SmartTab POS

Team management, schedule syncing, and alignment are at your fingertips with the SmartTab POS integration in 7shifts! This bi-directional connection ensures your employee profiles and schedules match between both systems, providing real-time scheduling visibility.

Things to Know

Review these critical technical requirements before enabling the integration:

• Access to certain features may require a plan upgrade. 
• The integration features a bi-directional data flow for employees and schedules, meaning updates made in one platform can reflect in the other.
• Locations and Departments must be configured across both platforms to support accurate data mapping.
• Breaks are not supported with this integration.

Add the SmartTab integration

To connect SmartTab with 7shifts, you must first prepare your 7shifts account structure (Locations, Departments and Roles). Once your account structure is complete, follow these steps to authenticate the connection through SmartTab:

1. Log into SmartTab.
2. In the left navigation bar, select Third Party Settings.
3. Locate the 7shifts integration tile and click the Enable 7shifts Integration checkbox.
4. Follow the Click here link provided in the tile description to authenticate and obtain your API token from 7shifts:
   
5. Copy the token:
   
6. Paste this token into the designated Token field on the 7shifts tile and click Submit.
7. Choose your 7shifts Company and the corresponding Location from the drop-down menus:
   
8. Click Save on the integration tile. 
9. Click Save in the top right corner of the page to save the entire Third Party Settings page and complete the connection:
   

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.

1. In SmartTab, navigate to Accounting Setup in the left navigation bar. 
2. Select the 7shifts tab:
   
3. Use the pencil icons to expand the code settings for each section.
4. Using the drop-down menus, manually match your SmartTab departments, roles, and employees with their corresponding counterparts  in 7shifts:
   

5. Verify successful mapping by checking your SmartTab Staff or Roles pages. The 7shifts icon will appear next to every correctly mapped entity:
   

   

Actual Sales and Forecasting

Once your integration has been activated, your real-time sales data will be enabled by default. 7shifts will also use those Actual Sales values to populate Projected Sales, allowing you to create schedules based on those projections. These will become more accurate over time as more data is available.

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 sales projections here.

• Both 7shifts and SmartTab must be configured with the same time zone and workday hours (5:00 AM to 5:00 AM).
• It may take a few hours for the system to bring in previous sales. If sales data does not appear initially, check back in a few hours.
• It takes approximately 1 to 2 weeks of data collection for initial sales projections to appear.
• 7shifts will sync sales data into the Dashboard, Manager Log Book, Actuals Report, and the Labor Budget Tool.

Schedule Enforcement

SmartTab supports Schedule Enforcement with 7shifts. When Schedule Enforcement is enabled, SmartTab checks 7shifts to confirm an employee has a scheduled shift before allowing them to clock in. Employees without a matching scheduled shift in 7shifts will be blocked from clocking in.

• Grace periods can be configured within SmartTab settings.
• Manager overrides for non-scheduled punches or early clock-ins are not supported on the SmartTab terminal.
• Schedule sync is bidirectional. Shifts published in 7shifts automatically sync to SmartTab. Shifts created in SmartTab by clicking the plus icon next to a role and dragging an employee into a shift block will sync back to 7shifts.

Employee Sync

SmartTab supports bidirectional employee sync with 7shifts. Employee profiles created or updated in SmartTab sync into 7shifts, and employee data updated in 7shifts syncs back to SmartTab.

1. Add the employee profile in SmartTab, filling in First Name, Last Name, and Primary Email. Each employee must have a unique email address.
2. Assign the employee to a previously mapped SmartTab department and associated mapped role.
3. Save the profile. SmartTab will automatically generate the employee account in 7shifts.

The following data syncs from SmartTab to 7shifts:

• First Name
• Last Name
• Primary Email
• Assignments (Locations, Departments and Roles)
• Wage rate

To update an employee's details, modify their profile in SmartTab and save. To update a role title, edit the role directly in the SmartTab Roles tab. All changes saved in SmartTab will sync to 7shifts.

Actual Labor and Tips

SmartTab integrates with 7shifts for 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. 

• Time punch data is sent from SmartTab to 7shifts when punches are recorded in the POS.
• Breaks are not supported with this integration.
• Time punch edits should be made directly in your POS to avoid data conflicts. If you have enabled 3rd Party Punches, edit the punch in 7shifts instead.

Including Tips in Payroll

These tips are pulled alongside labor data and become available for use in 7shifts. The SmartTab integration supports the following tip sources:

• CC Tips (Credit Card Tips)
• Gratuities
• Declared Tips

Integration Warnings in Time Clocking

Once your POS labor is syncing into 7shifts, you will see a Warnings tab when reviewing your current pay period. This tab highlights punches missing a role in your POS/7shifts labor data that may need attention before running payroll.

These warnings appear directly in Time Clocking > Pay Periods > Warnings, helping you quickly identify and fix issues with labor data flowing in from the POS.

You can resolve most issues right from the Warnings tab, and you can still close your pay period even if some warnings remain.

Disabling the Integration

1. Log into SmartTab.
2. In the left navigation bar, select Third Party Settings.
3. Locate the 7shifts integration tile and uncheck the checkbox to disable it:
   
4. Click Save on the integration tile. 
5. Click Save in the top right corner of the page to save the entire Third Party Settings page and complete the connection: