Staff chat
Store managers, supervisors, accounts and the owner chat with each other inside SmartMy, one to one or in groups, with photos and files. Nobody needs a colleague's personal number to ask about a short delivery or tomorrow's opening cash.
PLANSEvery plan
The problem it solves
- A supervisor tells the owner about a cash shortage on a personal WhatsApp, and the message leaves with the supervisor's phone.
- A new store manager has to collect a dozen phone numbers before they can ask anything.
- A photo of a damaged delivery goes to a family group by mistake.
- Branch staff and head office talk across three different apps.
How it works
- Click Chat in the main menu of the back office. It opens under the usual menu bar, in your light or dark theme.
- Click New, then Message someone, and choose a colleague. There is only one chat per pair of people, so an old chat opens again.
- For a team, click New, then New group, give it a name such as "Main Road store", and tick the people.
- Type and send. Click the paperclip to add photos or files. Enter sends; Shift + Enter starts a new line.
- Use Mute for a busy group, Search to find an old message, and Leave to quit a group you no longer need.
Everything it does
Who you can message
- Every active back-office user who shares an Entity (store) with you, including colleagues of other SmartMy products
- Staff who only sign in with a PIN on a shared counter are not in the list
- Customers are never in staff chat
- A group can only hold people you may message yourself
Conversations
- One-to-one chats, groups you make and your organisation's channels
- Group name: up to 60 characters; message: up to 4,000 characters, with photos or files
- The list shows the last message, the time and the unread count, groups first
- Ticks on your own messages: one when sent, two when everyone has seen it
- New messages appear by themselves within a few seconds
What it does not do
- No voice or video calls and no voice notes
- No notification to a phone for chats between colleagues; the unread count shows in the chat list
Who uses it
Store managerRuns a group per store and answers staff.
SupervisorReports a shortage or a problem at the counter to the manager.
AccountsAsks stores about session entries and missing settings.
OwnerTalks to every store manager in one place.
Where you use it
- Web: Chat in the back office's main menu, in place of Discuss; on a phone browser the address ending in /chat opens the same screen
- Not in the SmartMy POS app: chat is on the web only
- Not with customers: there is no customer chat in SmartMy POS
Questions
Can cashiers chat?
Cashiers with a back-office login can. Staff who only sign in with a PIN on a shared counter cannot.Can I chat with staff of another branch?
Yes, if you share that branch as an Entity you may switch to.Does it notify my phone?
No. Unread messages are counted in the chat list.Can I send a photo of a delivery?
Yes. Use the paperclip to add photos or files.Related features
SET-UPRoles, branches and a shared counter with PINsFour roles decide who sells, who approves and who sets up, and each person sees only the stores they may switch to. On a shared counter, staff sign in with their own PIN, so every sale shows who made it.STORES AND REPORTSSeveral stores, each with its own booksRun each store as an Entity with its own registers, payment methods, journals and settings. Each store's sessions post in its own books, and its staff see only their own store. A manager who may switch to several stores sees them together in the same lists and reports.ACROSS SMARTMY POSNotificationsSmartMy POS sends few messages, by design: counter approvals happen at the counter. The cashier can send a paid sale's receipt to the customer by WhatsApp or email from the selling screen. The approvers of a promotion are told when it waits for them. Every message is kept in the Delivery Log.ACROSS SMARTMY POSApproval chainsTwo kinds of approval run through the approval chains of SmartMy POS. Counter approvals are decided on the spot by a supervisor or POS manager at the cashier's screen. Promotions can wait for one or several approvers before they run. Each Entity has its own chain of each kind, and every decision is kept with who made it.
See a day at your counter, start to close.
Tell us what you sell and how many counters you run. We will show you the opening count, a sale without internet, a refund and the closing report.