Employee Management Tools

From adding your employees to the Staff List to running sales reports, learn the ways ShopKeep employee management tools can help you manage your staff and get a sense of each employees’ productivity.

Getting Started with Your Staff List — Assigning Access Levels

Before you’re able to start analyzing staff data you’ll need a Staff List — an employee management tool for entering your employees into BackOffice. Here’s where you will input your employees’ contact information, assign register codes, and set access levels.

To get started, click Staff List from the Bird’s Eye View when you login to BackOffice. Add the names, email addresses, and phone numbers of each of your employees. The Staff List saves time by keeping this information organized and all in one place, making it easy to reference. It comes in handy when reaching out to your employees for shift information, business changes, and any other important news.

Next, assign a unique, four-digit code to each of your employees. This Register Code is necessary for tracking each employees’ register activity. It’s the code that they’ll use to clock in and out as well as to sign into the iPad register. It’s critical that your employees use their unique codes each time they use the Register so that you are able to run Time Clock reports, view their open checks at the register, and see their transaction data at the BackOffice and Register levels.

From the Staff List, there are three different access levels you can assign employees. Employees with Cashier Privileges can perform most basic register duties. These include running sales and returns, reprinting receipts, and viewing their individual shift data via the Shift Report. Register Managers have access to everything a cashier has plus additional functionality, including opening and closing shifts, approving discounts and voids that require manager approval, and viewing shift reports for each employee. Both of these levels have access only to the Register, not BackOffice.

Lastly, BackOffice Manager access allows employees to take care of tasks in BackOffice. These employees can add items to the items list and button layout, create discounts, and view analytics — just to name a few. These employees have access to a number of features, but there are still a few jobs that only Account Owners can manage, such as viewing multiple locations and billing information. It’s worth noting that there is only one account owner per account.

Keeping Track of Operations and Identifying Trends

With your employees now set up, you can start using ShopKeep employee management tools to analyze data and run reports.

The employee management tools at the register level include the Checks Screen and the Shift Report. When employees create and complete transactions, they have ownership over the transaction. Open and/or saved checks also belong to the employee that is signed into the register. The ownership of open or saved checks can be transferred, split and even merged as needed. This is useful in the event the current owner of the check needs to leave and another staff member needs to finish up.

Use the Shift Report from the register’s control panel to view transactions. This can give you an idea of how your employees are performing during their shifts. What employees see displayed on a shift report will vary depending on their access level. If signed in as a cashier, they can see their transaction data, including gratuity and any customers that they added. If signed in as a register manager, they can see each individual employee’s shift report as well as an aggregate of all shift data. This feature makes it easy to distribute tips accepted via credit cards as non-cash gratuity. Simply process a payout for the amount of gratuity earned by the employee.

In BackOffice, view Transactions from the Analytics Dashboard to see register activity for individual or all employees. This includes sales, returns, payins, and payouts. View an individual staff member’s register activities by entering their name in the Filter by field. Additionally, you can export the data to view on a spreadsheet to better analyze how each employee is doing.

The Time Clock Report displays recorded hours for your employees. When employees clock in and out on the register, the data is sent to BackOffice. Select a timeframe and view time punches during that period. If an employee forgets to clock in or out, punches can be edited here.

Now that you’ve had a crash course on employee management tools, you’re ready to start leveraging these tools to stay organized, manage employee settings, and track register data to recognize trends. As always, if you have additional questions leave them in the comments below. We love hearing from you!