1. 7shifts
  2. Apps & Integrations
  3. POS Integrations

SpotOn POS

Updated

Accurate sales and labor data tracking is at your fingertips with the SpotOn POS integration!

SKIP AHEAD TO:
Adding the Integration
Mapping your Roles
Mapping your Employees
Actual Sales & Forecasting
Actual Labor
Employee Sync
Syncing Wages
Sync POS Time Clocking Data
⚠️ Access to certain features may require an upgrade from your current plan.

Adding the Integration

1. Fill out SpotOn's Customer Authorization Form.

2. SpotOn's team will send your credentials to our Integrations team. Please note that this integration process typically takes 1-5 business days.

3. Once our team has connected the integration, your SpotOn integration settings will be accessible within your 7shifts account under :

Apps & Integrations > My Integrations > SpotOn > Settings.




4. You're done! From here, map your roles and employees to ensure accurate reporting across your 7shifts Account. When your roles and employees are mapped, you can leverage 7shifts reporting and analytics tools to help you make informed decisions and track your business needs.

 

Mapping Roles

You'll want to review and map your specific Roles between SpotOn and 7shifts to easily assign Roles when adding new employees from SpotOn. This is how you will be able to match your Roles in 7shifts to their counterparts in your POS.

⚠️ It is especially important to ensure that you map your Roles correctly before enabling the Wage Sync and Employee Sync features.
To map your Roles:

1. In the left navigation bar, head to Apps & Integrations:

2. From there, select Mapping > Roles.

7shifts will automatically map any Roles that already exist between your POS/payroll and 7shifts, if they are both spelled the same way, with identical spacing. You'll find those under the Mapped heading.

Screenshot_2023-04-08_at_7.12.10_PM.png

If 7shifts was not able to auto map the specific Roles, you'll need to either create the Role within 7shifts or your POS or map it to another existing Role.

Click here to learn more about mapping Roles.

Mapping Employees

You'll need to review and map your employees between SpotOn and 7shifts to connect the Actual Labor feature. This is how you will be able to match your Employees in 7shifts to their counterparts in your POS.

1. In the left navigation bar, head to Apps & Integrations.

2. From there, select  Mapping > Employees.


7shifts will automatically map any Employees that already exist between SpotOn and 7shifts (if they are both spelled the same way). You'll find those under the 'Mapped' heading.

Screenshot_2023-04-08_at_7.12.53_PM.png

For unmapped Employees, you can either match up, ignore, or create the Employee. 

Match: Simply find the corresponding employee in the list.

Ignore: You'll want to ignore if the employee will never need to clock in/out (i.e. Salaried employees)

Create: This will add the employee to 7shifts, allowing you to start scheduling them. 

If an incorrect match was made, you can always correct the mistake by unmatching them. The employee will now be listed under 'Unmapped' and you can assign them correctly from there. 

Moving forward, you can add your new employees to SpotOn or 7shifts. New employees will be mapped automatically if a match is found.

Click here to learn more about mapping Employees.

Actual Sales & Forecasting

Once your integration has been activated, your real-time sales data will be enabled by default. We will backfill 90 days of previous sales, if available. 7shifts will also use those Actual Sales values to populate Projected Sales, allowing you to create schedules based on those projections.

After activating your integration, please note that sales projections may not appear immediately. It can take approximately 1-2 weeks from the activation date for sales projections to become visible, covering up to four weeks into the future. These will become more accurate over time as more data is available.

You can manually import sales data for more immediate projections. To do this, import hourly sales each day or individual receipts consistently. You can learn more about sale projections here.

Sales data from SpotOn syncs to 7shifts every minute.

7shifts will begin pulling in your sales data into the Dashboard, Manager Log Book, Actuals Report, and the Labor Budget Tool.

⚠️ Sales Accuracy

To ensure accurate reporting and matching sales totals, 7shifts and SpotOn POS must both:

  • be in the same timezone
  • have work day hours ranging from 5AM—5AM
Dashboard:

Click here to learn more about the Dashboard.

Manager Log Book:

Click here to learn more about the Manager Log Book.

Actuals Report:

Click here to learn more about the Actuals Report.

Labor Budget Tool:

Click here to learn more about the Labor Budget Tool.

Projected Sales

Now when you go to build schedules for future weeks, 7shifts will automatically look at past historical sales and insert your sales projections for you. This allows for more accurate scheduling if you're wanting to stay on budget and within your labor targets.

Actual Sales

The Actual Sales will initially be empty for the current or future days until sales start rolling in. Once the sales numbers have been pulled into 7shifts, they will be shown appropriately under those specific days.

Actual Labor

We integrate with SpotOn actual labor, this means that your actual labor costs will be pulled into 7shifts. Once enabled, your actual labor costs will be displayed on the Dashboard allowing you to compare Sales vs. Labor.

To enable SpotOn Actual Labor: 

1. Head over to Apps & Integrations > SpotOn POS > Settings.

2. Click 'Settings' beside the Location(s) that you want to enable.

3. Under the 'Labor' tab, click on the slider beside 'Actual Labor.'Screen_Shot_2022-11-01_at_10.16.50_AM.png

You'll see the Actual Labor numbers update on the Dashboard on the day you enabled the Actual Labor integration. Going forward, these numbers will be updated daily (every 5 minutes) from your POS.

Employee Sync

7shifts can automatically create a new employee when you add them to your POS. Streamline your employee onboarding process by eliminating the need to enter employee information twice. 

⚠️ To use Employee Sync, you will first need to:

1. Have Actual Labor turned on in your integration settings.

2. Map your existing Employees. This will ensure Employees you have chosen to ignore during mapping will not be created in 7shifts.

3. Map your Roles. This will ensure Employees will be assigned the correct Roles in 7shifts when they are created.

Click here for more information about Employee Sync and how to enable this function. 

Syncing Wages

You can set your employees' wages in 7shifts to sync with the wages from your POS. This will ensure that your wages within 7shifts are always up to date with the wage in your POS.

⚠️ Prior to syncing wages, you will need to enable Wage-Based Roles and have properly mapped your Roles.
To enable the Wage Sync setting:

1. Head over to Apps &  Integrations > My Integrations > SpotOn > Settings.

2. Click 'Settings' beside the Location(s) that you want to enable.

3. In the 'Employee Data' tab, click the slider button to enable 'Wage Sync.'

⚠️ Wages through Wage Sync will update every 60 minutes.

Sync POS Time Clocking Data

If you have a POS integration that includes labor, you have the option to view your employee's time clocking entries from the POS within 7shifts. In addition, you are able to export this time clocking data to any of our payroll integrations.

Click here for more information on enabling this function.
Was this article helpful?
1 out of 2 found this helpful