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.

Table of Contents

Manage Staff & Privileges

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

Add Staff

This section helps you add staff and set up who has access to what.

  1. Click 'Staff' and select 'Staff List'.
  2. Click 'Add Staff'.
  3. 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.
    Don’t see ‘BackOffice Manager’? Visit our Staff Troubleshooting guide for help.

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

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Set Privileges

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.

  1. On the staff list, check the box to enable manager verification for voids.
  2. 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.

  1. Click 'Settings' and select 'Discounts'.
  2. Click 'Add Discount' to create a new discount or select an existing discount to edit.
  3. Check the box next to 'Requires Manager'.
  4. Click 'Save'.

For more information on managing your discounts, check out the Discounts article.

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Add Items with Variants

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:

Add Items with Variants
  1. Click 'Items' and select 'Items List'.
  2. Click 'Add New' in the top right.
  3. Choose 'Create' under 'Item with Variants'.
  4. Fill in the 'Item Description' section.
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    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.

  5. Enter the item's first option and its values.

    Use a comma to end one option value and begin typing another.

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  6. (Optional) Click '+ Add an option' to enter some more options.
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  7. (Optional) Toggle the 'Track Inventory' switch to track variant cost and quantity.
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  8. 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.

  9. Click 'Save'.

    Options cannot be added or edited after clicking ‘Save’. Option Values, however, can.

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To learn about the parts we did not cover, visit the full Adding an Item with Variants article.

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Label Printing

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

Before getting started, don’t forget to unpack and set up your label printer!

  1. In BackOffice, click 'Items' and select 'Item List'.
  2. Search for and select an item with variants.
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  3. In the 'Item Variants' section, click the label printing link for an individual variant.

    If Track Inventory is on:
    Click the ‘Actions’ arrow & select ‘Print Label’.

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    If Track Inventory is off:
    Click ‘Print Label’ in the ‘Actions’ column.

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  4. Choose a 'Style', enter a 'Quantity', and click 'OK'.

    For Style, select from: Square (1 x 1), Rectangle (1 x 1.5), Large Rectangle (1.25 x 2.25), or Butterfly.

    Click to view a sample of all item with variants label styles

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Visit our ShopKeep Label Printing article to learn how to print labels for basic items and how to customize label settings.

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ShopKeep Gift Cards

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.

  1. Click 'Settings' and choose 'Tenders'.
  2. 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.

  1. Click 'Items' and select 'Items List'.
  2. Click 'Add New'.
  3. Choose 'Create' under 'Basic Item'.
  4. Enter a Name: 'Gift Card'.
  5. Change 'Priced' to 'In Store'.
  6. Check the box next to 'Liability'.

    This automatically makes the item non-taxable.

  7. From 'Tender', choose 'Gift Card'.
  8. Hit 'Save' to finish up.

For more on Gift Cards, like how to sell them at the register, visit our ShopKeep Gift Cards article.

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Receipt Setup

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

After setting up your paper receipt, check out this support article to customize your email receipt.

Watch our Receipt Settings video below:

Receipt Settings
  1. Click 'Settings' and select 'Receipts'.
  2. Choose the Paper Receipt tab.
  3. Fill in as much 'Business Info' as desired.
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  4. Fill out 'Printer Settings' fields.
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    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.

  5. Click 'Save'.

    When finished, remember to get updates or open a shift on the register!

Visit our Paper Receipts article for more detailed information on customizing your paper receipt.

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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.

Check out our video on setting up these features:

Additional Features (Training Guide)

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.

  1. Click 'Marketing' and select 'Customer List'.
  2. Click 'Add Customer'.
  3. Enter your customer's information.
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  4. Click 'Save'.

Visit our Manage Customers article to learn how to view customer purchase history.

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Named Discounts

Set up preset named discounts so employees can apply commonly used discounts at the register.

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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 Discounts article to learn how to apply discounts at the register.

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