How to manage shifts in the Manager

Operators take turns at the front desk, and at the end of the day the owner needs to know who sold how much and whether the register balances. For this, Gizmo has shifts: an operator works on a register within their shift, and after it is closed, the totals — sales, voids, cash pay ins and pay outs — are shown in reports separately for each shift.

First, we will set whether a shift is required for each operator and prepare the register and permissions. Then we will look at where to check shift totals.

Step 1. Choose the shift mode for an operator

1. Open Settings → Operators and permissions → Operators and choose an operator.

2. In the Shift block, choose a mode:

   • Disabled — shifts are not used for this operator, and they work without opening a shift;

   • Optional — the operator can open and close a shift, but sales and other operations are available without it;

   • Required — the operator must open a shift before starting work and cannot sell anything until they open it.

3. Save the operator card.

If you want every cashier to work strictly within their own shift, choose Required.

For all card fields, see Operator card.

Step 2. Prepare the register

A cashier's work is tied to a register: when signing in to Gizmo Manager, the operator chooses a register, and all their sales belong to it.

1. Open Settings → Finances → Registers and choose a register.

2. In the Starting Cash field, enter the amount a shift on this register opens with. If the register is empty at the start of a shift, leave 0.

3. If needed, choose the Default Operator for this register.

4. Save the register card.

For all fields, see Register card.

Step 3. Check the operator's permissions

If an operator lacks permissions, they cannot make an operation or close a shift. Open Settings → Operators and permissions → Permissions, choose the operator's permission set and check:

• the Shift category — the View Expected permission, that is, viewing the expected shift figures;

• the Terminal category — View Transactions, View Previous Day Transactions, Pay In and Pay Out;

• the Sales category — permissions for sales, for example Open Cash Drawer. The Void Invoices from Closed Shift permission allows voiding invoices created in a shift that is already closed — give it only to senior staff.

The "Search" field helps you find the permission you need. If a permission is grayed out, first turn on the parent permission it depends on.

For all permissions, see Permission card. For ready-made permission sets, including the Cashier set for a regular operator, see Choosing a permission preset.

Step 4. Open a shift

1. The operator signs in to Gizmo Manager with their Username and Password.

2. On the Select Register page, they choose a register in the Select a register list and click Continue.

3. If the shift is set to Required in the operator card, the Enter Shift Start Details screen opens. In the Cash Amount field, the operator enters how much cash is in the cash drawer and clicks Continue.

4. The shift is open — the operator lands on the club map.

You can check that the shift is open in POS → Actions → Shift Management: the Active Shifts page shows the shift number, branch, register, operator and start time.

For how to sign in to Gizmo Manager, see Login screen.

Step 5. Work in the shift

During a shift, the following service actions are available from the sales screen in the POS section:

• X-Report (Register) — an interim cash report that does not close the shift;

• X-Report (Card Payments) — an interim report on card payments;

• Open Cash Drawer — opens the drawer without making a sale.

An X-report does not close the shift, and you can take it as many times as you want — for example, to reconcile cash in the middle of the day.

Pay in and pay out

Pay ins and pay outs record money that comes into the register or leaves it other than through sales. For example, an operator takes money from the register to buy milk for the bar — that is a pay out; when they return the change, that is a pay in.

1. Open POS → Sales and click the Actions button.

2. Choose Pay In/Pay Out, set the operation type and the amount.

Pay ins and pay outs are cash only. They are included in the shift totals, in Financial Totals of the summary report and as a separate line in the financial report. The operations require the Pay In and Pay Out permissions in the operator's permission set.

For details, see POS.

Step 6. Close the shift

1. Count the cash in the cash drawer and check the shift's operations in Reports → Shift Log: it shows the shift, the starting cash and the expected amount for each payment method. Keep in mind that a shift lasts from opening to closing and may not match the calendar day.

2. If needed, take an X-Report (Register) — it does not close the shift.

3. Open POS → Actions → Shift Management. On the Active Shifts page, find your shift and click End.

4. The Close Shift page opens. In the Financial Summary block, each payment method shows the Expected Amount — enter what is actually in the register in the Actual Amount field. Check the Total Amount and click Continue.

You can also close a shift when signing in to Gizmo Manager: on the What would you like to do? screen, choose Close Open Shift.

If the shift cannot be closed because of missing permissions, check:

1. The operator's permission set — see step 3.

2. The operator card in Settings → Operators and permissions → Operators: in the Permission block, the Permission Preset and Branches fields; in the Shift block, the mode. With Disabled, shifts are not used for the operator: if they need to open and close shifts, choose Optional or Required.

A staff member with permissions in the Settings category can fix the permissions.

Step 7. Check shift totals

Shift totals are collected in the Reports section on the left panel:

• Overview, the Operators block — a table of shifts for the selected period: the operator's Name, Shift Schedule — when the shift started and ended, hours, products, time products and bundles sold, Voids, Pay Ins and Pay Outs and the Total for the shift;

• Shift Log — opening and closing of shifts;

• Z Log — Z-reports, that is, the totals of closed shifts per register;

• Financial Report on the All Reports tab — cash turnover with the Operator and Cashier Station filters, to analyze a specific shift or register.

Also, in the order log — POS → Orders — each order shows the Shift Number it belongs to. For details, see Orders.

For details, see Reports and Financial report. For how to read reports and get them by email, see Reports.

Result

• For each operator, it is set whether a shift is required, and the register knows the starting cash amount of a shift.

• Operators have the permissions they need to work with the register and close a shift.

• The totals of each shift are visible in reports: who worked, how much they sold and what was voided.