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BackOffice Setup for Retail Businesses
These topics have been selected as must-haves for retail stores (including commission based). Take a quick look at setting up staff profiles in BackOffice, creating discounts that require manager approval, and printing labels among other retail-related topics.
This section shows how to add your employees and set their privileges. It is important to add all of your employees to be able to track their sales and time clock punches.
If you have questions about managing your staff, visit our BackOffice FAQ.
Watch our Add Staff video below:
Add Staff
This section helps you add staff and set up who has access to what.
Click 'Staff' and select 'Staff List'.
Click 'Add Staff'.
Enter at least a first name, last name, register code, and click 'Save'.
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Register Code | For clocking in / out, ringing sales, and cashier functions. Register Manager | Check this box to give access to manager controls. BackOffice Manager | Check this box to assign the employee their own BackOffice login.
Visit our Manage Staff article to learn more about adding employee information to the Staff List.
In addition to making an employee a cashier or manager, there are a couple other permissions you can set. Here, you’ll learn how to restrict the use of voids and discounts.
Manager Void Approval
Deleting an open check before closing it out is a void. Set this privilege so that only managers can void.
On the staff list, check the box to enable manager verification for voids.
Click 'OK' to save changes.
Manager Discount Approval
Set privileges on a per-discount basis, if you want discounts to require manager approval to be applied.
Click 'Settings' and select 'Discounts'.
Click 'Add Discount' to create a new discount or select an existing discount to edit.
Check the box next to 'Requires Manager'.
Click 'Save'.
For more information on managing your discounts, check out the Discounts article.
Retail businesses often sell a single item in different sizes, colors, etc. Adding an item with variants makes it easy to enter all of a product’s variations at once.
If you have questions about adding or managing items, visit our Inventory FAQ.
Watch our Adding an Item with Variants video below:
Name | What the item is called. Appears on receipts and BackOffice reporting. Department | General grouping used for organization and reporting. Category | A subgroup within a Department. Register Status | If checked, cashiers can sell the item at the register. If unchecked, they cannot. Supplier | Who the business acquires the item from. Suppler ID | A reorder code, part number, etc. that the supplier associates with the item.
Enter the item's first option and its values.
Use a comma to end one option value and begin typing another.
(optional) Click '+ Add an option' to enter some more options.
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(optional) Toggle the 'Track Inventory' switch to track variant cost and quantity.
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Enter 'Price', 'Quantity', 'Cost', 'UPC', and 'Reorder Trigger' for each variant.
Price | What the variant sells for. Quantity | How many of the variant are in stock. Cost | What the business pays to acquire the variant. Cost cannot be edited after saving the item. UPC | If the item has a barcode, enter it here. Reorder Trigger | A low quantity number that prompts the variant to appear on the Reorder Report.
Click 'Save'.
Options cannot be added or edited after clicking ‘Save’. Option Values, however, can.
Print labels for each of your inventory items using DYMO LabelWriter. Scan the label barcodes at the register to drastically speed up your checkout process.
Install LabelWriter Software
The first step to printing labels is to install the DYMO software on your computer.
Click to download the installer for your Mac or Windows computer.
Open the package (.dmg for Mac, or .exe for Win) and run it.
Proceed through installation until successful.
Follow the steps below to download a label template.
Getting ready to offer gift cards to your customers is a multi-part process. Don’t worry, we’ll walk you through each step. If you have questions about gift card ordering, processing, or setup, visit our Gift Card FAQ.
1. Purchase a Gift Card Kit
Visit our store to sign up for gift card processing and order gift cards.
2. Enable Gift Card Tender
When you sell a gift card, a customer will come back to use it at some point. Enable the ‘Gift Card’ tender type so you can sell and redeem gift cards at the register.
Click 'Settings' and choose 'Tenders'.
Under 'Redeemable', check the box for 'Gift Card'.
Changes save automatically.
3. Create a Gift Card Item
Finally, let’s create an inventory item, just like you did before. This is the actual item cashiers will sell when they issue a gift card.
Click 'Items' and select 'Items List'.
Click 'Add New.
Choose 'Create' under 'Basic Item'.
Enter a Name: 'Gift Card'.
Change 'Priced' to 'In Store'.
Check the box next to 'Liability'.
This automatically makes the item non-taxable.
From 'Tender', choose 'Gift Card'.
Hit 'Save' to finish up.
For more on Gift Cards, like how to sell them at the register, visit our ShopKeep Gift Cards article.
Tips and Signature | Enable/disable tipping and set how customers sign for credit card sales: on the iPad’s screen or on a paper receipt. Combine tip options and signature on the same screen | For Tip and signature on screen, this controls whether customers sign and tip on the same screen. Suggested Tips | For Tip and signature on screen, enter three amount/percentage suggestions for the customer to see on the tip screen. Extra Text | Additional information that prints at the bottom of receipts. Customer Delivery | Where to print customer name and address info to help with deliveries. Show “Powered by ShopKeep” | Adds “Powered by ShopKeep” to the bottom of receipts.
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.
Check out our video on setting up these features:
Add Customers
As customers make purchases at your store, save their contact information so you can email receipts, track purchases, and send promotional information.
If you have questions about adding customers, visit our BackOffice FAQ.
