Retail Company Set Up
Lee Etzion avatar
Written by Lee Etzion
Updated over a week ago

Connecteam is a One-stop-solution for Retail companies operations.

Look no further! 🤩 We got it figured out.

Leaning on our experience working with hundreds of Staffing Agencies - This tutorial will guide you step-by-step to get you to Operational Excellence!

After reading this article you should be able to:

  1. Operations Hub: Track your users' hours & schedule their shifts.

  2. Communications Hub: Create team chats & publish engaging updates.

  3. Hr & Skills Hub: Collect documents & set up onboarding materials.

We're in this together! 🙏🏻 Our LIVE support team (at bottom right corner of your screen) replies in under 5 mins to ANY question.

👪 Users & Smart groups:

The first step is adding your users, giving them correct credentials (for example, their role: Shift manager, Cashier, Sales rep, or the location they work on) and sorting them into relevant groups.

Custom fields: Start with creating a drop-down custom field for 'position' and/or 'location' and add the different options you need (for example: Shift manager, Cashier, Sales rep or "5th avenue store", "LA team", etc')

Add users: If you have many users, you can import them in bulk. Simply download the excel template (the custom fields will appear there as columns).

Sort users: create a smart group for each position type and/or location. Grouping them now will help us later on with scheduling correctly (and much more).

📆 Operations Hub:

Job Scheduler- publish your needs with ease

The Job Scheduler will help you to easily schedule your employees' shifts while efficiently providing them with all the information they need to know about their duties right in their mobile app, such as location, special instructions, attached files and more.

Only 3 things to know to get started:

1. Number of Schedulers:

The first thing you will want to do is create a job schedule for each of your locations and sync it with the compatible Time Clock.

2. Jobs:

Set up your jobs. "Jobs" in Connecteam are an information layer that you track time for. Retail companies usually use position types as "Jobs" (Shift manager, Cashier, Sales rep, Stock, etc') or location in case you are using one scheduler for multiple store locations.

Pro tip: use the "view by jobs" when creating shifts- this option will help you to make sure there is never a job without a shift attached to it!

3. Shift Templates:

If you have shifts that are often recurring (for example: morning shits and evening shifts for each position/location), using shift templates is a great way to speed up your scheduling and save tons of time. Create a shift once, save it as template and drag and drop it to the relevant users from now on.

Pro tip: if all or most of your shifts repeat on a weekly basis, you are also able to create weekly templates!

Time Clock- track your employees' hours

With the Time Clock, you can monitor and track your team's working hours while making sure they are at the right place at the right time.

Only 3 things to know to get started:

1. Kiosk App:

Set up your kiosk app to create a login station for your employees at each of your locations, to make sure they only clock in when their shift starts.

2. Geolocation/Geo-Fences:

In case of not using the kiosk app, enable Geolocation to collect your employees’ GPS stamps when they clock in or out of shifts. To avoid time theft, the time clock also gives you the ability to set a geofence, an advanced capability that allows you to create a geographic "fence" around a site or an address and have it associated with a job. To clock into that job, users must be within that specific fence or else the job will not appear for them to clock into.

3. Daily limit & auto clock out:
Most retail companies have set an amount of hours per shift and want to make sure users don’t exceed those hours or forget to clock out. In order to prevent that from happening, set up your daily limit to remind employees that they are reaching their daily limit and for you as a manager to be notified in real-time. In addition, set an auto clock out option which means that users are not allowed whatsoever to pass a certain amount of paid hours per day.

Forms- Create digital reports and checklists for your employees to fill out

Forms are an amazingly customizable feature that is loved by our clients across all industries. You can create as many forms as you want from scratch or use one of our ready-made templates. All submissions can be exported into either excel or PDF and shared with the relevant manager!

Here are some examples of frequently used forms in retail companies:

  • Opening & closing store checklist: A daily checklist for your store manager to go over prior to opening or closing the shop so that you can be sure all the tasks are completed and the store is ready to be opened or closed. This is a great way for you, the owner, to make sure that nothing is missing and that all is under control.

  • Daily Inventory checklist: A daily report that requires your users to go over the entire inventory to ensure everything is stacked properly and can alert you to any missing items.

  • Hazard report (ticketing system): Another operational form that is always accessible to your employees on their app, if they encounter a safety hazard in the workplace then they can report it straight away so the managers that might not be onsite, are immediately notified of it. A few other Forms like this might be Accident report, Maintenance ticket (for broken equipment), and more.

☎️ Communications Hub

Chat- Improve your team's communication

Our chat is a great way to communicate with your team. It's easy and instant! Avoid tons of phone calls or messy text messages. Activate the chat with this simple guide.

Only 2 things to know to get started:

1. Creating team chats:
You can create a new team chat for selected users or for a smart groups. It will allow you to effortlessly communicate with the relevant people and share media and files, and it can be done from anywhere.

Here are some examples for team chats you should create:

  • Team chat by store location

  • Team chat by position / role

  • Specific shift team chats

  • Managers only team chats

  • All users team chat

2. Create an all user channel:
If you want a channel just to share information without the ability for mobile users to comment, you should choose this option. Keep important threads up top, and prevent chatter. Examples for channels you should create are Operational announcements, HR announcements or policy changes.

Updates- Increase your employees' engagement

Updates are a great way to make announcements to your team and track their engagement. Think of the Updates feature as your company's personalized social feed with insights.

Only 2 things to know to get started:

1. Use our pre-made Templates:
We have added a variety of different templates so you will be covered on any topic you need. They are a great base to start with, but always customize them to make them your own!

Here are a few frequently used updates by retail companies:

  • New & important store sales

  • Current in-store sales & deals

  • Special promotions

  • An employee of the month update

  • Stock orders of the day

  • Welcoming new employee

  • Holiday wishing

  • Payroll announcement

Pro tip: scroll down the list of templates to find our feature tutorials. Publish them to your team and educate them on how to use the app!

2. Track engagement:
You will be able to see in real time who has viewed your update and notify those who haven't viewed it yet. This will prompt employee engagement and make your job a lot easier.

✏️ Hr & Skills Hub:

Courses- create digital training courses

The course feature allows you to create customized digital courses which your users can complete straight from their mobile phones.

Only 2 things to know to get started:

1. The options are endless:
Digitize your employees' onboarding process, create trainings for the different store position / read & sign for company policies / product knowledge base and more! It can all be done with this simple guide.

2. Course insights:

As an admin, you will have access to the courses’ insights, meaning you will be able to track the progress of each of your employees, know exactly what their status is and reach out to them if necessary.

Pro Tip: manage & control your employees' progress with our object's settings.

Documents: track employees' documents in one place.

Whether it's a Federal W4 Form, or a new employee hire form all the documents pertaining to your entire company can be found directly in the Documents tab. No more searching file folders to find that one document you need.

Only 2 things to know to get started:

1. How to add a document:
The first thing you'll want to do is create different packs to sort your different documents and upload the relevant documents to each pack, for example: Onboarding pack for employees' W-4 and I-9 documents, Covid19 pack for Covid related certifications, personal information pack for employees' ID/Passport scans, banking information, etc. This simple tutorial will guide you step-by step.

2. How do Documents look for users in the mobile app?

Users can access and upload their documents in the mobile app. Simply head to the profile tab and click on "employee documents" and then submit, resubmit or access the necessary documents.

Need more guidance? 🙋 Our LIVE support team (at bottom right corner of your screen) replies in under 5 mins to ANY question.

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