Manage employees and roles

You’ve been open a week, and running the counter alone is wearing thin. Bringing your team onto BANA gives each person their own sign-in, and a role decides what they see once they’re in — so your cashier rings up sales without opening your books. Cà Phê Sài Gòn is adding Hùng Phạm behind the till and Lan Trần to run the floor.

Before you start

• You’re signed in to the dashboard at client.bana.com.vn as the owner.
• You have each person’s name and an email address for them — that’s how BANA sends the link they use to set their own password.
• Everything lives under Team in the dashboard: Employee for people, Role for what they’re allowed to do.

Add someone to your team

Add your first team member

Open Team → Employee and select Create. Under Personal Info, enter First Name (Hùng) and Last Name (Phạm), their Email, and a Start Date — all four are required. (There’s no phone field here; you can add one later by editing the record.)

Under Authorization, pick the Merchant they work at, then their Role. Hùng works the till, so Cashier — one of the roles your shop already has — is exactly right. Leave Grant login access on, give them a Username to sign in with under Authentication, and select Save.

Tip: Turn Grant login access off for someone you want on the books but not in the system — a contractor, say. They get a staff record and no sign-in.

See the roles you already have

Lan needs more than a cashier does, so before adding her, look at what’s on offer: open Team → Role. Your shop starts with three roles BANA provides — Cashier for counter staff, Employee as a low-access starting point, and Manager above them — each Activated and badged System role, which means they’re built in rather than yours.

If one of these fits the job you’re hiring for, you’re done: go back to Employee, add the person, and pick it. Only when none of them fits do you need the next step.

Build a role when none of them fits

Select Create. Give the role a Name (Store manager), leave Status as Activated, and set two things the form insists on: a Priority — Medium is right for a manager, since it decides which other roles this one can manage — and the Merchant the role belongs to. Without both, Save does nothing and tells you nothing.

The Policy Definition panel on the right is where you decide what the role can reach. Rather than ticking hundreds of actions, start from a Preset — Read-only, Editor or Full access — and adjust. Editor suits a store manager. Each module (Commerce, Inventory, Sale, Finance and the rest) has its own Read, Write and Manage chips, so you can pull back whatever the job shouldn’t touch, and the running count above the list tells you how many actions you’ve allowed. Select Save, then add Lan the same way you added Hùng, choosing Store manager as her role.

Tip: Build roles around jobs, not people. When someone changes position you switch their role instead of unpicking permissions one by one.

Get them working

Check who has access

Back on Team → Employee, both people are listed with the Username they’ll sign in with, their email, their Role, and a Status of Activated. That’s the record — what turns it into access is the email BANA has just sent them: a link to choose their own password, good for 24 hours. You never see or set that password.

Once they’ve set it, they sign in at client.bana.com.vn for the dashboard, or the BANA Sale app at sale.bana.com.vn for the till, with the same credentials.

Change or end someone’s access

Select a person from the list to open their record — this is where everything after day one happens:

• Change what they can do — swap the Role under Authorization, or add a second one.
• They forgot their password — Reset Password under Security emails them a fresh link. Their old password stops working immediately.
• They’ve left — set Status to Deactivated to switch off their sign-in while keeping the record, or Archive to take them off your team list for good. BANA asks you to confirm archiving, because it can’t be undone.

What you set up

Both sign in with their own username and a password only they know.

Next steps

• Track stock and locations — the part of the shop Lan now runs.
• Update business details