TouchBistro POS

Updated November 07, 2024 17:14

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

SKIP AHEAD TO:

Enable Touchbistro & Enforce Schedule

Managing Staff Passcodes, Punch IDs, and Types

Unlinking Toucbistro from 7shifts

⚠️ Access to certain features may require an upgrade from your current plan.

Enable Touchbistro & Enforce Schedule (Punch Enforcement)

You can link your TouchBistro POS with 7shifts to provide accurate sales forecasting when building schedules and enforce your 7shifts schedule and roles. This allows for more accurate scheduling if you want to stay on budget and within your labor target percentage. 7shifts will also show you what your actual sales are in real-time.

To enable the Touchbistro integration, follow these steps.

Log into your Touchbistro cloud site.
Navigate to the App Marketplace section on the far left menu.
Under 7shifts, click Set Up:
Click Login to 7shifts and use your 7shifts login credentials (you must be logged in as an Admin).
Authorize the integration by clicking Grant Access:
You'll be directed to your 7shifts Resource IDs. Copy your Location IDs and enter them into your TouchBistro Cloud enablement page:
(optional) Enable Enforce Schedule, Enforce Role, or both!

⚠️ For every employee who needs to be able to clock in using Touchbistro POS, the Punch ID within 7shifts matches their Touchbistro passcode.

The Punch ID field in 7shifts can be found by navigating to the Team> Employees > Employee Profile > Employment.

Here's how it works with both enabled: Staff will punch in on the TouchBistro POS. TouchBistro then sends the punch over to 7shifts to see if this Employee is scheduled to work and can punch in. If the Employee isn't scheduled to work in 7shifts, they will not be allowed to clock in. If they are scheduled to work, they will be allowed to punch in.

You'll also need to enable Schedule enforcement on 7shifts.

Head to Apps & Integrations > My Integrations > TouchBistro POS > Settings. Click on the slider to turn on 'Schedule Enforcement' and click on the dropdown to select the grace period. This allows employees to clock in within that grace period based on their scheduled shift.

Example: If your employee is scheduled at 9:00 am and your grace period is 10 minutes, the employee can clock in as early as 8:50 am.
Be sure to hit Save once you’re done.
Success! You should start seeing sales data come in shortly. After you've activated the integration, it may take hours for the system to start bringing in your previous sales data. If they do not appear initially, please check back in a few hours.

Moving forward, you'll be able to view the integration within your 7shifts account by heading to Apps & Integrations > My Integrations > click on TouchBistro POS > Settings.
Next, map your 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 Employees

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

To map your employees, follow these steps.

In the left navigation bar, head to Apps & Integrations.
Select Mapping > Employees.

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

⚠️ Before an employee appears on the 7shifts mapping page, they must clock in/out at least once on Touchbistro. To begin, ensure that the employee has a profile created in Touchbistro with a name that matches their profile in 7shifts.
For unmapped Employees, you can either match up, ignore, or create the Employee.

Match: Simply find the corresponding employee on 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 is 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 TouchBistro or 7shifts. New employees will be mapped automatically if a match is found.
⚠️ TouchBistro users will show up on the Employee Mapping page as long as they've clocked in and out at least once into TouchBistro.

Learn more about Employee Mapping.

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. Employee Sync also helps ensure your employee records match in both systems, so your labor data is always up to date in 7shifts.

To use Employee sync, you will first need to:

Have Actual Labor turned on in your integration settings.
Map your existing Employees. This ensures employees chosen to ignore during mapping will not be created in 7shifts.
Match your POS Staff Types with your 7shifts Roles. This ensures employees are assigned to the correct Roles in 7shfits when they are created.
New TouchBistro users will be created in 7shifts, via Employee Sync, as long as they have clocked in and out at least once into TouchBistro.

⚠️ If an employee is archived in TouchBistro, their 7shifts account will be deactivated. If they return to work, it's best practice to un-archive the employee in TouchBistro to restore their 7shifts account and history, rather than creating a new user. For guidance on managing users in Touchbistro, check out this article.

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

Actual Labor

We integrate with TouchBistro actual labor, this means 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.

⚠️ You'll see the Actual Labor numbers updated on the Dashboard on the day you enabled TouchBistro Actual Labor. Going forward, these numbers will be updated daily (every 30 minutes) from TouchBistro.

To enable TouchBistro Actual Labor, follow these steps.

Head over to Apps & Integrations > TouchBistro POS.
Click Settings beside the Location(s) that you want to enable.
Click the slider button to enable Actual Labor:

Managing Staff Passcodes, Punch IDs, and Types

To ensure consistent employee data between 7shifts and Touchbistro, matching is done in TouchBistro by ensuring the Scheduling Integration Name within each Staff Type (in Touchbistro), matches the name of the Role in 7shifts.

Here's how to manage punch details between TouchBistro and 7shifts.

In Touchbistro, select Admin > Admin Settings > Staff > List of Staff.
Ensure that the TouchBistro staff passcodes and 7shifts employee punch IDs are the same:

From TouchBistro, visit Admin > Admin Settings > Staff:

Ensure the code corresponds with the punch ID in the employee's 7shifts profile.
From 7shifts, head to Team > click into a user profile > select Employment:
Visit each Staff Type in TouchBistro and ensure the corresponding Role name used in 7shifts are identical:

For example, if Staff Type and Role are both Waiters, enter Waiter in the 7shifts Integration Name field.

If you have multiple Staff Types in TouchBistro with slightly different rights but in 7shifts you have one catch-all role, enter the 7shifts Role in each of the Staff Type's 7shifts Integration Name field.

For example, on 7shifts you have a catch-all Waiter role. However, on TouchBistro you have a Waiter staff type and a Head Waiter staff type. The Head Waiter staff type has a few additional managerial rights set.

However, for 7shifts purposes, any staff member with the Head Waiter staff type is simply assigned the Waiter role. In TouchBistro, open the Waiter staff type and the Head Waiter staff type and set the 7shifts Integration Name field in both to Waiter.

Actual Sales & Forecasting

⚠️ Voided or deleted receipts in your POS system can sometimes lead to discrepancies in the data synced with 7shifts. If a receipt is deleted outside of our 48-hour reconciliation window, it will not be automatically reconciled.

As a result, daily totals may be inaccurate until the issue is reported to us and manually corrected by our team. To do this, please log into your Account and click on the blue icon to start a chat with us.

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 TouchBistro POS syncs to 7shifts every 15 minutes.

⚠️ Sales Accuracy

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

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

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

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

When building schedules for future weeks, 7shifts will automatically use past historical sales data to generate and insert sales projections. This feature enables more accurate scheduling to help you stay on budget and within your labor targets.

Actual Sales

The Actual Sales data will initially be empty for the current or future days until sales data starts rolling in. Once sales numbers are pulled into 7shifts, they will be displayed under the respective days.

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.

⚠️ Please note, if you are using Employee Sync:

Breaks (paid or unpaid) will not be imported from TouchBistro.
When an Employee doesn’t have a scheduled shift within 7shifts, the TouchBistro punch for that day will appear without a Role, under Time Clocking in 7shifts.

(Punch with Role)

(Punch with no Role)

Edit POS Time Punches in 7shifts

By default, when the Actual Labor and Time Clocking features are enabled in 7shifts, any edits made to time clock entries in the POS will sync with 7shifts. The sync frequency depends on your specific POS integration. If you'd prefer to make time punch edits directly in 7shifts, you can enable the "Edit POS Time Punches" feature.

Click here to learn more about Editing POS Time Punches in 7shifts.

Tip Pooling

Unlinking Touchbistro from 7shifts

If you need to unlink TouchBistro from 7shifts, either temporarily or because you want to change the linked 7shifts account:

Click Unlink 7Shifts Account from within Touchbistro:
Click Unlink Accounts to confirm these changes:
You will be prompted to log in again with the new account email/password.