Setup Staff & Payroll

Initial steps to get started using the Staffing, Scheduling, and Payroll tools within Retail Toolkit.

Set Payroll Dates and Frequency

  • In Retail Toolkit, go to: Staff & Payroll > Settings.
  • Press the "Unlock Parameters" button.
  • Select the start date of the next payroll period in the "Payroll Start Date" field.
  • Select the pay period frequency in the "Payroll Period" field. (If none of these parameters match your schedule, select the closest one.)
    • Biweekly (every other Friday, for example)
    • Monthly (every calendar month)
    • Semi-monthly (twice per calendar month, on the 1st and 15th)
  • If a change is made, press the "Save" button in the top right corner before moving on.

Caution: Once the payroll start date and frequency are set, they may be changed, but you may lose the ability to copy from previously created schedules.

Create Departments and Shift Types

  • In Retail Toolkit go to: Staff & Payroll > Settings then press the "Schedule" tab.
  • Press the "Unlock Parameters" button at the bottom of the page.
  • Adjust the names of existing Departments (if needed).
  • Press the "+ Add Row" button to add a new row for a new Department.
  • Scroll down to the Shift Types section.
  • Adjust the names of existing Shifts (if needed).
  • Press the "+ Add Row" button to add a new row for a new Shift.
  • The columns are as follows:
    • Name: Name the shift.
    • Color assignment: Visual color for the shift type on the schedule.
    • Time Picker: Check this box to set particular times for this shift type when adding it to a schedule. Leave unchecked if this shift type has a set number of hours. For example, a vacation day might be set to 8 hours exactly.
    • Include in scheduled hours total: Check this box to include this shift type's hours in the weekly total hours.
    • Include in scheduled dollars total: Check this box to include this shift's dollars in the total dollars on the schedule.
    • Include in paid hours total: Check this box to include this shift's dollars in the total dollars to be paid.
    • Shift label: How the shift will be labeled when viewed in the schedule.
    • Treat as PTO: Determines if this shift will be paid out of a staff member's accrued PTO (Personal Time Off).
    • Fixed hours: If Time Picker box is unchecked, how many hours are in this shift type.
    • Fixed dollars: If Time Picker is unchecked, and shift type does not have fixed hours, how much is being paid to an employee for this shift. For example, working an off-site event may pay $100 regardless of number of hours worked.
  • If a change is made, press the "Save" button in the top right corner before moving on.

Set Payroll Budget Settings

  • In Retail Toolkit go to: Staff & Payroll > Settings, then press the "Budget" tab.
  • Press the "Unlock Parameters" button.
  • Select how the payroll budget should be calculated, either by Pay Period or Monthly.
  • Leave the "Calculation Method" on Static.
  • The "Payroll Goal Basis" can be calculated based on a percentage of your Sales goal, last year's sales, or the 3-year average of sales.  Select the most appropriate selection.
  • Linear Budget Distribution:
    • By default, staff budgets for a location are set according to last years sales for that location, if the sales data is available. But other locations, such as newly opened stores, may not have the previous year's sales to go by.
    • The "Linear Budget Distribution" allows a budget for one or more locations to be chosen and determine the days of the week the budget is distributed across.
    • To enable, select a location in the dropdown to apply the Linear Distribution to.
    • Check the boxes that correspond with the days the location is open.
    • To add another location, click the "Add Row" button.
  • If a change is made, press the "Save" button in the top right corner before moving on.

Setup "Employee Over Hours" Warnings

Shifts can be flagged that go longer than a set number of hours. For example, if this is set to 8 hours, the word "Investigate" will appear in the time clock report next to the shift for it to be looked into if more than 8 hours are clocked.

  • In Retail Toolkit go to: Staff & Payroll > Settings then press the "Time Clock" tab.
  • Enter the appropriate number in the "Error flag if more hours per day than" field.
  • If a change is made, press the "Save" button in the top right corner before moving on.
  • Once this is set, employee shifts that are over that set hour amount will be listed in the Time Clock report found by going to: Staff & Payroll > Power Tools > Time Clock > Report.

Set the Payroll Budget

  • In Retail Toolkit, go to: Staff & Payroll > Payroll > Payroll Budget.
  • Press the "Edit" button for the appropriate pay period.
  • Enter the target budget either as Budget Dollars or Budget Percent based on the Payroll Goal Basis set above.  These budgets only reflect hourly wages and salaries and do not include spending on worker's compensation, benefits, or other staffing expenses.
  • Press the "Save" button before moving on.
  • The "Export / Import Budget" button on the main Payroll Budget screen downloads a spreadsheet template that can be filled out then uploaded to the system instead of editing each pay period individually. 

Tip:  Many bicycle shops strive for a labor budget of 17% to 23% of revenue.  That is a good starting point if one is needed then work to reduce that percentage over time.

Import Employees from Point of Sale

Note: All employees are imported from the Point of Sale system, new employees cannot be added directly to Retail Toolkit.

  • The "Export / Import Employees" button can be used to download a spreadsheet to be filled out then re-uploaded to the system to update employee information in bulk.
  • Otherwise, click an employee's name to add or edit information.
  • Choose the appropriate Department that was previously set above.
  • Enter compensation as either Hourly Wage or Annual Salary (do not enter both).
  • If the employee is Salary then enter the typical amount of weekly hours worked in the "Weekly Hours" box.
  • Checking the SKU commissions box tells Retail Toolkit to include any POS SKU commissions in Payroll.  This is separate from the Commission Schemes that's available within Retail Toolkit.

  • Press the "Save" button before moving on.

Next, learn how to build a schedule with the Schedules Help Center Article.