Add Branch User

A branch user in Kenya’s eTIMS (Electronic Tax Invoice Management System) is an individual assigned specific roles and permissions to manage tax-related operations for a particular branch of a business.

Adding branch users allows organizations to decentralize operations, ensuring that each branch can independently handle its invoicing, tax submissions, and compliance under centralized oversight.

Why Add Branch Users?

1. Decentralized Operations
   It enables branches to operate independently while adhering to tax compliance.
2. Enhanced Accountability
   It assigns specific responsibilities to individuals at branch level.
3. Streamlined Management
   It facilitates better organization and monitoring of branch-level activities.
4. Improved Compliance
   It ensures that tax-related tasks are performed at the appropriate level, minimizing errors.

Steps to Add a Branch User

1. Log in to Slade360 eTIMS Infrastructure
   Access the eTIMS portal via Slade360 APIs using your administrator credentials. Navigate to the User Management module via our fluid APIs.
2. Select the Branch
   Then locate the specific branch for which you want to add a user:
   1. Go to the Branches section in the administration panel.
   2. Select the desired branch from the list of registered branches.
3. Access the Add User Option
   Within the branch details, click on the Add User button. This action can be performed via our list branches endpoint.
4. Fill in the User Details
   Then provide the required information for the new branch user:
   1. Full Name
      Enter the user’s legal name.
   2. Email Address
      Provide a valid and active email address for login and communication.
   3. Phone Number
      Include the user’s mobile number for notifications and account recovery.
   4. KRA PIN
      Input the user’s Personal Identification Number (if applicable).
   5. Role
      Then you can assign the appropriate role based on the user’s responsibilities:
      1. Inventory Manager
      2. Accountant
      3. General Administration
5. Define Permissions
   Specify the access rights for the user:
   1. View Only
      It allows the user to view information but not make changes.
   2. Edit and Manage
      It grants the ability to edit invoices, generate reports, and manage tax submissions.
6. Set Up Login Credentials
   1. Create a unique username for the user.
   2. Generate a temporary password or allow the system to auto-generate one. This password will be sent to the user via the provided email.
7. Review and Confirm
   1. Double-check the entered details for accuracy.
   2. Click Save or Submit to finalize the addition of the branch user.
8. Notify the User
   1. Inform the branch user of their login credentials and provide guidance on how to access the system.
   2. Encourage the user to change the temporary password upon first login.

Best Practices When Adding a Branch User

1. Verify User Details
   You should ensure all information provided is accurate and up to date.
2. Assign Roles Carefully
   You should limit permissions to only those necessary for the user’s responsibilities to maintain security and accountability.
3. Conduct Training
   You should train branch users on how to use Slade360 eTIMS APIs effectively, including invoicing, report generation, and compliance requirements.
4. Monitor User Activity
   You should regularly review branch user activities to ensure adherence to organizational policies and tax regulations.

Benefits of Adding a Branch User

1. Operational Efficiency
   It empowers branches to manage their operations effectively without over-reliance on the head office.
2. Improved Compliance
   It ensures each branch maintains accurate records and adheres to tax regulations.
3. Accountability and Traceability
   It allows tracking of activities at the branch level, fostering accountability.
4. Role-Based Access Control
   It reduces security risks by granting users only the permissions they need.