Why and how to add users
In most businesses, the owner is not the only person ringing up sales. Cashiers and staff need to issue compliant invoices too, which means adding them as users in your eTIMS-capable system. The principle that matters is individual logins: each person issuing invoices should have their own, so every invoice is traceable to who issued it.
Individual logins are not just tidy; they support accountability and make it possible to set what each user can do, separating a cashier who rings up sales from a supervisor who can also handle refunds or reports. The exact steps to add a user depend on your software, but a compliant system should let you add staff, give each a login, and control their permissions. Set this up so your whole team can trade compliantly. Confirm any KRA-side requirements with KRA.
Adding a user is usually framed as an administrative convenience, but the reason it matters is accountability. Once each person acts under their own login, every invoice, void and refund carries the name of whoever did it. Shared credentials destroy that in a single step: when something needs explaining, the record says only that it was done by the account everyone uses, which is the same as saying nobody.
The half of this that gets forgotten is removal. Access granted when someone joined tends to persist long after they leave, and a former employee’s live login is both a security exposure and a gap in the audit trail. Make removal part of the same routine as issuing, so leaving the business and losing access are the same event rather than two unconnected ones.
Want to see it running in your own business first?
Sign UpGetting the basics right once means compliance runs quietly in the background of your business.
How to add a user
A practical path for a Kenyan business.
- 1
List who needs to issue invoices
Identify the staff who ring up sales or handle invoicing, since each should have their own login.
- 2
Add each as a user with a login
In your system, add each person as a user with their own login, so invoices are traceable to who issued them.
- 3
Set the right permissions
Give each user the permissions their role needs, separating cashiers from supervisors who handle refunds or reports.
- 4
Train and go live
Show each user how to issue a compliant invoice and capture a buyer PIN, then let them trade.
- 5
Give every person their own login
Shared credentials make the audit trail useless at exactly the moment you need it. One person, one login, no exceptions for the busy weekend.
- 6
Remove access the day someone leaves
Make revocation part of the leaving routine rather than a task that surfaces at the next review, when it has already been live for months.
Common mistakes to avoid
Sharing one login across staff
A shared login makes invoices untraceable to a person. Give each user their own for accountability.
Giving everyone full permissions
Not every user needs to handle refunds or reports. Set permissions to each role to limit risk.
Skipping training
A user who does not know how to capture a buyer PIN causes errors. Train each one briefly before go-live.
A shop adds its cashiers
A shop in Nairobi had all three cashiers sharing one login, so when an invoice was wrong, no one knew who issued it.
The owner added each cashier as a user with their own login and set a supervisor permission for refunds, then ran a short training.
Every invoice was now traceable to the cashier who issued it, refunds were controlled, and accountability improved across the counter.
Trading without eTIMS-compliant tax invoices risks KRA penalties, blocked VAT input claims for your customers, and receipts a business buyer cannot expense.
Veira signs every sale to KRA eTIMS automatically, so each receipt is compliant the moment it prints, with no separate device to reconcile.
How Veira makes this simple
Veira is built for Kenyan businesses. It issues compliant KRA eTIMS invoices automatically on every sale, applies the right tax treatment per item, captures the buyer KRA PIN, keeps your records reconciled and ready for filing, and reconciles M-Pesa and Pochi payments to each sale.
It runs on a free handheld terminal or the phone you already own, keeps working offline, and runs from KES 2,999 a month, terminal included on annual billing and a 30-day money-back guarantee. See how Veira works, or book a free demo.
Frequently asked questions
How do I add a user in eTIMS?
Should each cashier have their own login?
Can I limit what a user can do?
Does Veira support multiple users?
Does Veira handle this for me?
Where do I confirm the current rules?
how to add a user in eTIMS is straightforward once you know the essentials, and with a compliant system like Veira the day-to-day part is handled for you. See how Veira works, or book a free demo. Reconcile recorded sales against transmitted invoices each month, and most of the compliance question answers itself.
Need help, or want to talk it through first? Chat with us on WhatsApp