Administrator Guide
This guide covers store setup and administration in GreenPOS: configuring your store, managing users, setting up Metrc, billing, integrations, the website builder, and digital signage.
Store Settings
Navigate to Configuration > Settings in the sidebar.
Store Tab
Basic store configuration:
| Setting | Description |
|---|---|
| Store Name | Your dispensary's display name |
| Store Slug | URL identifier (e.g., your-store in greenpos.io/s/your-store) |
| Address, City, State, ZIP | Physical location |
| License Number | Your dispensary license number |
| Timezone | Store's timezone (used for all business-logic date calculations) |
| Chain | Link the store to a multi-store chain |
| POS Register Mode | Single User or Multi-User (shared register with PIN) |
| Number of Registers | How many registers to configure (1-16) |
| Rapid Scanning | Enable fast barcode scanning mode |
| POS Show Recommendations | Show product recommendations during sales |
| Queue Enabled | Enable the virtual queue / check-in system |
| Estimated Service Minutes | Average time per customer (used for queue wait estimates) |
Tax Tab
Configure tax rates for your location:
- Medical Marijuana Tax Rate (%)
- State Sales Tax Rate (%)
- Local Sales Tax Rate (%)
- Price Entry Mode: Choose whether prices are entered pre-tax (taxes added at checkout) or post-tax (prices include taxes)
A live calculation example shows how taxes break down based on your settings.
Limits Tab
Set per-transaction purchase limits by product category. For each category (Flower, Edibles, Liquid Edibles, Concentrates, Topicals, Seeds, Clones), configure:
- Maximum quantity per transaction
- Unit (grams, ounces, each, milligrams)
- Basis (unit weight or net weight)
These limits are enforced at the POS during checkout.
Metrc Tab
Configure your Metrc API connection:
- Metrc User API Key — Your personal Metrc API key
- OMMA Verification URL — Oklahoma license verification portal URL
- Test Connection button to verify your API key works
- Enable Daily Metrc Sync — Toggle automatic daily package sync
- Sync Time — Choose what hour (0-23) the daily sync runs
Receipt Tab
Customize your printed and emailed receipts:
- Paper Width (58mm narrow or 80mm standard)
- Font Size and Font Family
- Receipt Logo — Upload an image or enter a URL, with scale adjustment
- Primary Color — Color picker for receipt accent color
- Contact Information — Toggle which contact details appear (phone, email, website, Instagram, Facebook, TikTok, Twitter/X)
- Additional Info — Toggle display of store address, license number, customer name, loyalty points, sale barcode, date/time
- Footer Message — Up to 3 lines of custom text at the bottom
- Live Preview — See exactly how your receipt will look as you make changes
- Test Print — Send a test receipt to your printer
Printers Tab
Configure thermal receipt printers and label printers.
Mobile Dashboard Tab
Generate mobile dashboard access links:
- Click Generate New Dashboard Link to create a shareable URL
- A QR code is displayed for easy scanning
- Copy the URL to share with store owners
- View and revoke active dashboard links
- Links are valid for 1 year
AI Credits Tab
Manage AI credits for features like AI-powered inbound check-in:
- View current credit balance
- See pricing per AI operation
- View transaction history (credits used, purchased, bonuses, refunds)
User Management
Navigate to Configuration > Employees in the sidebar to manage users within your store.
User Roles
| Role | Access Level |
|---|---|
| Admin | Full access to all features within the store |
| Manager | Operations, reports, settings, and staff management |
| Assistant Manager | Standard operations with limited settings access |
| Budtender | Sales, customers, and basic inventory |
| Accountant | Reports and financial data only |
Adding Staff
- Navigate to the users/employee management page.
- Click Add Employee or Add User.
- Fill in the user's details: name, username, password, email, and role.
- Assign them to one or more stores (for multi-store setups).
- Save.
Employee PINs
In multi-user register mode, each employee needs a PIN to identify themselves at checkout. PINs are also used for manager approval of restricted discounts.
Billing
Navigate to Configuration > Billing in the sidebar.
View and manage your store's subscription:
- Current plan and billing status
- Payment method on file
- Invoice history
- Plan upgrade/downgrade options
Metrc Configuration
For detailed Metrc setup instructions, see the Metrc Compliance guide.
The key setup steps are:
- Go to Configuration > Settings > Metrc tab.
- Enter your Metrc User API Key.
- Click Test Connection to verify.
- Enable Daily Metrc Sync and set your preferred sync time.
- Go to Compliance > Metrc Integration to import existing packages and verify sync status.
Inbound Check-In
Navigate to Inventory > Inbound Check-In in the sidebar.
This page handles receiving incoming Metrc transfers into your POS.
Workflow
- Click Fetch from Metrc to pull the latest incoming transfers.
- Transfers appear in the Available Transfers tab.
- Each transfer shows a status:
- Pending Receive in Metrc — You must first log into Metrc directly and receive this transfer there.
- Check In (enabled) — The transfer has been received in Metrc and is ready to check in.
- Click Check In to open the matching dialog.
- Match each incoming Metrc package to a product in your POS (GreenPOS suggests matches based on name and history).
- Click Check In X Packages to complete the process.
- The transfer moves to the Completed Transfers tab.
Due to Metrc API limitations, you must receive transfers in Metrc before they can be checked into GreenPOS. There is no reject or decline option — transfers are handled in Metrc.
Website Builder
Navigate to Configuration > Website in the sidebar.
Build and customize your store's online ordering website.
Tabs
| Tab | What You Configure |
|---|---|
| Templates | Choose a website template |
| Customization | Colors, images (logo, banner, hero), and content |
| SEO | Page title, meta description, keywords, Open Graph image, Twitter handle, search indexing |
| Price Display | Post-tax vs pre-tax pricing, show live discounted prices |
| Banners & Promotions | Create and manage promotional banners |
| Domain | Set up a custom domain with DNS verification |
Integrated Menus
Navigate to Configuration > Integrated Menus in the sidebar.
Manage how your products sync to third-party ordering platforms like Weedmaps and Leafly:
- Configure category mappings between your GreenPOS categories and platform categories
- Set auto-sync schedules (daily at 3 AM in your store's timezone)
- Trigger manual syncs when you need immediate updates
- View sync status and error logs
- Control product-level sync settings (include/exclude specific products)
Digital Signage
Navigate to Configuration > Digital Signage in the sidebar.
Create and manage in-store digital displays.
Three Sections
Slides — Create individual content slides:
- Types: Image, Text, Promotion, or Product slides
- Customize: title, subtitle, description, background color, text color
- Set duration (seconds) and transition effect (fade, slide, zoom, none)
Playlists — Group slides into playlists:
- Create named playlists with descriptions
- Set one playlist as the default
- Toggle active/inactive
Displays — Configure physical display screens:
- Name and location (e.g., "Front Window TV", "Sales Floor")
- Assign a playlist (or use the default)
- Set orientation (landscape or portrait)
- Toggle clock display
- Each display gets a unique access code and URL
- Copy the URL and open it in a browser on your TV/display device
Setting Up a Display
- Create slides with your content.
- Create a playlist and add your slides.
- Create a display and assign the playlist.
- Copy the display URL.
- Open the URL in a full-screen browser on your TV or display device.
- The display rotates through the playlist slides automatically.
Data Import
Navigate to Configuration > Data Import Tool in the sidebar.
Import data from CSV files for: Products, Customers, Packages, Suppliers, Brands, Strains, and Categories.
Import Workflow
- Select the import type (Products, Customers, etc.).
- Download the template to see the expected format and fields.
- Upload your CSV file.
- Map fields — GreenPOS auto-matches columns, but you can adjust the mapping.
- Choose options: Update existing records (match by name/ID and update) or import as new.
- Click Import — Progress is shown in real-time with counts for imported, updated, skipped, and failed records.
- Review any errors and re-import if needed.
Label Editor
Navigate to Configuration > Label Editor in the sidebar.
Design and print product labels with barcodes, QR codes, and compliance information. See the Label Editor documentation for full details.
Notifications
Navigate to Configuration > Notifications in the sidebar.
Configure SMS and email notification templates:
- Templates — Create notification templates for order events (confirmed, ready, etc.)
- Configuration — SMS provider setup and connection status
- Logs — View notification delivery history with status tracking
Marketing Automation
Navigate to the Marketing Automation page (accessible from the sidebar if enabled).
Customer Segments
Create customer segments based on rules like total spend, purchase count, last visit date, and more. Segments automatically update their member count.
Automation Sequences
Build automated workflows triggered by customer events:
| Trigger | When It Fires |
|---|---|
| Customer Signup | When a new customer is created |
| After Purchase | After a customer completes a sale |
| Customer Birthday | On the customer's birthday |
| Customer Inactivity | When a customer hasn't visited in X days |
| Enters Segment | When a customer enters a defined segment |
| Manual Enrollment | Manually add customers to the sequence |
Each automation can have multiple steps: Send Email, Send SMS, Wait (delay), or Add Loyalty Points.
QuickBooks Integration
Navigate to Configuration > QuickBooks in the sidebar (Admin/Owner only).
Connect GreenPOS to QuickBooks Online for accounting sync. See the QuickBooks Integration guide for setup details.
Tips for Administrators
- Set your timezone first — All business logic (discounts, reports, Metrc sync) depends on the correct timezone.
- Configure purchase limits — These are enforced at checkout and keep you compliant.
- Test your Metrc connection — Use the Test Connection button before relying on automatic syncs.
- Review receipt settings — Print a test receipt to verify your logo, layout, and information are correct.
- Set up notifications early — Configure SMS/email templates so online order customers get status updates.