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Manage by exception

In huge organizations, monitoring day-to-day activities and identifying anomalies becomes difficult. While you trust your employees, managing them by exception, and balancing freedom and micromanagement is crucial.

To achieve this, you can set up alerts so that business owners and managers get these alerts when a set condition is met.

For example, you may want to notify managers if too many invoices were deleted. For this, turn on the Too many invoices were deleted alert. You can specify conditions such as Send an alert when number of invoices deleted is more than 5. You can send such alerts to managers (by role) or to particular users (by username). Based on such alerts, managers can take timely action.

Scenario

Solution

Staff rewarding familiar guests with frequent discounts

For example, if an employee's friend visits the salon, and takes a service worth $100. During checkout, the employee enters a 100% in the discount column on POS. No payment is collected as the service is listed as a 'complimentary service'.

Restrict discounts that can be given based on job 

  1. At the organization level, click the Employee icon, and select Jobs.

  2. Select a job.

  3. Under the General tab, from the Discount limit source, select Service, or Job.

  4. In the Discount limit field, set the maximum discount an employee with that job can apply manually.

  5. Click Save.

Regularly check the sales reports 

  1. At the organization level, click the Reports icon.

  2. Search for and select the following reports.

  3. Monitor the columns for price changes, discount adjustments, and discount names in the reports above.

Giving membership benefits to ineligible guests

Set OTP validation for each redemption 

  1. At the organization level, click the Configuration icon.

  2. Search for and select Basic invoice actions from under POS.

  3. Under Basic invoice actions, enable the following settings.

    • Enforce one-time-password (OTP) for redemptions - SMS

    • Enforce one-time-password (OTP) for redemptions - Email

  4. Set the expiry duration of the OTP in minutes and select a preferred mode for sending OTPs.

  5. Click Save.

Set an alert for OTP overrides 

  1. At the organization level, click the Configuration icon.

  2. Search for and select Alerts from under Notifications.

  3. Under Appointment Book & POS, against Too many OTP overrides, click Edit.

  4. Enter the number of OTP overrides to trigger the alert, alert delivery mode, and recipient details.

  5. Click Save.

Not applying discount on the invoice when selling discounted gift cards and prepaid cards, to keep the discount

For example a guest, who is eligible for a discount of 20%, takes a service worth $100. During checkout, the front desk staff doesn't inform the guest about the discount and bills them for the whole $100. Later they edit the invoice, apply the discount and keep the difference.

Set limitations on invoice-level discounts 

  1. At the organization level, click the Configuration icon.

  2. Search for and select Pricing and discounts from under POS.

  3. Enable the following settings:

    • Apply discounts on invoice price 

    • Allow adjustments to discounts 

    • Make it mandatory to get manager authorization to adjust discounts 

  4. Click Save.

Front desk staff editing sale price on the invoice to keep the excess amount

Limit front-desk staff's permissions to edit sale price on invoices 

  1. At the organization level, click the Configuration icon.

  2. Search for and select Pricing and discounts from under POS.

  3. Enable the following settings:

    • Allow front desk to change the sale price 

    • Allow front desk to increase sale price 

  4. Click Save.

Canceling and deleting appointments to charge the guests offline

A common practice where appointments are canceled on paper to show that there is no collection, but the appointment is taken offline so the business can collect payment but not show it on paper.

Make comments mandatory on canceled, no-show, void and deleted appointments 

  1. At the organization level, click the Configuration icon.

  2. Search for and select Booking rules from under Appointments.

  3. Scroll down to the bottom of the page and select Show advanced settings.

  4. Enable the Make it mandatory to record a comment when deleting appointments setting.

  5. Click Save.

Regularly check the appointments report 

  1. At the organization level, click the Reports icon.

  2. Search for and select the report Appointment Details report (v1).

  3. Check the Appointment notes column.

Set an alert for deleted appointments 

  1. At the organization level, click the Configuration icon.

  2. Search for and select Alerts from under Notifications.

    Go to Notifications > Alerts.

  3. Under Appointment Book & POS, against Too many appointments were deleted, click Edit.

  4. Enter the minimum number of deleted appointments required to trigger the alert, alert delivery mode, and recipient details.

  5. Click Save.

Editing amount on old partial payment invoices

For example, an invoice with a $100 value is generated and the guest pays $40 as a partial payment and $60 is yet to be paid. The invoice can be edited to reflect that they have paid the $60 when no payment was received.

Lock financial data 

  1. At the organization level, click the Configuration icon.

  2. Search for and select Financials from under Business details.

  3. Enable the Lock financial data setting and configure one of the following options:

    • Pick a date in the past: For example, if you select 10/31/2022 here, you cannot edit any financial data recorded from 10/31/2022.

    • Specify a certain number of days in the past: For example, if you enter 90 days here, you cannot edit any financial data older than 90 days.

  4. Click Save.

Best practices

  • Check relevant reports regularly

  • Ensure the team is aware that their actions are being watched 

  • Maintain a standardized inventory process

  • Conduct surprise and regular audits 

  • Adopt mystery shopping as a check

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