Managing users
Article Content
Users are the people in your organisation who use Pilla.
Viewing your users
Only users with the access level of Admin (the highest) can see the below menu options.
- Tap the team tab which is the trophy icon
- Tap it again when it turns to the blue menu button
- Tap Users
- The Users screen shows a list of all users
Each user card shows their name, profile photo, email, and job title.
Adding a new user
Only users with the access level of Admin (the highest) can see the above menu options to access users and therefore only Admins can add new users.
- Open the users menu and tap Users
- Tap New
- Fill in the form fields (see below)
- Tap Save in the header
What happens next
- The user receives an email invitation with a magic link
- They tap the link to open the app
- They go through a short onboarding flow to add a profile photo
- They can start using Pilla immediately
User form fields
When adding or editing a user, you'll see these fields:
| Field | What it's for | Notes |
|---|---|---|
| Name | Shown throughout the app | Use their full name |
| Their login address | Must be unique -- no two users can share an email | |
| Role | Controls their permissions | Select from a dropdown (explained below) |
| Main Team | Their primary team for holidays | Single-select from your teams list |
| Teams | Which teams they belong to | Multi-select -- must have at least one |
| Job Title | Describes their role | Shown on their profile |
| Wage Unit | How they're paid | Select from a dropdown (e.g. per hour or per year) |
| Salary | When Wage Unit includes "year" | Required if shown |
| Normal Hourly Pay | When Wage Unit includes "hour" | Required if shown |
| Weekly Hours | Always shown | Optional |
| Payroll ID | Always shown | Optional -- for exports and integrations |
On mobile, the Main Team and Teams fields open a modal with circle checkboxes to select from. On web, these use dropdown selectors.
Staff role
Staff members can:
- View their shifts and work
- Clock in and out
- Complete assigned work
- Request leave (if enabled)
- Send and receive messages
- Watch training videos
- Post stories
- See the leaderboard
Manager role
Managers can do everything staff can, plus:
- Create, edit, and delete shifts
- Create work templates and assign work
- Add, edit, and remove users
- Create and manage teams
- Access organisation settings
- Upload training videos
- Approve leave requests
- View analytics and heatmaps
Admin role
Admins can do everything managers can, plus:
- Add/edit users
- Add/edit teams
- Update shift and work settings
- Update billing
Choosing the right role
| Scenario | Recommended role |
|---|---|
| Regular team member | Staff |
| Team leader who doesn't do scheduling | Staff |
| Shift supervisor who creates rotas | Manager |
| Office administrator | Admin |
| Owner or senior manager | Admin |
Tip: Start with Staff and promote to Manager when someone actually needs those permissions. You can always change it later.
Editing a user
- Open the Users drawer
- Click the three-dot menu on the user card
- Select Edit user
- Make your changes on the Edit User form
- Click Save
You can change all user fields including name, email, role, teams, job title, wage details, and payroll ID. Changes take effect immediately.
Important: Role changes take effect immediately. If you change someone from Manager to Staff, they'll lose access to management features straight away.
Removing a user
When someone leaves your organisation, remove their access to Pilla.
- Open the menu and tap Users
- Tap the three-dot menu next to the user
- Select Delete user
- Confirm the deletion
What happens when you remove someone
| Aspect | What happens |
|---|---|
| Login access | They can no longer log in |
| Past shifts | Kept in your records |
| Past messages | Kept in conversation history |
| Leaderboard history | Preserved |
| Billing | Seat count adjusts automatically |
Removal is immediate but not destructive -- their historical data stays for your records.
Tips
- Use real email addresses -- Users need to receive the invitation email
- Start everyone as Staff -- Promote to Manager only when needed
- Assign all relevant teams -- So people see everything they need
- Keep job titles consistent -- "Shift Supervisor" vs "shift supervisor" looks messy
- Remove leavers promptly -- Maintain security and reduce billing
- Double-check before removing -- It's immediate and can't be undone from the app