Manager Guide
This guide covers the day-to-day responsibilities of a store manager in GreenPOS: running reports, managing staff, performing inventory counts, handling online orders, reviewing compliance, and tracking time.
Dashboard
When you log in, the Dashboard is your home screen. It shows key metrics at a glance:
- Today's sales total and transaction count
- Comparison to previous periods
- Low stock alerts
- Pending online orders
- Staff currently clocked in
Reports & Analytics
Navigate to Reports & Analytics in the sidebar to access all reports. Available reports:
| Report | What It Shows |
|---|---|
| Sales Summary | Total sales by date range, payment method, and register |
| Category Sales | Sales broken down by product category |
| Product Performance | Best and worst selling products |
| Tax Breakdown | Detailed tax collection by type (MMJ, state, local) |
| Profit Analysis | Revenue, cost, and profit margins |
| Item Profitability | Per-item profit breakdown |
| Customer Insights | Customer purchase patterns and demographics |
| Staff Performance | Sales per employee, transaction counts |
| Commissions | Commission earnings by staff member |
| Shrinkage Analysis | Inventory loss tracking and variance analysis |
| Demand Forecast | AI-powered inventory demand predictions |
| Sales Trends | Sales patterns over time (daily, weekly, monthly) |
| AI Analytics | AI-powered insights and analysis (if enabled for your store) |
Common Report Features
All reports support:
- Date range selection — Filter by specific date range
- Export — Export to CSV for use in spreadsheets or accounting software
- Filters — Filter by category, product, employee, or payment method depending on the report
Staff Management
Employee Management
Navigate to Team > Employee Management in the sidebar.
The Employee Management page shows all employees grouped by role (Manager, Assistant Manager, Budtender, Admin, Accountant). For each employee, you can see:
- Name and username
- Total hours worked for the selected period
- Individual time records with clock in/out times, hours worked, and notes
Managing Time Records
- Click Add Time Record to manually add a clock in/out entry for any employee.
- Click an existing time record to edit the clock in/out times or add notes.
- Delete incorrect time records.
- Use the period selector to view time records for 7, 14, 30, or 90 days, or a custom date range.
Time Tracking
Navigate to Team > Time Tracking in the sidebar.
This page serves two purposes:
- For employees: Clock in and clock out of shifts, with an option to enable clock-in reminders.
- For managers: View your own time records for any date range.
Time records show:
- Clock in and clock out times
- Hours worked
- Notes (if any)
- An "Edited" indicator if the record was modified by a manager
Inventory Counts
Navigate to Inventory > Inventory Audit in the sidebar.
Creating a Count Session
- Click Add Count Session.
- Choose a count type:
- Full Inventory — Count every package in stock
- Category Count — Count packages in a specific category
- Product Count — Count specific products
- Spot Check — Random spot check of selected items
- Optionally enable Blind Count to hide expected quantities (best practice for accuracy).
- Start the count.
Performing the Count
- Scan barcodes or search for packages to count.
- Enter the actual quantity you physically count.
- GreenPOS tracks variance — the difference between the expected quantity (in the system) and what you actually counted.
- Use Record All to set all uncounted items to their expected quantity (useful when only a few items have variances).
Reviewing Results
After completing the count:
- Review the variance report showing all discrepancies.
- Filter by: All items, Matched (zero variance), Variance only, or Metrc Mismatches.
- Each item shows: Expected quantity, Counted quantity, Variance, Variance %, and Value Impact.
- Edit individual counts if needed (requires a reason).
- Verify/approve the count to finalize it.
Scheduling Counts
Click Schedule Count to set up recurring inventory counts:
- Choose frequency: Daily, Weekly, or Monthly
- Set the time
- Optionally assign to specific staff
- Toggle active/inactive
Summary Tab
The Summary tab shows aggregate data across completed counts:
- Total sessions completed
- Total items counted
- Total variance value
- Breakdowns by user, category, and count type
Online Orders
Navigate to Sales & Operations > Online Orders in the sidebar.
Order Sources
Orders can come from:
- Website — Your GreenPOS online store
- App — Mobile app orders
- Weedmaps — Weedmaps integration
- Leafly — Leafly integration
Order Statuses
| Status | Meaning |
|---|---|
| Pending | New order just received |
| Confirmed | Store has confirmed the order |
| Preparing | Order is being prepared |
| Ready | Order is ready for customer pickup |
| Completed | Customer has picked up the order |
| Cancelled | Order was cancelled |
Processing an Order
- Review incoming orders in the Pending tab.
- Click Confirm to accept the order.
- Click Preparing when you start pulling products.
- Click Ready when the order is packed and ready.
- When the customer arrives, click Complete.
- Use Send to POS to load the order directly into the POS with the customer and cart pre-populated for checkout.
You can also Cancel an order at any stage.
Filters
- Filter by source (All, Website, App, Weedmaps, Leafly)
- Completed orders show a date range filter (default: last 7 days)
- Each status tab shows a count badge
Compliance
Compliance Dashboard
Navigate to Compliance > Compliance in the sidebar.
The compliance dashboard shows three key metrics:
- Failed Transactions — Metrc sync failures that need attention
- Pending Syncs — Packages waiting to sync to Metrc
- Recent Audits — Recent audit trail entries
Metrc Sync History Tab
Shows the last 20 API sync logs with status (success/failure), endpoint, HTTP method, status code, timestamp, and error messages.
Audit Trail Tab
Shows the last 50 audit log entries including action type (create, update, delete, sale, adjustment, transfer), entity type, user name, and timestamp. Click any entry to view before/after data comparison.
Metrc Integration
Navigate to Compliance > Metrc Integration in the sidebar.
This page shows all packages with their Metrc sync status:
- Synced — Package matches Metrc
- Pending — Package has changes waiting to sync
- Failed — Sync failed (needs attention)
- Not Synced — Package not connected to Metrc
Actions available:
- Sync All Pending — Batch sync all pending packages
- Sync individual packages
- Edit package details (quantity, cost, Metrc tag) with a required reason
- Import from Metrc — Pull new packages from Metrc with intelligent product matching
- View History — See all edits made to a package
- View Lab Results — THC, CBD, terpene data from Metrc
Commission Rules
Navigate to Customers > Commission Rules in the sidebar.
Commission Types
| Type | How It Works |
|---|---|
| Percentage of Sale | Employee earns a percentage of the sale total (e.g., 5%) |
| Flat Amount per Sale | Employee earns a fixed dollar amount per transaction |
| Tiered | Variable rates based on sale amount (e.g., 3% under $50, 5% for $50-$100, 7% over $100) |
Creating a Commission Rule
- Click Add Rule.
- Enter a name for the rule.
- Select the commission type.
- Set the rate or amount.
- Choose what it applies to: All sales, a specific category, or a specific product.
- Optionally set a minimum sale amount threshold.
- Set the priority (higher priority rules are evaluated first).
- Toggle Active on.
- Click Save.
Discounts Management
Navigate to Customers > Discounts in the sidebar.
From here you can create and manage all discount rules for your store. See the Discounts documentation for full details on discount types, targeting, and scheduling.
Register History
Navigate to Sales & Operations > Register History in the sidebar.
View past register sessions including:
- Which register and who opened/closed it
- Total sales and transaction counts
- Opening cash, expected cash, closing cash, and variance
- Cash drops with times, reasons, and amounts
- Tax breakdown and payment method breakdown
Use the date range filter (default: last 30 days) to find specific sessions. You can print a summary receipt for any session.
Tips for Managers
- Review the Shrinkage Analysis report regularly — Catch inventory discrepancies early.
- Schedule recurring inventory counts — Consistent counting reduces shrinkage.
- Check the Compliance dashboard daily — Failed Metrc syncs need prompt attention to stay compliant.
- Review time records weekly — Verify employee hours before payroll.
- Use blind counting — Hiding expected quantities from counters produces more accurate results.