ShopKeep for
Retail Businesses

After you’ve setup your BackOffice, check out part 2, iPad Setup!

These topics have been selected as must-haves for retail stores (including commission based). If you have any questions as you read, just reach out to your Point of Sales Specialist.

Table of Contents

Manage Staff & Privileges

This section details how to add your employees and also set their privileges. It is important that you add all of your employees to track their sales and time clock punches.

Click to watch a short video on managing staff in BackOffice and setting up staff privileges.

Add Staff

Add Staff

This section helps you add staff and setup who has access to what. Add your employees track their sales and their time punches.

  1. Sign in to your BackOffice.
  2. Click 'Staff, then 'Staff List'.
  3. Click 'Add Staff', to begin.
  4. Enter employee information.
  5. Click 'Save'.
  6. After you’ve added your employees, you may set your employee privileges.

Visit our Manage Staff article to learn more about adding employee information to the Staff List.

Set Privileges

Managers have access to more BackOffice Settings and register functions. From your BackOffice, determine if an employee has Cashier or Manager permissions.

Cashier Privileges | Cashiers are able to clock in, run sales and view their own register activity on a printable shift report.
Manager Privileges | Managers are able to open and close shifts, run sales, complete drops, pay-ins, payouts, apply any discount, and void transactions.
BackOffice Manager | BackOffice Managers can manage inventory and other settings, but not account or billing information; this can only be done by the account owner.
Account Owner | Account Owners manage all previous employee settings as well as account or billing information.
Below are items that can be set to require manager approval.
Manager Void Approval | Deleting an open check before closing it out is a void. Set the privilege so that only managers can void.

  1. Check the box to enable or disable.
  2. Press 'Ok' to confirm.

Manager Discount Approval | Create discounts for special deals and occasions. Set privileges on a per-discount basis, in case you would like the discount to require manager approval first.

  1. Click 'Settings' to expand the sidebar.
  2. Choose 'Discounts'.
  3. Click 'Add Discount'.
  4. Fill in discount details.

    Check the box next to ‘Requires Manager’ to prevent employees without manager privileges from applying the discount.

  5. Click 'Save'.
  6. On this page, create and manage discounts. For more information on managing your discounts, check out the Named Discounts article.

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Adding Inventory Items

This section introduces how to add inventory items.

Click below to watch a video on adding inventory items.

Add Items

Adding Inventory Items

Follow the steps below to add items to your inventory.

  1. In your BackOffice, click 'Items' to expand the sidebar.
  2. Choose 'Items List'.
  3. Select 'Add Item' in the top right.
  4. Fill out the item information.
  5. Click 'Save' when you’re done.

Check out detailed steps outlining how to add inventory in our Adding Items article.

Inventory Item Details

Explained below are the details that can be applied to your inventory items.

Name | The name on the register and receipts.
Department | General grouping for organization.
Category | Specific subgroup within a department.
SKU | Pre-generated barcode for Label Printing.
Priced | How the register rings up the item price.

In BackOffice – Predetermined price set Price set in BackOffice will appear at the register.

In Store – Set by the cashier at time of sale.

Unit Price – A fixed price for each unit (oz, lb, etc.) sold.

Sales Price | Price you sell this for (not including modifiers).
Taxable | If the item has ANY tax added on to it.
Tax Rate | OPTIONAL tax rate specific to this item only.
UPC | Digits to make barcodes for a scanner.
Track Inventory | Tracking for quantity and cost.

True – For items being sold

False – Used for services that are performed as you go, such as a custom order

Quantity | Total amount in stock.
Liability? | Liabilities are designated for items such as Gift Cards or Gift Certificates. These are items to be redeemed at a later time.

Additional Details

Supplier | Who, if anybody, regularly supplies the product.
Supplier code | A unique code or identification for the supplier.
Reorder Trigger | Low-quantity limit that, when reached, prompts a reorder report.
Recommended Order | How much you consider “fully stocked” in your reorder report.
Cost | When an inventory item is tracked, this is how much the item costs you to sell.
Register Status | Active items appear for sale on the register, Inactive items don’t.
Discountable | Can this item have a discount (with approval) applied to it?
Ticket Printer | Set a specific printer for this item.
Optional, only required for ticket printing

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ShopKeep Label Printing

Print labels for each of your inventory items using ShopKeep Label Printing. Scan the label barcodes to drastically speed up your checkout process.

Note: Google Chrome no longer supports label printing. Use Firefox or Safari as your browser when printing labels from BackOffice.

Downloading DYMO LabelWriter Software

  1. Click to download the installer for your Mac or Windows computer.

    DYMO v8.5.2 for Macintosh

    DYMO v8.5.1 for Windows

  2. Open the package (.dmg for Mac, or .exe for Win) and run it.
  3. Proceed through the installation until successful.
  4. For more information on ShopKeep Label Printing, visit our ShopKeep Label Printing support page.

Learn all about ShopKeep Label Printing versus using the LabelWriter software here.

Printing Labels

  1. After you have downloaded your DYMO LabelWriter software from the support page, sign in to BackOffice.
  2. Select 'Items', 'Items List', then select an item.
  3. Select the tab for Label Printing.
  4. Trust (Safari) to allow label printing.
  5. Choose the Style and Quantity.
  6. Click 'Print' to send the command to your connected printer.

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ShopKeep Gift Cards

This section outlines how to setup ShopKeep Gift Cards.

Choose a Gift Card Kit

Because of the card personalization and gift card processing required on our end, give us a call to get started. When you reach us at (866) 300 9175, just let us know what kit from our store you’re looking at, and we’ll be happy to help with the rest.

Enable a Gift Card Tender

Liabilities and Redemptions are a class of inventory sorted away from general sales so you know how much you make versus how much you’re still on the hook for as in outstanding gift cards. Add the Gift Card tender to your register to sell gift cards as well as accept them.

  1. Click 'Settings' to expand the sidebar.
  2. Choose 'Tenders' to begin.
  3. Under redeemable, check the box for Gift Cards.

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Create Gift Card Item

In BackOffice, create a Gift Card item in your Item List. This will allow you to sell gift cards and track them as liabilities. Make sure to price your Gift Card item as “priced in store” and to set it as non-taxable.

  1. Click 'Items' to expand the menu.
  2. Choose 'Item List', then click 'Add New' in the top right.
  3. Fill in the Gift Card item's information as follows:

    Name | Gift Card
    Department | General (you can put it in any department you want)
    Category | General (you can put it in any department you want)
    SKU | This is automatically generated.
    Priced | In Store
    Sales Price | 0.0
    Taxable | no
    UPC | Leave this field blank
    Track Inventory | True
    Quantity | Enter the number of gift cards you have to sell.
    Liability? | Check the box.
    Tender | Gift Card.

  4. Click 'Save'.

Visit our ShopKeep Gift Cards article to view detailed steps on how to setup Gift Cards in BackOffice and on the register.

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Receipt Setup

Paper receipts can be customized with your business location and contact information in BackOffice.

Click the video below to learn more about receipt printing.

Receipt Settings

Follow the steps below to get started with setting up receipts.

  1. In BackOffice, click 'Settings'.
  2. Select 'Receipts', under the Store Settings.
  3. Choose the Paper Receipt tab.
  4. Fill in the fields as you'd like the information to appear on a printed receipt.
    Click to Enlarge

    Store Type | Choose your business type from the dropdown.
    Store Name | Your business name, as it appears on receipts.
    Street Address | How customers can find your business.
    City | The city where you’re at.
    State / Zip / Country | Final specifics for your location.
    Phone | The best number for customers to reach you.
    Email | Contact by email? Put it here.
    Website | Your business’ place in cyberspace.

  5. Fill out Printer Settings fields.
    Click to Enlarge

    Tips and Signature | Whether to accept cc tips and how the customer signs for cc purchases.
    Combine Tip and Signature on Screen | Whether to have cc tip and customer signature on the same screen.
    Suggested Tip | Enter customer options for a set dollar amount or a percentage of the total to appear with credit transaction. Must have ShopKeep v 2.6.7 or greater.
    Extra Text | Personal greetings, return info, store details, offers, or events.
    Customer Delivery | Where to print customer address and delivery info.
    Show ShopKeep | Adds ShopKeep message to receipts.

  6. Click 'Save' and 'Get Updates' on the register.

Visit our Customize Receipts article for more detailed information on setting up and customizing your paper and email receipts.

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Additional Features

Interested in tracking customer data? Do you offer special discounts? We can help you set these up so your staff can manage everything with just a few clicks.

Click to view a quick video on setting up these features!

Additional Features (Training Guide)

Add Customers

As customers make purchases at your retail store, save contact information to email receipts, track purchases and also send promotional information.

  1. From your BackOffice, click the Marketing tab, then 'Customer List'.
  2. Click 'Add New Customer'.
  3. Enter your customer's information.
  4. Click 'Save'.

Learn more about adding customers by visiting our Manage Customers article.

Named Discounts

Named Discounts pre-determine how much comes off an item or transaction when the discount is applied.

Name | What the discount is called on the register.

Receipt Description | What’s said on the printout.

Type | Discount by amount or percent.

Open | $ amount or % applied at the register.

Applies to | Item only, overall sale, or both.

Requires Manager | Requires Manager approval.

Visit the Named Discounts article to learn more.


MailChimp is an online marketing tool to help you e-mail all your customers at once. It helps you keep your business on your customer’s minds and can keep them up to date on what’s happening at your business.

First, sign up for MailChimp, then link your account to ShopKeep.

Visit MailChimp’s site to learn how to build email campaigns, manage subscriber lists, track results, and more!

  1. In BackOffice, click 'Settings'.
  2. Select 'MailChimp' under Integrations.
  3. Once you’ve signed up with MailChimp, click the 'Login' link.
  4. Enter your MailChimp username and password. Then, press 'Log In'.
  5. Follow the steps to create a list. Then, click 'Go to MailChimp'.
    Click to Enlarge
  6. Refresh your BackOffice page.
  7. Then, select your list and click 'Done'.

Now your MailChimp account is integrated with ShopKeep and you can begin marketing to customers!

Visit our MailChimp Setup article to view more detailed setup steps and troubleshooting assistance.

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