as draft journal entries, and mark tax work as reviewed. Can't: post or change your records.
Module access
A role says what a person can do; module access says where. When you invite or edit someone you can switch modules off for them, for example a Sales manager who should not open POS. Module access only narrows a role: it never adds anything the role doesn't already allow.
- Change a member's modules
- Open Team members, edit the person and tick the modules they should use. Open ↗
Warehouse access
A member can optionally be limited to specific warehouses, for example a storekeeper who works at one godown. By default everyone can use every warehouse. Once limited, they only see and move stock in the warehouses you choose.
Pausing access and end dates
You don't have to remove someone to stop their access.
- Pause
- Stops a member signing in to this workspace until you resume them. Use it for leave or while you check something.
- End date
- Access stops by itself on the date you set. Good for seasonal staff, interns and short audits.
- Remove
- Takes the person out of the team. Everything they recorded stays, with their name on it.
- Changes for one person
- An admin can give one member a single extra permission, or take one away, without changing the role for everyone.
Cashier limits and supervisor approvals
Cashiers work within limits set by the owner or admin. When a cashier goes over a limit, the counter asks for a supervisor's approval before it continues.
A POS supervisor, Manager, Admin or Owner can approve.
- Cash out of the drawer
- By default every cash-out by a cashier needs approval. You can set an amount per shift that cashiers may take out on their own.
- Discounts
- By default a cashier can give up to 10% off a line or a bill. Anything more needs approval.
- Refunds
- Only people with refund access (POS supervisor and above) can refund a sale.
- Own shifts only
- A cashier sees their own shifts and sales. Supervisors see every cashier's shifts and drawer totals.
Keeping costs private
Purchase prices, stock values and profit margins are sensitive. Only the Owner, Admin, Accounting admin, Manager and your accountant, tax consultant and auditor see them.
Everyone else gets the same reports with quantities only. An Inventory manager, for example, receives goods and sees stock levels without any prices. Downloading or emailing a cost report needs separate permission to export it.
Turning modules on and off
Settings › This company › Modules lists every module with its state: Ready, Setup needed, Off, Not in your plan, or Needs KhataPal approval. Only the owner or an admin turns modules on or off. Turn off hides it from the menu; nothing is deleted. Each person still sees only what their role allows.
Example: a tailoring shop that doesn't keep stock turns Inventory off. Its products and past records stay, and turning it back on brings them back.
- Tax
- Turn it off if you don't handle your own VAT, TDS or income tax in KhataPal. Your profile, filings and reports are kept. While Tax is off, a Tax link takes you back to your start page. Open ↗
- People & Work
- Off until you turn it on, even if you use every other module.
- Inventory and Purchasing
- Inventory can also be Products & Catalog only: your products for the website, quotes and invoices, without stock.
- Retail POS and Restaurant
- They come with Sales: turning Sales off hides them too. Restaurant is switched on for a business by the KhataPal team.
- Websites
- Your public website, catalog and inquiries.
- KhataPal Firm
- For businesses that offer accounting, tax or audit services. It is set up from Company profile.
- Your start page
- Each person chooses where they land after signing in, in Preferences › Start page. Open ↗
Your letterhead on letters and certificates
Company Profile has a Letterhead (optional) box next to your logo and signature. Upload your own letterhead as a wide image, about 2000 × 300 pixels, as PNG, JPEG or WebP, under 2 MB. Letters and certificates from People & Work print it across the top instead of the logo-and-address header.
- Where it prints
- Only on People & Work letters and certificates. Invoices, receipts and statements keep the logo header. Open ↗
- No "Powered by KhataPal" on letters
- Letters and certificates never carry it, on any plan. Sales documents follow your plan: shown on Free and Starter, and Business Pro can remove it.
- Check it first
- Open a template in Documents & Certificates and preview it: the sample prints on your letterhead, just like an issued document. Open ↗
- Replacing it
- Upload a new one. The old file stays in your Document Library.
Signing in safely
Every sign-in needs your password. If two-factor sign-in is on, you also type the 6-digit code from your authenticator app; and when email codes apply to your account, KhataPal emails you a code to type in as well.
- Two-factor sign-in
- Turn it on in Security with Google Authenticator or a similar app, and keep your backup codes somewhere safe. A backup code gets you in if you lose your phone. Open ↗
- Too many wrong passwords
- After several wrong tries, sign-in pauses for a few minutes. Wait, then try again, or reset your password.
- Sign out other sessions
- Sessions & devices shows where you are signed in, on browsers and the KhataPal app. Sign out one you don't recognise, or press Sign out every other session. Open ↗
- A strong password
- At least 12 characters. If you sign in with Google, you can add a password as well.
Common access mistakes
Small choices here protect your money and your books.
- Making everyone Admin
Give each person the smallest role that fits their work. You can always raise it later.
- Sharing one login
Give every person their own account so the audit trail shows who did what.
- Forgetting people who left
Pause or remove them the day they leave, or set an end date when they join.
- Using Viewer for staff who handle stock
Viewer can't record anything. Use Inventory manager or User instead.
Common questions
Quick answers about roles and access.
- Why can't I see a page or a menu item?
- Your role, or the modules your admin gave you, doesn't include it. The sidebar only shows what you can open, so a missing item means you need different access, not that something is broken. Ask your workspace owner or admin to change your role or module access.
- Why is there a padlock on a menu item?
- A padlock means your company's plan doesn't include that feature yet. It has nothing to do with your role. The workspace owner can add it from Subscription & Billing.
- How do I give someone access to only one warehouse?
- Open Team members, edit the person, and choose the warehouse under warehouse access. By default a member can use every warehouse. Once limited, they only see and move stock in the warehouses you picked.
- Why can't I see purchase prices or costs?
- Cost and margin figures are kept for the roles that need them: Owner, Admin, Accounting admin, Manager and your accountants and auditors. Other roles see quantities, not values. An admin can grant cost access to a specific person if needed.
- A cashier can't see yesterday's sales from another counter. Is that right?
- Yes. A cashier sees only their own shifts and sales. A POS supervisor, Manager, Admin or Owner sees every cashier's shifts.
- Someone left the company. What should I do?
- Remove them from Team members, or pause their access if they might come back. Their past work stays in your records with their name on it.
- Should I invite my accountant as a team member?
- You can, with the Accountant, Tax consultant or Auditor role. If they work through their own firm on KhataPal, let the firm open your company through an engagement instead: you choose what they can do, and you can end it at any time.
Still stuck? Contact support