Manager Training Guide

As the manager, you will have access to everything in Nōwn. With the wide range of tools available to you, it can become overwhelming. This guide will give you a quick overview of everything you will need in your day-to-day operations.

Reporting

Nōwn provides your company with extensive reporting, with 15 different reports to provide you with all of the necessary data you need to operate your business. These reports can be exported into PDF and/or CSV files, and have multiple filtering options depending on the report. Below is a brief overview of each report, along with the filtering and export options.

  1. Overview
    • The Overview report provides a quick glance at all the key metrics for the business. This includes transactions, sales, top products, payment types, etc.
    • Filter Options: Date, Location
    • Export Options: N/A
  2. End of Shift
    • The End of Shift report allows management to view and print details for any shift completed, including sales, refunds, discounts, tenders, etc. This report by default will print after a station is closed. 
    • Filter Options: Date, Location, Station, Active Shifts
    • Export Options: PDF, CSV
  3. Employee Shift Report
    • Get exact details on your employees’ clock in time, clock out time, total hours worked, and the length of their breaks. This report is only relevant if your employees are using the clock-in/out feature to track labour.
    • Filter Options: Date, Location
    • Export Options: PDF, CSV
  4. Location Revenue
    • The Location Revenue report provides totals and an overview of all revenue for each location.
    • Filter Options: Date, Location
    • Export Options: PDF
  5. Items Quantity Summary Report
    • Great for inventory purposes, it gives you a run down of total sales and quantity sold during a selected period of time. You also have a full breakdown of each item so you can see exactly how many units you sold and what the revenue from those units was. This report also comes with a search function, allowing you to find a specific item easier.
    • Filter Options: Date, Location
    • Export Options: PDF, CSV
  6. Advanced Item Quantity Summary Report
    • Works similarly to the Items Quantity Summary Report, however this report sorts items by category as well.
    • Filter Options: Date, Location
    • Export Options: PDF, CSV
  7. Sales Per Hour
    • The Sales Per Hour report provides a great insight into seeing when your store is the busiest. This is very helpful when deciding how you will allocate your resources throughout the day. In addition to the regular filter options, you can also filter to view transaction count, reward count, sales totals, and top selling items.
    • Filter Options: Date, Time, Location
    • Export Options: PDF
  8. Summary Report
    • This report summarizes all transactions to provide actionable data for the business. 
    • Filter Options: Date, Location
    • Export Options: PDF
  9. Sales Report
    • The Sales Report breaks down the total amounts collected for all tender types and how many times the tender type was used. This report also summarizes total discounts, gift cards sold/redeemed, refunds, orders, etc. The first part of the report will be a total summary of the date range provided. This is followed by a breakdown for each individual day in the filtered date range.
    • Filter Options: Date, Time, Location
    • Export Options: PDF, CSV
  10. Discounts Report
    • The Discounts Report displays how many times a discount has been used, the amount discounted, and the sales after the discount was used. It also lists out each transaction that a discount was used on to be referenced in other reports and the Receipts tab.
    • Filter Options: Date, Location
    • Export Options: PDF
  11. Gift Card Report
    • If you are using gift cards, this report outlines all activations, reloads, redemptions, and refunds to gift cards that were conducted. If you have multiple locations, this report will allow you to reconcile gift cards as well by tracking the value of gift cards that were sold at a location, as well as the value of gift cards redeemed at each location. You will also get an overview of how many gift cards are currently in circulation, and the value of those cards. Below is how gift card reconciliation works:
      • Payable - how much the location owes head office for gift card activations
      • Receivable - how much the location is owed by head office for gift card redemptions
      • Net Payable - how much the location owes minus how much they are owed. If negative, head office owes the location that amount
    • Filter Options: Date, Location
    • Export Options: PDF
  12. Mobile Transactions
    • The Mobile Transactions report provides a summary of all transactions done using the mobile app. This includes both preorders and payment in person using the app.
    • Filter Options: Date, Location
    • Export Options: PDF
  13. Transaction History
    • The Transaction History report provides a list of each individual transaction that has been processed. This includes transaction ID, name, payment type and amount, etc. To view the itemized receipt you can use the transaction ID to find the receipt in the Receipts tab.
    • Filter Options: Transaction ID, Name, Date, Location, Transaction Type (Mobile, Guest)
    • Export Options: CSV
  14. Labour Report
    • The Labour Report will allow you to track: how many regular and OT hours have been worked, the breakdown of each employee's hours, the cost of labour, and the breakdown of regular hours vs OT hours. This is a great tool to see the cost of your labour.
    • Filter Options: Date, Location
    • Export Options: PDF
  15. Loss Prevention Report
    • The Loss Prevention Report provides a detailed list of who and when the following actions were performed: Open Cash Drawer No Sale, Void Transactions, Refund Transactions, Cancelled Items
    • Filter Options: Date, Locations
    • Export Options: N/A

Products

The Products tab is where you will manage your menu(s), including all categories, items, modifiers, etc. When creating your menu, there are four (4) levels. Starting at the highest level is the Menu, followed by Categories, Items, and Modifiers in that order. Below you will find a guideline for building your menu(s).

  1. Menus
    • This is the first tier in setting up your products. All accounts start with a blank menu called Default. All menus can be renamed, duplicated, and assigned to different locations. 
    • To create a new menu, select the “+” symbol. Use the dropdown to select which menu to duplicate (use as a template) or select None for a blank menu. Next you will name your menu and assign it to the location(s) that the menu will be used at. Once completed, select Create. You will now find this menu in the dropdown at the top of the page. Make sure you are on the correct menu when creating/editing categories and products.
  2. Categories
    • This is the second tier in setting up your products. All items should be assigned to a category for optimized organization.
    • To create a new category, select “+ CREATE A CATEGORY” on the right side of the page. Name your category (ie. Burgers) and select the category colour. Scroll down to find which menus you would like the category to be available on. Click “Save Category” once completed. Note: You may need to refresh your browser to see the new category on the menu.
    • To edit a category, select the category on the menu page to open it. Then click “+ EDIT CATEGORY” on the right side of the screen.
  3. Items
    • This is the third tier in setting up your products. The best practice for creating a new item is to do it inside of a category.
    • To create a new item, open a category and select the “+ CREATE AN ITEM IN THIS CATEGORY”. Below are the different options when creating an item. Any option with an asterisk (*) is required.
      • Name*: This will be the name displayed on the POS. An item name is required.
      • Item Description: This description will be displayed on kiosks and mobile/web ordering if being used.
      • Categories: If the item is being created in a category, the category will already be selected here. You can add this item to other categories by searching for them and adding them to the list here.
      • UPC Code: If you are using a scanner to add items to an order, this is where you will input the UPC Code to scan.
      • Price*: This will be the price of the item. The item price is required.
      • Menu Availability: Similar to creating a new Category, you can select which menus you would like this item to be available on.
      • Calories: The calories entered here will be displayed on mobile ordering as well as kiosks to provide customers with additional health information
      • Mobile Order: This enables an item to appear on the mobile ordering app (if applicable). When turned on, an additional list of settings appears:
        • Total Time (mins): This should be the amount of time it will take to prepare the item and have it ready for pickup. This number will be used to notify customers when their order will be ready for pickup
        • Mobile Order Name: This will be the name that is used on the mobile app. This only needs to be filled out if you don’t want the item name displayed as is.
        • Third Party App Price: If you are using a third party app (ie UberEats) this will be the price on that app. This only needs to be filled out if you want to charge a different price on the third party app.
      • Track Stock: This enables inventory tracking of the item. This only needs to be enabled if you plan to track inventory.
      • Advanced Settings: This drop down includes additional features and settings for the item. All additional features here have descriptions to explain what they do.
      • Item Image: This is where you can upload a 800x800px image of the item. This image will be displayed on mobile ordering and kiosks.
  4. Modifiers
    • This is the fourth and final tier when setting up your menu. Modifiers are any customization that can be made to an item. This can be sizes, toppings, flavours, add-ons, etc. 
    • To add a modifier to an item, open an item and click the “+” button beside Add Modifiers. 
    • To create a NEW modifier:
      • Item Name*: Enter the name of the modifier (ie. “Size”)
      • Modifier Options*: You will need to add options to each modifier. To do so, click “+ Add Option”
        • Name: Each option will require a name.
        • Option Price: This will be the price associated with that option. This price will add to the cost of the item unless the modifier has the “Replace Item Price?” toggle turned on. For example, if the modifier is “Size”, you might include 3 options; Small, Medium, Large. The Small option would have an Option Price of $0, charging just the price of the item when selected. The Large option could have an Option Price of $1.00, adding that $1 to the original price of the item.
      • As with items, all toggles have a description to assist with deciding which toggles to use.
    • When a modifier is already created, you can save time by reusing already created modifiers in two (2) different ways; Link Modifier to Item, and Duplicate Modifier. 
      • When adding a modifier, use the “Find Existing Modifiers” search bar at the top of the Add Modifier pop up.
      • Type in the modifier you want to use and select it from the drop down.
      • You will then choose between the two options:
        • Link Modifier to Item: This will link the modifier to all items it is linked on. By using this choice, anytime you need to update pricing or options (ie price change on sizes) you just need to do it once and all linked items will be updated.
        • Duplicate Modifier: This will create a copy of that modifier. Any changes made to this new modifier will not affect other items.

Receipts

The Receipts tab is where you will find a history of all transactions with the itemized list of the order. You can not filter by location, so you can not view transactions from the root account. You must be logged into the location to view receipts. These receipts contain the guest name (if provided), date and time of purchase, the station the purchase was made through, payment type and amount including tip and tax as well. 

  • Filter Options: Transaction ID, Date, Transaction Type (POS, Mobile, Incomplete)

There is a list of actions that can be performed through this tab:

  1. Refunds
    • You need to be logged into a station to perform a refund.
    • Select the items that are to be refunded, or select the “Select All Items for Refund” button to refund the total amount.
    • Click “Start Refund” at the bottom to refund the selected items
    • A “Reason for Refund” is required to perform the refund.
    • Click “Process Refund”
    • Enter PIN if required
  2. Reprinting and Emailing Receipts
    • This feature is used when a customer requires a receipt to be reprinted or emailed to them
    • Click “Reprint or Email”
    • To reprint a receipt, select which receipt you would like to reprint (ie customer, merchant, kitchen, etc)
    • To email a receipt, click “Email Receipt”. This will automatically email the receipt if the customer’s account was already linked to the order.
    • If a customer wasn’t already linked to the order (ie it was a guest order), you can either look up the patron if they already have an account with your location, or you can collect their email address and name to send the receipt

Setup

The Setup tab is where you will find the majority of settings relating to your account. This tab is only accessible to Managers and will not be editable by Station accounts. Each setting comes with a description of what the toggle or setting is for. Below are some of the more notable settings and where you will find them. The areas of your account that the settings effect are organized into groups:

  1. General
    • Tax rates
    • Operating hours (this will also affect online ordering hours)
  2. Language and Currency
    • This is set during account set up and should not need to be changed
  3. Station
    • All settings related to stations
    • Hardware set up (ie printers, terminals)
    • Other payment methods
    • Customer display images
  4. Access
    • Create, edit, deactivate and manage all logins and user access
    • While logged into the root account, you can manage access to every child location
  5. Timecards
    • When using the clock-in/clock-out feature, you can track all ongoing and past shifts here
    • Similar to reports, you can filter this by date and location
  6. Discounts
    • All discount settings are managed here
    • You can create discounts for both item level and basket level
  7. Gift Cards
    • Manage all gift card settings here
    • Manage e-gift card designs, set limits and discounts, create suggested amounts and messaging
  8. Mobile
    • Manage the app images here (logo, banner, loyalty card, promotional images)
    • Note: all product images are managed in the Products tab
  9. Receipt
    • Manage all receipt settings here
    • This is where you can add a logo, tax number, and footer message to your receipts

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