BackOffice is the online portal where you manage inventory, view reporting, and customize account settings. This guide covers some of the most frequently asked questions about BackOffice.
Table of Contents
Login & Access
This section answers questions about logging into and accessing BackOffice. Having trouble logging in or need to change your password? It’s all covered here.
I can’t log into BackOffice. How can I get help?
Visit our Login, Access, & Billing Troubleshooting guide for help solving common login-related issues.
How do I change the Business Owner password?
Click the ‘Need help logging in?’ link on the BackOffice login page and follow the instructions to request a password reset link. For a full password reset walkthrough, visit our BackOffice Settings & Password article.
How do I create additional logins for BackOffice?
Visit the Manage Staff article to learn how to add a new employee and give them a BackOffice login.
How do I change an employee’s BackOffice password?
BackOffice passwords for employees can be reset by the Business Owner via the Staff List. Visit the Manage Staff article to learn how to edit an employee’s login details.
What should I do if I forget my BackOffice password?
Just reset your password to create a new one. Business Owners can reset their passwords via the BackOffice login page, but employees must have their password reset by the Business Owner via the Staff List.
Can I restrict employee access to specific areas of BackOffice?
Yes, you can either limit employees to specific BackOffice inventory pages or give them broader access as a BackOffice Manager. Learn how to manage BackOffice permissions for employees here.
This section addresses common account management and settings questions. Learn about deactivating registers, adding/removing licenses, and updating billing details.
Can I open or close a shift in BackOffice?
No, a shift can only be opened/closed from the ShopKeep register app on the iPad. If you need help opening/closing a shift, visit our Opening & Closing Your Shift article.
My business stays open until after midnight. How do I view sales past 12 am?
Visit our Custom Business Day article to learn how to set the start of your business day so that BackOffice sales reporting correctly reflects your operating hours.
How do I deactivate a register?
Deactivating a register requires access to both the register and BackOffice. Visit the Add & Remove Register Licenses article to learn how to perform this process.
How do I add/remove register licenses?
Register licenses can be added/removed from the ‘Register Licenses’ section of BackOffice. Visit our Add & Remove Register Licenses article to learn how to add, deactivate, or remove licenses from your account.
Can I activate more than one iPad on a single register license?
No, each iPad register requires its own separate license.
How do I update the credit card ShopKeep has on file for my account?
Billing details can be updated from the ‘Manage Account’ section. Visit our Manage Account article to learn how to add or update payment information.
Can I change the name of the Business Owner?
Sure, the Business Owner name and contact details can be updated from the ‘Manage Account’ section. Visit the Manage Account article to learn how to update Business Owner information.
Do I need to set the date, time, or time zone in BackOffice?
While you do not need to set the date or time in BackOffice, you may need to adjust the BackOffice time zone setting or the settings on your register so transactions appear on reporting with the correct date and time. Read our troubleshooting guide for more information.
Can I change the date, time, or time zone for BackOffice reports?
The date and time reflected on BackOffice reports cannot be altered. If transactions are posting to BackOffice with the incorrect date or time, visit our troubleshooting guide for help adjusting the date and time settings on your register and the BackOffice time zone setting.
Can I customize what appears on receipts?
Can I add my business logo to receipts?
How do I optimize my business logo for printed receipts?
Due to limitations of thermal receipt printers, logos are automatically converted to grayscale to be able to print on paper receipts. Since not all logos are designed with this process in mind, print quality of individual logos will vary. We recommend following these tips to help your logo look its best when printed out:
Can I change the tender options available on the register?
Yes. Visit the Tender Settings article to learn how to select active tenders, use tenders at the register, and view reporting on tenders.
Can customers leave tips?
Yes, customers can leave gratuity for credit card transactions. Visit the Tips & Gratuity article to learn about different options for accepting tips.
Can I add suggested tip options to paper receipts?
Yes. Visit our Tips and Gratuity article to learn how to enable tip suggestions on paper receipts.
Can I change suggested tip values?
Yes. Visit the Tips and Gratuity article to learn how to customize the suggested tips that appear on the register’s screen or on paper receipts.
Where is the setting that allows customers to sign and tip on the same screen?
The Combine tip options and signature on the same screen setting is located in Receipts and Tips Settings. This setting is visible when an account is set to Tip and signature on screen and when EMV payments are disabled.
Can I adjust incorrect opening and closing amounts in BackOffice?
No, it is not possible to adjust a shift’s opening/closing amount after you have opened/closed it.
Where can I create a custom discount?
Custom discounts can be created from the ‘Discounts’ page (located under ‘Settings’). Visit our Discounts article to learn how to create, manage, and apply discounts.
Where can I set up multiple tax rates?
Tax rates can be set up from the ‘Taxes’ page (located under ‘Settings’). Visit the Manage Tax Settings article to learn how to enter your default rate, set up additional rates, and assign tax rates to items.
Can I add more than one tax group to an item?
No. You can create as many tax groups as you want, but can only assign one to each item.
How do multiple locations work in BackOffice?
Each ShopKeep account is designed for a single physical location. Link existing locations together or create new linked locations to make it easier to switch between each store’s BackOffice. Visit our Multi-Store Management article to learn how to set up and manage multiple locations from BackOffice.
Can I cancel my account in BackOffice?
No, please contact us directly to cancel your account. Be sure to include your phone number so a member of our team can reach out to you within 1 business day.
Marketing / Customers
To keep customers engaged, it’s important to know how to market your business. The questions in this section focus on customer management and marketing features in BackOffice.
How do I add new customers to my Customer List?
Add new customers to your Customer List either at the register or in BackOffice. Visit our Manage Customers article to learn how to add/edit customers and track their purchase history.
Can I transfer my Customer List from one ShopKeep location to another?
Customers cannot be automatically transferred between locations, but they can be copied over manually. Visit our New Store Setup article to learn how to copy the customers from one location to another.
Where can I view a snapshot of recently added customers?
The total number of recently added customers can be seen on the Marketing Dashboard.
How do I delete customers from the Customer List?
You can remove customers one at a time from the Customer List or in bulk with Bulk Customer Management. Be aware that deleted customers still appear on the Sales by Customer report, but you cannot filter by their names or view their purchase history. Visit our Manage Customers article to learn how to delete customers.
How can I get help managing my Customer List?
Can I view customer purchase histories?
Can I merge two or more customers’ purchase histories?
No, you cannot merge together multiple customers’ purchase histories.
Can I add or tag a customer to a sale after the sale is complete?
No. You must tag a customer to a sale while the transaction is in progress at the register.
How can I send customers to my social media pages?
Is it possible to print a customer’s receipt from BackOffice?
Yes, customer receipts can be downloaded from the Transaction Report, then emailed to a customer or printed to a computer printer.
Can I create or send customer invoices for billing?
Yes, invoices can be created in BackOffice and emailed to customers or printed. Learn how to create invoices here. This feature is a limited pre-release beta version. To learn what to expect, visit our Beta Overview.
This section answers common questions about creating and managing invoices.
The Invoices feature is a limited pre-release beta version. To learn what to expect and how to provide feedback, visit our Invoices Beta Overview.
How do I create an invoice?
Visit our Invoices article for help creating a new invoice in BackOffice.
How do I process a customer’s invoice payment?
If the customer pays in store, ring up a sale at the register for the invoice items, then mark the invoice as paid in BackOffice.
If the customer pays online, they must enter their credit card in the payment form to process their payment. After the invoice status in BackOffice indicates the customer has paid, a cashier rings up the invoice items at the register. Visit our Invoices article for step-by-step instructions.
How do I set up online payments for invoices?
Visit our Invoices article for help setting up and accepting online payments for invoices.
How do I track invoices?
View each invoice’s status in BackOffice to see which invoices are drafts, awaiting payment, past due, and paid. Learn more in our Invoices article.
Can I create a new customer from the Invoices screen?
No. Visit our Manage Customers article to learn how to create new customers.
Can I assign multiple customers to an invoice?
No, only one customer can be assigned to each invoice.
Can I see when an invoice was created?
Yes, this information is on the Invoices screen. Visit our Invoices article to learn how to access it.
Can I see when an invoice was saved, printed, or sent?
No, these details are not available.
Can I see when a customer viewed an email invoice?
No, this information is not available.
Can I reprint or resend invoices?
Yes. Visit our Invoices article to learn how to reprint and resend invoices.
Does ‘Amount Due’ update after an invoice is paid?
No. ‘Amount Due’ always reflects the original invoice amount.
What kind of invoice reporting is available?
The Invoices screen displays individual invoices and statuses. There is no other reporting for invoices.
Do invoices sync to QuickBooks?
No. Invoices are available only in BackOffice. If QuickBooks integration is enabled, sales rung up for invoices will sync to QuickBooks as usual.
How can I get help with an invoice-related problem or a question not listed here?
This section answers questions related to managing staff in BackOffice. Here we’ll cover adding/deleting staff, granting BackOffice access, understanding register codes, and time clock punches.
How can I get help setting up and managing my staff?
How do I give an employee BackOffice access?
You can grant BackOffice access to an employee by assigning them a login and password through the Staff List. Visit our Manage Staff article to learn how to add a new employee or edit an existing one.
What are manager and cashier codes?
These are the 4 digit login codes that give an employee access to the ShopKeep register app. Visit the Manage Staff article to learn how to add or edit employee register codes.
Can I give someone access to BackOffice or the register without adding them to the Staff List?
No. To grant someone BackOffice or register access, you must add them to the Staff List as an employee.
How can I turn a cashier into a manager?
To make a cashier a manager, just edit that employee and select the ‘Register Manager’ option. Visit our Manage Staff article to learn how to edit employees in BackOffice.
How can I adjust an employee’s time clock punch?
Employees with BackOffice access can adjust time clock punches by following the steps in the Time Clock support article.
How do I delete an employee?
Employees can be removed from your Staff List by following the steps in our Manage Staff article.
What happens when I delete an employee?
This section focuses on miscellaneous BackOffice questions not covered in the sections above.
How can I get help with a question about BackOffice setup?
Visit our Setup FAQ for answers to commonly asked questions about account, inventory, and hardware setup.
How can I get help with a question about BackOffice inventory management?
Visit our Inventory FAQ for answers to commonly asked questions about managing inventory, receiving/adjusting inventory, and inventory reporting.
How can I get help with a question about BackOffice reporting?
Visit our Reporting FAQ for answers to commonly asked questions about the different types of reporting available in BackOffice.