The day-to-day: taking money
Approvals: when the till asks the owner
The owner cannot stand behind every counter, so Kaydro asks on their behalf.
| Kind | Needs approval when |
|---|---|
| Discount | More off than the person may give, or an item below its minimum price |
| Refund | Any refund or credit note |
| Void | A sale is cancelled |
| Credit | A credit sale takes the customer past their credit limit |
To set it up, open your name → Owner's controls → Approvals. Managers can look; only the owner saves.
- Tick what needs my approval. Unticked means Kaydro only records it.
- Set the maximum discount without asking per role: cashiers start at 5%, managers at 20%. The owner has no limit.
- Under Managers who approve for me, tick the kinds each manager may approve, and if you like an until date, "while I travel".
- Choose how requests reach you: the bell always, plus WhatsApp, email or SMS.
A new company starts with all four on. A company already using Kaydro keeps them off, recording only, until the owner switches them on.
At the till, a sale that needs approval shows a box with three ways forward:
- Waiting for the owner…: the request rings the owner's phone. They tap Approve or Decline, and the till carries on by itself.
- Manager here? PIN: a manager standing there types their PIN.
- Offline: approval code: the owner reads the six-digit code for that till from their Approvals screen and gives it over the phone. It changes every ten minutes and works once.
The same box appears on the café screen, Sales → Returns, credit notes and Void. An owner or approving manager acting themselves is not asked; it is recorded as their own approval.
A sale that happened is never refused. If one reaches Kaydro without the approval it needed, it is recorded, marked UNAPPROVED, and the approvers are told.
The report Discounts, refunds & approvals lists every discount, price change, refund, void and credit: who, how much, below the minimum or not, and who approved it by phone, PIN or code.