How POS can help with employee management - POS screen on a table

How a POS can help with employee management

Tuesday, December 16, 2014

Small business leaders and business owners have the essential task of managing all aspects of employees within their business operations. Employee management duties include employee scheduling, tracking employee hours, overseeing time clocks, onboarding new employees, and other tasks related to staff oversight and management. 

In addition to these duties, business owners may also need to consider staff performance and how it influences the company's overall productivity and success. Many of these tasks tap into a resource that all leaders need more of: time. This article outlines the definition of employee management point of sale (POS) systems, how this technology can support retailers, business owners, and company leaders in managing their teams effectively, and the best tips to apply when using POS systems for employee management. First, let’s discuss what a POS system is.

What is a POS system? 

POS systems allow for businesses to automate workflows and to utilize a digital system for tasks that were previously completed manually. Employee management POS systems include POS software and employee management tools for specific business needs. POS systems initially gained traction with business usage for ecommerce purposes, such as processing credit cards and overseeing the process during sales transactions. Since then, management software has advanced so that POS software is not only centered around sales but can track other parts of internal business operations, including inventory management, real-time sales reports, and metrics, timesheets, and tools to gather information regarding the overall customer experience. 

POS software is often cloud-based and therefore can be accessed through a mobile device (like an iPad) or a computer. This allows for management software to be easy to use, accessible, and include POS features that will generate high quality management of employees. As a plus, all-in-one POS systems for employee management can also be accessed by staff members (set with specific permissions based on their role) so employees can clock in and out, schedule preferred shifts, request time off, and view a real time snapshot of their sales performance for any time period (e.g., weekly, monthly, annually, etc.) 

How can a POS system be leveraged to support employee management? 

As your business integrates a POS system to help with employee management, there is potential for the entire staff management system to improve in quality. Management teams can apply employee management tools so that employees have the autonomy to perform their job duties while management can analyze different types of employee data from job performance and hours worked to training received and number of vacation days taken. Of the many benefits that a POS system has, below is a list of the top reasons POS systems for employee management can help your business. 

Frees up managerial time with tasks that can be automated

Traditionally, business owners needed high levels of business acumen to implement employee management tasks, particularly when many of the tasks required attention to detail and manual calculations. When manual systems transition to digital platforms, a large bulk of time is saved. With this extra time, leaders can apply management strategies with real-time data to support larger operational decision-making. Better yet, management can spend their valuable time supporting their teams toward success, trusting that the employee management tasks are being completed automatically by the POS system. 

Ease of scheduling and payroll

With a POS system that caters to employee scheduling, employers and employees alike have a picture of what staffing needs or goals are at any given time. Moreover, scheduling plans can be updated and changed quicker with more immediate communication provided to employees. Employees can benefit from more autonomy when they access their schedule, request changes, and know what to expect during their work week. 
On top of scheduling functions and features, employee management POS systems can track hours which helps with reliability for automated payroll systems. Payroll can be run with the assurance that the hours worked are accurate with wages, taxes, and other payroll data points stored within the POS system. Calculating payroll can be done instantly instead of having to spend hours of time calculating specific wages and taxes manually. 

Employee performance metrics and customer interactions

In addition to overall company sales data, management has access to performance metrics for each employee like hours worked, the number of sales made, refunds issued, and customer experience data for each customer interaction. Additionally, employees can focus on customer interactions with the automation of sales and transaction processes. The POS system takes care of the functions that the employee needs to complete so that the employee can use the freed up time to deliver exceptional customer service. 

Theft prevention

The integration of a POS system into company workflows enables all transactions to be tied back to the employees who worked on those transactions. As a result, calculations for sales totals and cash on hand are likely more accurate with the automation of a POS system; and with more accurate calculations, store transactions are monitored closer which can subsequently discourage employees from engaging in internal theft. 

Training support 

When onboarding new staff, it is critical that they are introduced to POS workflows right from the beginning. POS systems often provide demo features so that employees can practice using the system while adapting to the technology. In addition to demos that help new employees understand the POS system, the POS system can also have capabilities to store and offer training for employees in a variety of topic areas.

Best tips for managing employees with a POS system

Once a POS system is implemented for employee management, it is essential to consider the best tips for effectively utilizing the system so that employees are all on board with the use of the new digital platform. Here are some top recommendations to consider when using a POS system for overall employee management: 

1. Create various levels of permissions and security levels on your POS system.

This will ensure that every user has an appropriate level of access and that private, secure information remains confidential. Many employee management POS software programs offer the option to create "user levels" where employees coded as certain employee types can have a different level of access to data that is stored within the POS system for the company. 

2. One of the best features of a POS system for employee management is the utilization of reports and data review.

3. Reports can aggregate data over specific time periods (e.g., daily, weekly, monthly, quarterly, etc.) so that information can be viewed from the employee level to the overall business bottom line. Reports are helpful for companies to identify key trends and statistics that can support overall decision making and company strategy. 

3. Promote training opportunities with the POS system.

To encourage employees and staff members to increase their job skill base, the POS system offers training and ongoing professional development for staff. Completion of training can either be set up as required or offered as a bonus opportunity for employees to learn new skills, gain clarity on corporate approaches and policies, and to increase their marketability as a professional worker. 

4. Incorporate the POS system during the onboarding process.

Adoption and use of the business' POS system begins at the start of employment. The time period of onboarding is a critical time where employees are learning about every facet of their role, the company, and the overall expectations of their work duties. When training an employee during this period, it is necessary to include the POS system as a way for the employee to learn and develop job-based knowledge and understanding. In addition, by incorporating the POS system from the start, the employees will most likely continue to utilize the POS system correctly, thereby ensuring that the data collected and used is accurate and consistent throughout. 

Are you ready to utilize a POS employee management system at your small business? 

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