SpotOn Express POS

Updated

Coming Soon!

Accurate sales, labor data tracking, and tip pooling are at your fingertips with the SpotOn Express integration in 7shifts! This connection automatically syncs sales, time-clocking data, and employee wages to help you make informed business decisions.

Important: This integration is currently in Beta testing and is scheduled for a wider release to all eligible accounts in the near future.

In this article
Add the Integration
Add Another Location
Employee and Role Mapping
Actual Sales and Forecasting
Actual Labor and Tips
Integration Warnings
Employee Sync
Syncing Wages

Things to Know

  • Access to certain features may require an upgrade from your current 7shifts plan.
  • Sales data syncs every 5 minutes.
  • Actual labor data syncs every 15 minutes.
  • This integration supports alerts for missing punches and auto-shift flags. 
  • You must determine your SpotOn platform (RPOS vs. Express) prior to setup to ensure a successful connection. Each requires a specific integration path. If you need help identifying your system, please contact your SpotOn representative or 7shifts Support before proceeding.

Add the Integration

Note: To connect SpotOn Express to 7shifts, ensure you have at least Manager permissions with Dashboard access in SpotOn Express and Admin or "Can manage integrations" Manager permissions in 7shifts. 

For a successful setup, you must have access to all locations you wish to connect within both systems.

Step 1: In your 7shifts account
  1. Go to Apps & Integrations > Explore. 
  2. Search for SpotOn Express and click Next.
  3. Click Connect to SpotOn Express to open the SpotOn Express login page.
Step 2: In your SpotOn Express Account

⚠️ To complete these steps, you will require SpotOn Express Administrator permissions.

  1. After you've logged in with your SpotOn credentials, you will be brought to a screen to allow access. 
  2. Click Allow Access to confirm access permission.

  3. You will be automatically redirected back to 7shifts.

Step 3: Complete the Connection
  1. Once redirected back to 7shifts, a Connect SpotOn Express to 7shifts pop-up window will appear. 
    • If not automatically redirected follow these steps:
      1. In 7shifts, go to Apps & Integrations > My Integrations > SpotOn Express.
      2. Select + Connect a location.
  2. Use the drop-down menus to pair your SpotOn Express location with the corresponding 7shifts location and Click Connect to SpotOn Express. 
  3. Follow the prompts to Configure settings, Match Roles and Import Employees. 

Note: Roles and employee profiles will map automatically between 7shifts and SpotOn Express provided their names match exactly in both systems.

Once connected, your settings are accessible under Apps & Integrations > My Integrations > SpotOn Express > Settings.

After you've activated the integration, it may take several hours for the system to start bringing in your previous sales data.

 

Add Another Location 

Need to connect another location? Click here.

To add additional locations:

  1. In 7shifts, go to Apps & Integrations > My Integrations > SpotOn Express.

  2. Select + Connect a location to add additional locations you wish to connect that are also configured in SpotOn Express.

  3. Choose your 7shifts location's name and the second location's name in SpotOn Express within the drop-downs.
  4. Click Connect to SpotOn Express.

Success! It may take several hours for the system to start bringing in your previous sales. If they do not appear initially, please check back in a few hours.

Employee and Role Mapping

Mapping connects users and roles between your POS and 7shifts to ensure labor data flows to the correct profiles. When your roles and employees are correctly mapped, it reduces integration warnings and prevents issues when running payroll. You can leverage 7shifts reporting and analytics tools to help you make informed decisions and track your business needs.

Important: Mapping must be completed before enabling Employee Sync, Actual Labor, or Wage Sync to prevent data discrepancies. This is one of the most important configuration steps.

  1. Head to Apps & Integrations > Mapping > choose the Employees or Roles tab.
  2. 7shifts automatically maps roles and employees that have identical names and spacing in both systems. You'll find those under the Matched heading.
  3. For Unmatched employees or roles, choose to Match, Ignore, or Add them to 7shifts to ensure data syncs correctly.

Role & Employee Mapping in 7shifts defines the universal setup rules and mapping logic for all supported integrations.

Actual Sales and Forecasting

Real-time sales data integration is enabled by default upon activation. Once connected, 7shifts pulls Net sales data from SpotOn Express to provide a real-time view of your labor costs and generate AI-powered forecasts.

  • 7shifts automatically imports up to 90 days of historical sales data from SpotOn Express.
  • 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.
  • Both 7shifts and SpotOn Express must be configured with the same time zone and workday hours (5:00 AM to 5:00 AM).
  • It takes approximately 1–2 weeks of data collection for initial sales projections to appear.

Actual Sales and Forecasting in 7shifts defines universal rules and how projection logic applies across all supported integrations.

Actual Labor and Tips

As labor data syncs from the POS, 7shifts pulls employee punches and labor costs to support accurate reporting, tip calculations, and payroll workflows. Once enabled, actual labor totals are displayed on the Dashboard, allowing you to compare sales vs. labor. Tips are managed alongside actual labor in 7shifts because they are earned during worked time and associated with employee punches.

To enable labor sync:

  1. Go to Apps & Integrations > My Integrations > SpotOn Express > Settings.
  2. Select the Labor tab.
  3. Toggle on Actual Labor.
     
    • When an employee clocks in, their open punches are immediately sent over.
    • Breaks, declared tips, and punch-out times are sent upon punch-out.

Syncing POS time clocking data defines universal rules and how labor data from external systems is managed.

Tip: The SpotOn Express integration supports automated tip collection for use with 7shifts Tip Pooling. This data feeds into custom pooling rules based on hours worked, points, or percentages.

For a step-by-step setup, see Tip Pooling for SpotOn Express POS

Including Tips in Payroll

The SpotOn Express integration supports the collection of the following tip sources:

  • CC Tips (Credit Card Tips)
  • Auto-gratuity
  • Cash Tips

Tip: It is recommended to configure these settings after your initial integration setup is complete and your first sync has occurred. This ensures 7shifts accurately recognizes all available tip sources from your POS.

These tip sources can be used with 7shifts Tip Pooling to create custom distribution rules based on hours worked, points, or percentages.

To ensure these tips are included in your reports and payroll (7shifts Payroll and external exports), you must configure your tip calculation settings. Follow the steps in Tip Management: How to setup Tip Calculation Formulas.

Tip Management: How to Enable Tip Data Settings for Integrations defines the universal rules for including tip data from your POS in 7shifts.

Integration Warnings

When POS labor is syncing into 7shifts, a Warnings tab appears in Time Clocking Pay Periods to highlight issues that may need attention before running payroll.

Understanding Integration Warnings in Time Clocking defines universal rules for resolving labor data discrepancies.

Employee Sync

7shifts can automatically create new employee profiles when they are added to SpotOn Express. Employee Sync also helps ensure your employee records match in both systems, so your labor data is always up to date in 7shifts.

Important: Actual Labor must be enabled and existing employees/roles must be mapped before using this feature.

  • Synced fields include First Name, Last Name, Email (only on creation), Employee ID (only on creation), inactive status, location, department and role assignments.

To enable employee sync:

  1. Go to Apps & Integrations > My Integrations > SpotOn Express> Settings.
  2. Select the Employee Data tab.
  3. Toggle on Employee Sync.

See Employee Sync for the universal automation rules for syncing user profiles and status updates across all integrations.

Syncing Wages

You can set employee wages in 7shifts to sync automatically with the rates defined in SpotOn Express. This ensures your labor cost calculations in 7shifts remain accurate without manual updates.

Important: Prior to syncing wages, you must enable Wage-Based Roles and have properly mapped your Roles between SpotOn Express and 7shifts.

  • Wage Sync imports wages only for hourly roles; salaried positions are not supported.

How to enable the Wage Sync setting:

  1. Head to Apps & Integrations > My Integrations > SpotOn Express > Settings beside the location you want to enable.
  2. In the Employee Data tab, click the slider to enable Wage Sync.

Wage Sync in 7shifts defines the universal rules for syncing employee wage rates across supported integrations.

Related articles

Tip Pooling for SpotOn Express
Role & Employee Mapping
Actual Sales & Projections
Syncing POS time clocking data
Understanding Integration Warnings in Time Clocking
Employee Sync
Wage Sync
 

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