Multi-Store:
New Store Setup

Merchants with an existing ShopKeep store don’t need to start fresh when setting up a new store location. Learn how to add a new store to your existing account, copy inventory and customers, and complete setup of the new location.

Table of Contents

Create a New Linked Store

Request a new linked store be added to your existing ShopKeep account if you are opening a new location and want to use multi-location features. Fill out the setup form in BackOffice to tell our team the number of locations to create and whether to copy inventory items from the existing location to the new one(s).

IMPORTANT: Once a new store is linked to your account, it cannot be unlinked.

  1. Sign in to BackOffice as the Business Owner for your existing ShopKeep store.

    If you have trouble signing in, visit our Login and Access Troubleshooting guide for help.

  2. Click 'Settings' and select 'Locations'.

    Don’t see ‘Locations’? Visit our BackOffice Settings Troubleshooting guide for help.

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  3. Click 'Add New' to open the additional location setup form.
  4. Enter the number of new locations needed, and select whether to copy inventory items to the new location(s), then click the checkmark to submit the form.
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  5. Wait for a call or email from ShopKeep confirming the new location(s) have been created.
  6. Follow the steps in the email or call from the previous step to complete setup of the new location(s).
  7. If our team copied inventory to the new location(s), switch to a new store and finish setting up its items.

    Each step below is optional. Do only what matches your business needs.

    a Use Bulk Management to update quantity on hand and other item properties that are different for the new store (e.g. price changes, reorder triggers, etc.)
    Copied items are not synced between stores. Each store’s inventory is separate and must be managed independently from that location’s BackOffice.
    b Enter the default tax rate, set up additional tax rates and tax groups, and assign items to taxes.
    c Add liability items to inventory.
    d Print barcode labels with SKUs from the new store.
    Labels printed using SKUs from the original store will not scan at the new store and must be reprinted.
    e Set up a ticket printer and assign items to printer groups.
    f Use Adjust Inventory to update the quantity on hand of raw goods.
  8. Repeat steps 6 - 7 for each new location added.

Visit the Multi-Store Management article to learn how to switch between linked stores.

Manually Copy Inventory

If the new store sells the same products as the existing one and inventory was not automatically copied while creating the new store, manually copy over inventory from your existing store. First review the limitations of this process, then start importing items into the new store.

It is only necessary to copy inventory using the process in this section if you did not have our team copy inventory while creating the new linked store.

Limitations

Most items and item settings can be copied between stores without difficulty, but there are limitations to be aware of before starting this process.

These items and item settings cannot be copied and must be manually set up in each new store:

Other limitations to know:

  • Modifiers can be copied to the new store by Customer Care when initially opening the new account. Please make sure to mention this prior to creating the new store.
  • Barcode labels printed with SKUs from the existing store must be reprinted with SKUs from the new store. Item SKUs do not copy over, so barcode labels from one store cannot be scanned in another.
  • Copied items are not synced between locations. Each store’s inventory is separate and must be managed independently from that location’s BackOffice.
  • How to Manually Copy Inventory

    From exporting your stock items to importing them into the new store, follow the steps below to learn how to manually copy your inventory using Bulk Management.

    1. In the existing store's BackOffice, click 'Items' and select 'Bulk Manage Items'.
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    2. Click 'New Job'.
    3. Select 'Update Items' and click 'Next'.
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    4. Click 'Export your existing inventory to a CSV'.
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    5. Open the inventory export in any spreadsheet software.
    6. If there are items you do not want to copy to the new store, delete those rows from the spreadsheet.
    7. Update the 'Quantity' column with each item's quantity on hand for the new store.
    8. Update any other columns that are different for the new store.

      E.g. price and cost changes, register statuses, reorder triggers, recommended order amounts, etc.

      Visit the Bulk Management support article for an explanation of each column.
      Step 9 is only required if you have items with variants or liabilities. Skip to step 10 if this does not apply.
    9. Delete all rows that contain items with variants or liabilities.

      You must manually add these items to the new store in a separate process.

      • Items with variants have text in the Option Name and Option Value columns.
      • Liabilities are items used to issue gift cards, gift certificates, or deposits. Look for items with names like Gift Card or Bottle Deposit.
    10. Check the formatting of the 'UPC' column.

      Some spreadsheet software removes leading 0s or converts numbers to scientific notation. If UPC codes are not 8, 12, or 13 numbers long, adjust the formatting of the cells in this column.

    11. Save the spreadsheet and go to the new store's BackOffice.
    12. In the new store's BackOffice, manually add tax rates and tax groups from the existing store.

      Enter tax rates and tax groups exactly as they are in the existing store. Spelling, spacing, and special characters matter.

      Skipping step 12 may result in errors when you import the inventory spreadsheet.
    13. Click ‘Items’ and select ‘Bulk Manage Items’.
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    14. Use Bulk Management to import the inventory spreadsheet to the new store.
    15. Wait a few moments for the import to finish, then refresh the page to view the results.

      Visit the Items Troubleshooting guide for help fixing any errors.

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    After the Import

    With your inventory imported into the new store, follow these steps to finish setting up the items. Each step is optional, so do only what matches your business needs.

    Once finished setting up the items, visit our Add Basic Items, Add an Item with Variants, and Bulk Management articles to learn how to create new items in all linked locations at once.

    1. Add items with variants and liability items to inventory.
    2. Contact Customer Care for help copying over modifiers from the original store.

      The time it takes to complete this request varies & is subject to the availability of our team.

    3. Copy the item shortcuts panel from the original store to the new one and to all other linked locations.
    4. Enable and set up raw goods.
    5. Print barcode labels with SKUs from the new store.

      Labels printed using SKUs from the original store will not scan at the new store and must be reprinted.

    Manually Copy Customers

    If your existing store has customers that visit the new location, manually copy over your customer list to the new store. First review the limitations of this process, then start importing customers.

    Limitations

    Most customer information can be copied between stores without difficulty, but there are limitations to be aware of before starting this process.

    The following customer information cannot be copied to the new store:

  • Account Number
  • Account Code
  • Account Type
  • Other limitations to know:

  • Copied customers and their purchases are not synced between locations. Each store’s customer list is separate and must be managed independently from that location’s BackOffice.
  • How to Manually Copy Customers

    The process of manually copying customers is similar to copying inventory with Bulk Management and can easily be done with a customer export spreadsheet from your existing store.

    1. In the existing store's BackOffice, click ‘Customers’ and select ‘Export Customers’.
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    2. Click ‘Export Customers’ to export a spreadsheet of the store's customers.
    3. Open the customer export in any spreadsheet software.
    4. If there are customers you do not want to copy to the new store, delete those rows from the spreadsheet.
      Steps 5-7 are only required if you have tax exempt customers. Skip to step 8 if this does not apply.
    5. Add a column called ‘Tax Exempt’.
    6. In the ‘Tax Exempt’ column, enter ‘TRUE’ for customers with a ‘Sales Tax Number’ and ‘FALSE’ for customers without one.
    7. Check the formatting of the 'Sales Tax Number' column.

      Some spreadsheet software removes leading 0s or converts numbers to scientific notation. You may need to adjust the formatting of this column so sales tax numbers save properly.

    8. Save the spreadsheet as a .CSV file and go to the new store's BackOffice.
    9. In the new store's BackOffice, use Bulk Customer Management to add customers from the spreadsheet.
    10. Wait a few moments for the import to finish and refresh the page to view the results.

      Visit the Customer Management Troubleshooting guide for help fixing any errors.

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    Complete Store Setup

    Inventory and customers are the only parts of a store that copy over. Use this section as a checklist to finish the rest of the new store’s setup.

    If you have any questions about setting up the new store, visit our Setup FAQ.

  • Complete all tasks in the Setup Checklist
  • Add Staff members
  • Select active Tenders
  • Assign items for Ticket Printing
  • With your locations set up, compare performance between locations with the Sales by Location Report.