Documentation

Tools


Introduction to Tools

eQuate POS comes with additional tools to help you manage your business. From scheduling employees to time tracking, you can get valuable information like labour rates, and more. The Calendar function allows you to schedule customer related events, like appointments & bookings. E-mail your customers in mass with the Mailings feature. You can also import and export data in mass using the Exports & Imports feature. Track customer issues with tickets, and create workgroups for easy access for staff to complete tickets and collaborate.

 

Features
  • Calendars
    Schedule customer related events in the Calendar. Bookings & Appointment tracking with the ability to assign an event directly to a customer profile. 
  • Mailings
    E-mail your customers in bulk using the Mailings feature. You can e-mail to specific customer groups, as well as to other staff members.
  • Exports & Imports Advanced Users
    Make changes in bulk using the export/import feature. Download CSV templates, and mass import in a matter of seconds.
  • Schedules
    Schedule employees in certain tasks. Employees can retrieve their schedule on the point of sale. You can also report on the amount of scheduled hours to give you an idea of upcoming payroll expenses.
  • Timecards
    Track employee hours by using timecards. Employees can punch in when they arrive, and punch out when they leave. Allowing you to quickly run payroll.
  • Tickets & Workgroups
    Handle customer requests like a professional with your own ticketing system. Tickets allow you to track external or internal issues that need to be addressed. You can assign these to staff, or even customers.

Calendars

Calendars allow you to track customer events in detail. For example, you can create bookings if you are a hair salon, or schedule in customer rentals if you are a bike rental shop. Calendars contain entries called "events". These events can be on a certain time or day, depending on your need. You can select a start and an end time to each event. Once you have created your first calendar, you can start adding events to your calendar.

 

Did you know?
  • Use Calendars for customer related functions. For employee scheduling, you should use the Schedule feature instead.


Calendars

Calendars are a placeholder for events. You can create many different calendars.

 

Adding A New Calendar
  1. Navigate to eQuate Back Office
  2. On the left navigation bar, click "Tools", then click "Calendars & Mailings".
  3. Click on "New Calendar" (see Figure A)
  4. Provide a name and description for your calendar (example: Bookings)
  5. Add event types for this calendar. Event types are a label for the event.
  6. Click "Save Changes" (see Figure B).
Figure A

Adding a New Calendar through the Back Office.

Figure B

Naming your New Calendar with a Name and a Description, pressing Save Changes when complete.


Events

Events are placed on calendars.

 

Adding A New Event
  1. Go to eQuate Back Office
  2. On the left navigation bar, click "Tools", then click "Calendars & Mailings".
  3. Click on the Calendar you want to add an event to.
  4. Click inside any of the dates to open up a New Event window.
  5. Add the details of the event and click "Save Changes" when you are complete (see Figure C).
Removing An Existing Event
  1. Go to eQuate Back Office
  2. On the left navigation bar, click "Tools", then click "Calendars & Mailings".
  3. Click on the Calendar you want to remove the event from.
  4. Click on the event you want to remove.
  5. Click the "Delete" button at the bottom to remove the event (see Figure D).
  6. Confirm that you want to delete the event.
Figure C

Adding a New Event to your Calendar.

Figure D

Removing an existing event from your Calendar.

Exports & Imports

Exporting and importing information in bulk can speed up changes to your system. You can quickly adjust many variables in your system.

 

Important

Exporting & Importing is for advanced users. Existing data can be accidentally overwritten very easily.

Feature available in Version 3.0.11 - Release date April 2021

Mailings

eQuate POS allows you to send bulk e-mails to customers, users, suppliers and more. You can quickly communicate specials and promotions. Using this feature is experimental, and you must use an SMTP e-mail account setup in your Settings to use this feature.

 

Important

Before using this feature, you must have an SMTP address setup in your E-mail Settings. You cannot send mailings using phpMail (default).

 

Creating A New Mailing
  1. Navigate to the eQuate Back Office
  2. On the left navigation bar, click "Tools", then click "Calendars & Mailings".
  3. On the top tab menu, select the "Mailings" tab.
  4. On the top button menu select "Create Mailing" (see Figure A).
  5. Add the details of the mailing.
  6. Select the status of the mailing; Draft will not send the mail, Ready To Send will send the mail.
  7. Click "Save Changes" when you are complete (see Figure B).
Figure A

Creating a new mailing in the Back Office area.

Figure B

After creating/modifying the mailing, click "Save Changes".

Schedules

Schedule your employees or team by using the Scheduler. You can also gain insight on forecasting payroll costs based on hours scheduled. This useful tool can also be used to schedule lunch breaks. Schedules can be viewed on the Terminal as well as the Back Office. Employees are able to simply pull up their work schedule when logging into a Terminal. 

Every schedule contains tasks. Tasks define exactly what is taking place during the scheduled period. You can report on how many hours a certain task was scheduled in the reporting area. You can add as many tasks to a schedule as you like. An example of some tasks may be "Lunch", or "Work".

 

Did you know?
  • Use Schedules for employee scheduling related functions. For customer events like bookings & appointments, you should use the Calendar feature instead.


Schedules

Schedule your employees or team by using the Scheduler. You can also gain insight on forecasting payroll costs based on hours scheduled. This useful tool can also be used to schedule lunch breaks. Schedules can be viewed on the Terminal as well as the Back Office. Employees are able to simply pull up their work schedule when logging into a Terminal. 

 

Adding A New Schedule
  1. Navigate to eQuate Back Office
  2. On the left navigation bar, click "Tools", then click "Schedules & Timecards".
  3. Click on "Create Schedule" (see Figure A)
  4. Provide a name and description for your calendar (example: Bookings)
  5. Add event types for this calendar. Event types are a label for the event.
  6. Click "Save Changes" (see Figure B).
Figure A

Adding a New Schedule through the Back Office.

Figure B

Naming your New Schedule with a Name and a Description, pressing Save Changes when complete.


Tasks

Every schedule contains tasks. Tasks define exactly what is taking place during the scheduled period. You can report on how many hours a certain task was scheduled in the reporting area. You can add as many tasks to a schedule as you like. An example of some tasks may be "Lunch", or "Work".

 

Adding A New Task
  1. Navigate to eQuate Back Office
  2. On the left navigation bar, click "Tools", then click "Schedules & Timecards".
  3. Click on the Schedule you want to add an event to.
  4. Click inside any of the dates to open up a New Task window.
  5. Add the details of the task and click "Save Changes" when you are complete (see Figure C).
Removing An Existing Task
  1. Navigate to eQuate Back Office
  2. On the left navigation bar, click "Tools", then click "Schedules & Timecards".
  3. Click on the Schedule you want to remove the task from.
  4. Click on the task you want to remove.
  5. Click the "Delete" button at the bottom to remove the task (see Figure D).
  6. Confirm that you want to delete the task.
Figure C

Adding a New Task to your Schedule.

Figure D

Removing an existing task from your Schedule.

Tickets & Workgroups

Tickets can be created to allow you to track and address various business issues. You can open, close and hold tickets. Tickets can also be given a severity, such as Low, or High; depending on your requirement for that specific ticket. 

 

Adding A New Ticket
  1. Navigate to the eQuate Back Office
  2. On the left navigation bar, click "Tools", then click "Tickets & Workgroups".
  3. On the top button menu select "Create Ticket" (see Figure A).
  4. Add the details of the ticket and click "Save Changes" when you are complete (see Figure B).
Modifying An Existing Ticket
  1. Navigate to the eQuate Back Office
  2. On the left navigation bar, click "Tools", then click "Tickets & Workgroups".
  3. Select "Action" and "Edit" on the row of the ticket you want to edit.
  4. Click "Save Changes" (see Figure B) when you are done modifying the ticket.

Statuses

Tickets can be changed to various statuses. Statuses allow you to manage your workflow.

 

Statuses
  • Open
    Open tickets are the default status when creating a new ticket. An open ticket indicates the ticket is not complete. 
  • Held
    A held status indicated the ticket has been acknowledged, but not yet resolved.
  • Closed
    A closed ticket is the final status a ticket enters. It indicates that the ticket is complete and no further action is required.

 

Closing A Ticket
  1. Navigate to the eQuate Back Office
  2. On the left navigation bar, click "Tools", then click "Tickets & Workgroups".
  3. Select "Action" and "Edit" on the row of the ticket you want to close.
  4. Click on the classification sub-menu, and change the Status of the ticket to Closed.
  5. Click "Save Changes" (see Figure B).
Figure A

Adding a new ticket in the Back Office area.

Figure B

After modifying the ticket, click "Save Changes".


Workgroups

Workgroups can provide you a way of working as a team. You can assign tickets to workgroups, and all of the users in the workgroup can work on the assigned ticket. Workgroups can also be a good way of collaborating with various tasks, such as Projects & Tasks. You can assign various users to workgroups.

 

Adding A New Workgroup
  1. Navigate to the eQuate Back Office
  2. On the left navigation bar, click "Tools", then click "Tickets & Workgroups".
  3. On the top menu, select "Workgroups".
  4. On the top button menu select "Create Ticket" (see Figure C).
  5. Enter the information about the workgroup, and the employees you want to add to it.
  6. Click "Save Changes" (see Figure D).
Modifying An Existing Workgroup
  1. Navigate to the eQuate Back Office
  2. On the left navigation bar, click "Tools", then click "Tickets & Workgroups".
  3. On the top menu, select "Workgroups".
  4. Select "Action" and "Edit" on the row of the workgroup you want to edit.
  5. Click "Save Changes" (see Figure D).
Figure C

Create a new workgroup in the Workgroup section of the Back Office.

Figure D

Click "Save Changes" when done adding or modifying the workgroup.

Timecards

Tracking employee punches is a great way to improve labour efficiency. Employees can punch in and out for the day, providing you with an accurate total calculation of hours worked. Payroll can be easily completed but running a Timecard report in the Reporting section. You can adjust, remove, add punches using the Timecard section in the Back Office area.

Users can also self-track their Timecard punches in the Terminal, and in the Back Office area.

 

Important

Terminal logins must be enabled for the timecard feature. If terminal logins are disabled, users will not be able to use timecards.

 

Adding A New Timecard Entry
  1. Navigate to the eQuate Back Office
  2. On the left navigation bar, click "Tools", then click "Schedules & Timecards".
  3. On the top menu, select "Timecards".
  4. On the top button menu select "Create Entry" (see Figure A).
  5. Add the details of the entry and click "Save Changes" when you are complete (see Figure B).
Adjusting An Existing Entry
  1. Navigate to the eQuate Back Office
  2. On the left navigation bar, click "Tools", then click "Schedules & Timecards".
  3. On the top menu, select "Timecards".
  4. Select "Action" and "Edit" on the row of the employee you want to edit.
  5. Either drag and drop existing entries, or click on a time period to add a new entry.
  6. Click "Save Changes" (see Figure C).

 

Did you know?
  • Employees can also view their own timecards within the Terminal.

 

Figure A

Create a new timecard entry for an employee by using the Back Office.

Figure B

When completing the timecard entry, click "Save Changes".

Figure C

Drag and drop existing entries, or click on a time period to add a new timecard entry.


Punching In & Out
  1. Logins must be enabled in the settings.
  2. After logging into the Terminal, click the Clock icon at the top of the menu bar (see Figure D).
  3. Click on the bottom menu "Punch In" or "Punch Out" depending on the current status of your timecard.
  4. After a complete, a success pop-up will take place and your timecard will show as In or Out.

 

Note
  • It can take a few minutes for a timecard punch to appear on other terminals.

 

Figure D

General terminal login screen.

Figure E

To Punch In or Out, click on the Clock and then "Punch In" or "Punch Out" on the bottom button of the menu.