Manage Staff

Add employees to your BackOffice Staff List so they can clock in/out, log in to the register, and run sales. Learn how to assign Cashier or Manager privileges and edit/delete employees in BackOffice at any time.

Watch our video below:

Add Staff

Table of Contents

Add Employees

Add employees in BackOffice to grant them access to the register. With a unique register code, employees can clock in/out, run sales, and perform other cashier or manager functions. Check out our FAQ for answers to some commonly asked questions.

  1. In BackOffice, click 'Staff' and select 'Staff List'.
  2. Click 'Add Staff'.
  3. Enter the employee's information.
    Click to Enlarge

    Register Code | A 4-digit code that allows an employee to clock in and out of the register and perform cashier functions or manager functions if enabled.
    Register Permission | Check this box to give an employee access to manager functions.
    BackOffice Permission | Select a level of BackOffice access to give to an employee:

    None | Employee will not be able to access BackOffice.

    Receive Inventory User | Employee will be able to add and receive inventory in BackOffice. After selecting this option, enter a username/email and password to assign the employee a BackOffice login. Learn how Receive Inventory Users experience BackOffice here.

    BackOffice Manager | Employee will be able to access most BackOffice features. After selecting this option, enter a username/email and password to assign the employee a BackOffice login. These employees also have access to create and edit inventory and shortcuts on the iOS ShopKeep Register app v4.0 and above.

    Don’t see ‘BackOffice Permission’? Visit our Troubleshooting Guide for more information.

  4. Click 'Save' to create the new employee.
  5. Get Updates on the register to apply the changes.

    If you receive an error while getting updates, visit our Troubleshooting Guide for help.

Edit / Remove Employees

It’s easy to find an employee if they forget their register code or need to update their contact details. If an employee leaves the business, delete them so they can no longer access the register or BackOffice.

  1. In BackOffice, click 'Staff' and select 'Staff List'.
  2. Choose an employee.
    Click to Enlarge
    If some employees appear to be missing, visit our Troubleshooting Guide to learn why.
  3. Make changes to the employee and click 'OK' to save.

    Or click ‘Delete’ to remove the employee. Deleted employees will be immediately logged out of BackOffice on all devices and, after completing step 4 below, will no longer be able to sign into the register.

    Click to Enlarge
  4. Get Updates on the register to apply the changes.

    If you receive an error while getting updates, visit our Troubleshooting Guide for help.

Employee Settings

Restrict a cashier’s abilities by requiring manager verification to void open checks at the register.

  1. In BackOffice, click 'Staff' and select 'Staff List'.
  2. Check the box to require verification.
  3. Click 'OK' to save the new function.
  4. Get Updates on the register to apply the changes.

    If you receive an error while getting updates, visit our Troubleshooting Guide for help.

A manager must enter their code when a cashier tries to void all or part of a saved check.

Employee Privileges

An employee’s privileges depend on their role within ShopKeep. Let’s look at the different levels of employee access in BackOffice and at the register.

BackOffice

There are three levels of BackOffice users: the Business Owner, BackOffice Managers, and Receive Inventory Users. Learn below what each type of user can see and do.

Business Owner
The Business Owner login is the email address originally used to create the ShopKeep account. The Business Owner can view every area of BackOffice and can view Manage Items, Edit Shortcuts, and Receipt & Tip Settings on the iOS register app.

Accessing BackOffice features at the register is available on the iOS ShopKeep Register app v4.0 and above. If you signed up for ShopKeep on or after July 23, 2019, follow the steps here to get this new register version.

BackOffice Manager
BackOffice Managers are additional BackOffice users set up by the Business Owner. BackOffice Managers can access most areas of BackOffice including: all Reports, Items, Staff*, and Customers menus, and the Marketing Dashboard.

And only select options on the Settings menu including: Taxes, Discounts, Tenders, Inventory, Label Printing, Overtime Settings, General, Printers

*BackOffice Managers see a limited version of the Staff List and cannot access multi-location features. They also have access to create and edit inventory and shortcuts on the iOS ShopKeep Register app v4.0 and above.

Receive Inventory User
Receive Inventory Users are able to use only specific inventory features in BackOffice. These users can access:

Receive Inventory – Add/Receive

Register

There are two kinds of register users: Cashiers and Register Managers. Learn below what each type of user can see and do on the ShopKeep Register.

If given BackOffice access, cashiers and register managers also have access to create and edit inventory and shortcuts on the iOS ShopKeep Register app v4.0 and above.

Cashier

Assign a Register Code to an employee on the Staff List so they can run sales at the register. Cashiers can view the Transaction and Checks screens, access the History / Returns screen, run a Shift Report, and use all cashier controls on the Control Panel.

Register Manager

Check the ‘Manager’ box while setting up an employee to allow them to perform manager functions at the register. Register Managers can open and close shifts, process pay ins and payouts, and access all cashier and manager controls on the Control Panel.

Still having issues adding staff? Check out our Troubleshooting Guide for some solutions!

What's Next?

After setting up some employees, it’s time to move on to other related topics. Learn how employees clock in and out, view overtime, double time, and total hours worked, and track sales by individual employee.

Time Clock
Employees clock in and out so the Business Owner and BackOffice Managers can track their hours worked in the BackOffice Time Clock report. Visit our Time Clock article to learn how to record a clock punch at the register and run the Time Clock report in BackOffice.

Labor Tracking Report
The Labor Tracking Report allows management to monitor each employee’s overtime, double time, and total hours worked in one report. Learn more in our Labor Tracking & Overtime Settings article.

Sales by Employee
Keep track of each employee’s sales and compare sales performance between employees over time. Visit our Sales by Employee article to learn how to run this report.


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