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Stores and users

Use this page to keep your store details up to date, add and manage the people who sign in, and update your own profile.

Who can do this: store owners and everyone above them can open Stores. Store managers and above can open Users. Everyone can update their own profile.

How your company is organized

The portal places every store and every person in four levels:

  • Franchisor is your company as a whole.
  • Concept is a store format within your company. A company with two restaurant names has two concepts.
  • Franchisee is an ownership group that runs one or more stores.
  • Store is a single location.

A small business usually has one of each level above its stores.

Stores

Open a store

  1. In the menu bar, click Administer, then Stores.
  2. Click the store in the list on the right. Or type at least four letters of its name in Search For A Store and click Go!.

The form fills in and the main button changes to Update Store. The store's settings are on tabs across the top of the form. Change what you need, then click Update Store to save.

Tip

Settings on every tab save together when you click Update Store. You do not need to save each tab on its own.

Update the store's name and address

  1. Open the store.
  2. On the Store Basics tab, update the address, Store Name, Alternate Store Name or Store Number.
  3. Leave Franchisor, Concept and Franchisee as they are unless the store changed owners.
  4. Click Update Store.

Warning

Franchisor, Concept and Franchisee must all be filled in. If one is blank, the portal refuses to save the store and tells you to re-select all three.

Set the time zone

  1. Open the store.
  2. On the Additional tab, choose the store's time zone in Store Timezone.
  3. Click Update Store.

Pick the zone where the store really is, for example America/Chicago for a store in Texas. Fran-Trak uses it to put register sales on the right business day in your reports.

Set store hours

Store hours live on the Apps & Schedule tab, under Store Schedule.

  1. Open the store and click the Apps & Schedule tab.
  2. For each day, set Open? to Yes or No.
  3. For each open day, set Store Open and Store Close, in the store's local time.
  4. To use Sunday's times for the whole week, click Copy to all days on the Sunday row. Then change any day that differs.
  5. Click Update Store.

Tips:

  • If the store is open 24 hours, set Store Open and Store Close both to 00:00.
  • First Pickup and Last Pickup are for online orders. Leave them blank to use the open and close times.
  • If a time is wrong, the portal highlights it. Hover over the highlighted time to see what needs fixing.

Note

The portal checks store hours only when the store takes mobile app or online orders. Otherwise the hours are optional.

Review the store's taxes

The store's sales taxes are on the Financials tab, under Sales Taxes.

  1. Open the store and click the Financials tab.
  2. Click Edit Tax Table....
  3. Change a Tax Name or Rate %, or click Add Tax Line to add one.
  4. Under Applies To, tick All, or tick only the product classes the tax covers.
  5. Click Save Tax Table.

The tax table saves as soon as you click Save Tax Table. It does not wait for Update Store.

Rates are percentages: type 8.25 for 8.25%. When more than one line applies to an item, the item's tax is the sum of those lines.

Note

If Rates are managed by says The store's register system, the rates come from the store's own register. You cannot change them here.

Choose how the store takes cards

Who can do this: store owners and administrators above them.

The Payments tab appears after you open an existing store.

  1. Open the store and click the Payments tab.
  2. Under How this store takes cards, choose one:
    • Built-in card processing: payment processing through Fran-Trak. The store needs no merchant account of its own.
    • Own merchant account: the store keeps its own payment processor and rate. Its card readers, called PIN pads, come from the processor.
  3. Click Update Store.

To sign up for built-in card processing:

  1. Click Start with email. If you already have an account with our payment processor, click the button to start with that account instead.
  2. Type the email, or your account number.
  3. Click Go.
  4. Click the link that appears. It opens the payment processor's site so you can finish signing up there.

When the store is ready, the Payments tab says so. If the payment processor still needs something from you, the tab tells you what to finish.

For your own merchant account:

  1. Type the store's merchant ID (MID). It is on your processor's welcome sheet.
  2. Click Update Store.
  3. Give each tablet its PIN pad in Getting Started. See Connect a card reader.

Fran-Trak support switches live processing on once your processor has set you up.

Turn gift cards on for a store

Cash and card are always on. Gift cards are set per store, under Tenders at the register on the Payments tab.

  1. Open the store and click the Payments tab.
  2. Set Allow Gift Cards to Yes to sell and accept your brand's own gift cards at this store.
  3. Click Update Store.

See Gift cards for selling and redeeming them at the register.

Note

The same section has Allow EBT (SNAP). The register does not take EBT yet, so this setting has no effect at the counter today.

See who works at a store

  1. Open the store.
  2. Click the Users tab.

The tab lists each person tied to the store, with their email, phone and Last Login.

Close a store

When a store closes, mark it inactive instead of deleting it. The store's record and history are kept, so you can reopen it later.

An inactive store's sales stay in your reports. Administrators can still choose it in Locations. Store owners, managers and users no longer see it there.

  1. Open the store and click the Additional tab.
  2. Set Store Active? to No.
  3. Fill in Date Store Became Inactive.
  4. Click Update Store.

The store moves to the Archived tab of the store list. To reopen it, open it from Archived, set Store Active? to Yes, and click Update Store.

Warning

Delete Store removes the store record for good. It cannot be undone. Use Store Active? instead unless the store was added by mistake. Only corporate and concept administrators can delete a store.

Users

Choose the right role

A person's role decides what they can do and which stores they see. The Security Role field uses these names.

Role Who it is for What they can do
Corporate Administrator The head office. Everything in your company: every store, every user, company settings, register staff and gift cards.
Concept Administrator Someone who runs one concept. The stores and users in their concept, plus company email settings.
Franchisee Administrator The owner of a franchisee group. The stores and users in their franchisee.
Store Owner The owner of one or more stores. Their stores' details and the managers and staff at those stores.
Store Manager A manager at a store. Reports for their stores, and the store users there.
Store User Everyone else. Reports and pages for their stores. No Administer menu.

The Security Role list shows only the roles you can give: the roles below your own.

  • A Store Manager can add store users.
  • A Store Owner can add store managers and store users.
  • A Franchisee Administrator can add store owners, store managers and store users.
  • A Concept Administrator can add franchisee administrators and the roles below them.
  • A Corporate Administrator can add concept administrators and the roles below them.

To add another Corporate Administrator, contact support.

Which stores a person sees

  • Corporate administrators see every store in the company.
  • Concept administrators see every store in their concept.
  • Franchisee administrators see every store in their franchisee.
  • Store owners, store managers and store users see only the stores ticked for them in Store(s).

The Users list shows exactly the people you manage: people whose role is below yours, in your part of the company. Store owners and store managers see the people at their own stores. You can open, change, reset and unlock only the people in your list.

Note

A change to someone's role or stores applies the next time they sign in.

Add a user

  1. In the menu bar, click Administer, then Users.
  2. If the form shows someone else, click New.
  3. Under Personal Details, fill in First Name, Last Name, Email, ZIP, Street, City and State.
  4. Under User Details, type a Username.
  5. Choose a Security Role. The portal asks to update the organization fields below. Click OK.
  6. Under Organization, choose the Franchisor, then the Concept and Franchisee if the form shows them.
  7. For store owners, store managers and store users, tick their stores in Store(s). At least one is required.
  8. Click Create User.

The portal emails the new person a temporary password at the Email you typed. They set their own password the first time they sign in. See Signing in.

Tip

If the portal says the username is taken, pick a different one. Usernames must be unique in your company.

Edit a user

  1. Click Administer, then Users.
  2. Click the person in Existing Users, or search for them and click Go!.
  3. Change what you need.
  4. Click Update User.

Corporate administrators also see a User Logins tab. It lists the person's 100 most recent sign-ins.

Control emails to a user

Allow Emails? controls whether the portal sends this person its regular emails.

Emails about support tickets are always sent, even when Allow Emails? is set to No. See Opening a support ticket for the emails tickets send.

Reset a user's password

Use this when someone forgets their password.

  1. Open the person in Users.
  2. Check that Email is correct.
  3. Click Reset Password.

The portal says Password email sent. The person gets a new temporary password at the Email on the form. They must set a new password when they sign in.

You can reset the password only of someone in your Users list.

Unlock a user

Use this when someone is locked out.

  1. Open the person in Users.
  2. Read the note under Account Locked?. It says when failed sign-ins locked the account.
  3. Set Account Locked? to No, or leave it on No.
  4. Click Update User.

Saving with No clears the lock, whether it came from failed sign-ins or from an administrator. The person can sign in again. If they also forgot their password, reset it too.

To lock someone out yourself, set Account Locked? to Yes and click Update User. They see Your account has been locked by an administrator., and their security question cannot unlock it.

Deactivate or reactivate a user

Who can do this: corporate and concept administrators.

Deactivate someone who leaves. Their record and history stay, but they cannot sign in.

  1. Open the person in Users.
  2. Click Deactivate User.
  3. Click Deactivate to confirm.

The person moves to the Archived tab of the user list. The change applies the next time they try to sign in. They see Your account has been deactivated.

To bring someone back, open them from Archived, click Reactivate User, then Reactivate.

Your own profile

Update your profile

  1. Click your name at the top right.
  2. Click Modify Profile.
  3. On Manage Your Profile, change your name, email, phones, address or Allow Emails?.
  4. To change your password, type the new one in New Password and again in New Password (again). To keep your current password, leave both blank.
  5. Check your Security Question and Security Answer.
  6. Click Update Profile.

The portal saves your profile and returns you to the Dashboard.

Add a profile photo

Your photo shows next to your name in the menu bar.

  1. Open Modify Profile.
  2. Under Add a photo to your user profile, click Choose image. Or drag a picture onto the box.
  3. Pick a PNG or JPG picture.

The photo uploads right away. It does not wait for Update Profile. To take it off, click Remove.