© Copyright 2015 Headcase Barbers

User Guide

 

Contents:

1.    Introduction.

2.    Logging In.

3.    Adding /Removing a Barber to the Days Roster.

4.    Completing a Basic Transaction.

       a.    Applying a Discount to a Transaction.

       b.    Syncing a Barber to a Separate Service/Product.

       c.    Giving a Refund

5.    Adding a New 200 Club Member to the Till System.

6.    Completing a Transaction for an Active 200 Club Member.

7.    Checking a Current Members Membership Details.


 

Introduction

The Headcase Barbers EPOS System is a website NOT an app and can therefore be viewed on most laptops and tablets which are Internet compatible.

The system has been optimised to work Google CHROME.

 


Logging In.

Type ‘shop.headcase-barbers.com’ into your web browser.

You will see the EPOS System in the background and a Log In box in the foreground.

Simply enter your UserID and Password into the boxes shown and click SIGN IN.

You’ll be directed to the Home Barber Roster Screen.



Adding /Removing a Barber to the Days Roster.

NB - If you have a NEW barber start work in your shop please let Martin from the Central Team know so he can add them to the system,making them available on your shops roster.

To ADD a barber to the days roster go to the Home screen and click on the MANAGE ROSTER button.

You’ll see all of the names of the barbers who are registered to work in your shop with a ‘+’ symbol next to their name.

Simply click on the BARBERS NAME to add a barber to the days roster

You’ll see the barbers name appear in a red box. This means they have been successfully added to the roster.

Repeat this to add as many of your barbers to the days roster as needed.

Once you have added the days active barbers to the roster simply click the FINISH EDITING button.

You’ll now be ready to use the Till as normal.


To REMOVE a barber from the days roster go to the Home screen and click on the MANAGE ROSTER button.

You’ll see the days active barbers in their red boxes with a ‘x’ symbol next to their name.

Simply click on the BARBERS NAME in the RED BOX to remove a barber from the days roster.

Once you have removed the days active barbers from the roster simply click the FINISH EDITING button.

You’ll now be ready to use the Till as normal.



Completing A Basic Transaction.

Click on the HOME tab.

You’ll see the names of the barbers who have been added to the days roster.

To begin a new transaction simply click on YOUR NAME.

You’ll be taken to the Create Order screen.

You’ll notice that the red ‘New Order’ box on the right shows £0.00 indicating that there are currently NO items selected in the current transaction.

To add a product/service to a new transaction you simply touch the desired service/product from the list.

You’ll notice the selected product/service appears in the ‘New Order’ box.

Once you’ve added the desired products/services to the order you’ll see the Grand Total shows the value of all the items you’ve selected.

This Grand Total is the total cost to the customer for the current transaction.

Simply click on the SAVE ORDER button to confirm the order.

You’ll now be redirected to the Home Roster Screen to begin your next transaction.



Applying a Discount to a Transaction.

Having added a product/service to the ‘New Order’ box you’ll see that each selected item has it’s own individual price shown above the Grand Total.

To apply any form of discount simply click on the PRICE of the item to which you wish to apply the discount.

You’ll see the discount box appear.

At the top of the discount box it’ll name the item which is being discounted.

You have two different ways to discount an item: Percentage discount or Price discount.

You can enter a percentage discount by either selecting one of the preset percentage amounts (5%/10%) or by simply clicking the text box and typing a percentage amount.

As you type a percentage amount into the box you’ll see the Total Cost automatically reduce to show you the new cost of the discounted item.

You can enter a price discount by either selecting one of the preset price amounts (£5/£10) or by simply clicking the text box and typing a price value.

As you type a price value into the box you’ll see the Total Cost automatically reduce to show you the new cost of the discounted item.

You MUST now select a Discount Reason before you can ‘OK’ the discount.

Once you have selected a Discount Reason click the OK button. You’ll be taken back to the Create Order screen where you can continue with your transaction.

In the New Order box you’ll notice the price of the item which you’ve applied the discount to has been reduced and has a RED circle around it indicating there has been a price adjustment.

You’ll see that the Total Discount shows you the total discount you’ve applied.

If you’ve applied a discount to more than one product the Total Discount will show the accumulative discount of all discounted products.

You’ll also notice the Grand Total has been reduced to compensate for the discount(s). This Grand Total is what you can now charge the customer.

Click Save Order and you’ll be redirected to the Home Roster screen.


Syncing a Barber to a Separate Service/Product.

If you are adding multiple products/services to a single transaction you can apply separate barbers to each individual item in the ‘New Order’ box.

Having added a product/service to the New Order box you’ll see that each selected item has a ‘Sync B’ button to the left of the item name.

Find the item which has been carried out by a different barber.

Click the ‘Sync B’ button to the left of the item name.

You’ll see a Switch Barber box appear showing you the names of each barber who is registered to the days roster.

Click on the name of the barber who you want to sync to the selected item. Click the OK button. You’ll be taken back to the Create Order screen where you can continue with your transaction.

In the New Order box you’ll see the item you had previously selected now has the barbers name along side it indicating that a different barber has been synchronised to that particular item.

When you click SAVE ORDER to confirm the transaction the individual items will be saved to each barbers individual total as selected.

You’ll be redirected to the Home Roster screen.


Giving a Refund.

Click on the HOME tab.

Underneath the ‘Manage Roster’ button you’ll notice the ‘Give Refund’ button.

Click on the GIVE REFUND button.

You’ll see all of the previous transactions, listed in date order started from the the most recent transaction at the top.

To help you identify which transaction is which you’ll notice each individual transaction has all of its details listed alongside, including Date, Barber, Price, etc.

To give a refund simply find the transaction which needs refunding and click the ‘Refund’ button to the left.

You’ll be taken to a Refund Summary screen which gives you an overview of the transaction you’ve selected.

If the transaction you’ve selected to refund was put through the Till System with multiple transactions you’ll see all of the transactions listed here.

Click the ‘Include In Refund’ button to the right of the transaction(s) you want to include in the refund.

You’ll notice the Total Refund amount will show the total amount to be refunded.

You MUST select a reason for the refund from the predetermined reasons given.

You can now click the ‘Save Refund’ button to confirm the refund.

You’ll see a brief notification indicating the Refund is Saved.

You’ll be redirected to the Home Roster screen.

Once the refund has been saved the Till System will recalculate all of your figures, taking the refund into account.

 

 

 

Adding a New 200 Club Member to the Till System.

Click on the LOYALTY tab.

You’ll find yourself looking at the Online Loyalty Customers screen.

Click on the CREATE USER ACCOUNT button.

Fill in the boxes as directed.

MAKE SURE you enter an email address as it will be used to identify a customer if any two or more customers have the same name.

Enter ‘headcase’ for all passwords unless customers insist on having their own unique password. NO sensitive information will be entered into the Till System so customers have no real reason to worry about having a standard password.

You will now be able to see the Customers Account with No Active memberships showing.

To Add a Membership simply click the MANAGE MEMBERSHIPS button.

Now click the ADD SUBSCRIPTION button.

Enter a contact number or simply enter 1234.

Select ‘200 Club’ or ‘200 Club 6 Months’

The membership expiry date will be automatically adjusted depending on which membership you choose.

Select the Start Date using the calendar. Todays date is the default selection.

The End Date will be automatically selected depending on which membership you chose.

Select which barber is selling the 200 Club membership.

Enter the value of the membership. A default amount of £200 is suggested but you can change this by simply clicking in the box, deleting the £200 and entering a new amount.

You’ll be redirected to the Customers Details screen where you’ll now see the customers new 200 Club membership and the word “Active” next to it, along with the Start Date and End Date underneath.

The new membership has now been saved to the system.


 

Completing a Transaction for an Active 200 Club Member.

Click on the HOME tab.

Click on YOUR NAME on the Roster.

Click on the service you have given the 200 Club member.

Under the red ‘New Order’ box on the right hand side you’ll see the service you’ve selected with its allocated price. The ‘Grand Total’ will show the sum of all services and products selected.

NB – 200 Club members receive free haircuts ONLY!

Once the 200 Club member informs you that they’re a part of the 200 Club you must click on the ADD LOYALTY button next to the service you showing in the New Order box.

A box will appear asking you to ‘select a loyalty user’.

Ask for the 200 Club members name and type it into the box shown.

If there is more than one customer in the system with the same name simply use the allocated email to distinguish between customers.

Click on the customers name once you can see it.

Click the green ASSIGN USER button.

You will now see the members name appear in a blue box next to the service they’ve received and you’ll notice that the price has been reduced to £0.00. The Grand Total will also have been recalculated to account for the membership.

NB – if the 200 Club members membership has expired the price will remain unchanged.

Once you are happy that the membership has been applied to the transaction simply click the SAVE ORDER button and you’ll be redirected to the Home Roster screen.


 

Checking a Current Members Membership Details.

Click on the LOYALTY Tab.

Type the customer/members name in to the Manual Search bar.

If there is more than one customer in the system with the same name simply use the allocated email to distinguish between customers.

Click on the customers name once you can see it.

You’ll see the members name appear, with all the details relating to any memberships they have, in the box below their name.

If a membership is active you’ll see the words ‘Active’ written next to their membership, along with the start/end dates.

If a membership has expired you’ll see the words ‘Expired’ written next to their membership, along with the start/end dates.

Once you have seen and noted the details you need simply click on the X HIDE  button.


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