7shifts Manager Playbook
Shakey's El Monte · Step-by-step workflows for everyday operations
Shakey's El Monte · Step-by-step workflows for everyday operations
From hire to first shift — getting a new team member set up in 7shifts
Go to Team → + Add Employee. Enter their name, email, role/department, location (El Monte), wage, and start date.
Team tabSet the correct role (e.g., Server, Cook, Cashier) and department. This determines scheduling visibility and punch pad appearance.
Required for schedulingAssign a unique 4–6 digit PIN under the employee's profile. They'll use this to clock in/out on the 7punches pad at the store.
7punches setupIn the employee profile, open the Onboarding tab. Click Send Package. The employee receives an email with all company documents, forms, and their app invite link. They sign everything digitally.
Onboarding tabThey fill out and sign all forms on their phone or computer. You'll get a notification when everything is submitted.
Employee actionReturn to the Onboarding tab. Review each submitted form, approve them, then click Close Onboarding Package to finalize.
Manager approvesAsk them to submit their repeating availability in the 7shifts app so it shows when you build schedules.
Employee appIn Apps & Integrations → Employee Mapping, match their 7shifts profile to their Toast POS entry so punches sync correctly.
POS mappingGo to the Schedules tab, find their name, and drag in their first shifts. Publish the schedule so they're notified.
Schedule tabAdding certifications, warnings, memos, and profile changes
Go to Team in the left sidebar. Search for the employee by name and click on their profile card to open it.
Team tabFor certifications, memos, warning letters, or any file: click Documents tab → Upload Document. Add a clear name (e.g., "Food Handler Cert – Jane – 2025"). Private to managers/admins only.
Documents tabFor warnings, commendations, attendance issues, or behavioral notes: click Performance Log → + Add Entry. Choose a category, write your note, and save. These entries are permanent.
Performance Log tabIn the employee profile, go to the Pay tab. Update the hourly wage. Changes take effect immediately for future pay periods.
Pay tabEdit their Role or Department under the Profile tab. If using POS mapping, re-map if their job code changed in Toast.
Profile tab + POS map7shifts auto-saves most changes. For documents, verify the file appears in the Documents list. For Performance Log entries, confirm they appear with the correct date and category.
Verify| What you're doing | Where in 7shifts | Who can see it | Permanent? |
|---|---|---|---|
| Upload a certification PDF | Team → Employee → Documents tab | Managers + Admins | No — can be deleted |
| Add a written warning note | Team → Employee → Performance Log | Managers + Admins | Yes — permanent |
| Add a commendation or memo | Team → Employee → Performance Log | Managers + Admins | Yes — permanent |
| Update hourly wage | Team → Employee → Pay tab | Admins + permitted Mgrs | No — editable |
| Change role/department | Team → Employee → Profile tab | Managers + Admins | No — editable |
| Send a new onboarding doc | Team → Employee → Onboarding tab | Employee receives it | No |
Your daily rhythm in 7shifts — from opening the app to closing out the night
Log in to 7shifts. The Dashboard shows today's schedule, pending requests, and live Sales vs. Labor if Toast data is flowing in.
Dashboard tabAt the top of the Dashboard you'll see request blocks — approve or deny any time-off requests, availability changes, or shift swap requests before the team arrives.
Dashboard alertsClick Log Book. Read any notes left by the closing manager from yesterday. Make your own opening notes if needed.
Log Book tabOn the Dashboard (or mobile app), you can see in real time who is clocked in, on break, or late. Employees more than 30 minutes before their shift will show a "No Scheduled Shift" flag — manually clock them in from Time Clocking if needed early.
Dashboard → Who's WorkingGo to Time Clocking → current Pay Period. Punches shown in red need approval. Click the pencil ✏️ to edit, or Approve to accept as-is.
Time Clocking tabClick the pencil icon on any punch. Adjust clock-in/out times, add or modify break entries, and add tip declarations. A full timeline of punch events is shown.
Pencil icon → Edit punchIf an employee forgot to punch out, their punch is tagged as "Auto-Punched Out." Edit it to enter the correct out time before approving. Don't just approve auto-punches without correcting the time!
⚠️ Always verifyGo to Time Clocking, find the employee, and click + Add Punch. Needed when an employee can't access the punch pad or needs to clock in more than 30 min early.
+ Add PunchBefore closing, go to Time Clocking and approve or correct all remaining unapproved punches for the day.
Time ClockingIn Log Book, post your closing notes — incidents, inventory issues, maintenance needed, team shoutouts, and your actual sales summary.
Log BookGlance at the Schedules tab for tomorrow. Any open shifts? Understaffed areas? Flag issues now so you're not scrambling in the morning.
Schedules tabThe step-by-step process for closing out a pay period and sending data to payroll
Go to Time Clocking tab. Select the pay period that is ending from the list. You'll see all employees and their punch records for that period.
Time Clocking → Pay PeriodGo through every employee row. Look for: red (unapproved) punches, auto-punch-outs, missing punches, labor exceptions, and punches missing a role. Check the Warnings tab — this lists punches with missing POS role data.
Review carefully!Edit any incorrect punches (wrong time, missing clock-out, wrong role). Dismiss any labor exceptions that are valid. Contact employees if you need to confirm their actual hours.
Edit before approvingOnce everything looks correct, either approve punches individually or use the Approve All button at the top of the pay period view. All punches must be approved before you can close the timesheet.
Approve All buttonAn Admin must click Close Timesheet in the top right corner. This locks the pay period so no further edits can be made. Managers cannot close timesheets — only Admins.
Admin onlyAfter closing, click Export and choose your payroll provider. 7shifts will format and send all approved timesheet data. Include any PTO or Paid Sick Time if you've enabled those features.
Export buttonIf your payroll is processed manually or by a third party, export a CSV file from the Reports tab. This gives you raw timesheet data for each employee.
Reports → Export CSVConfirm in your payroll system that all employees imported correctly. Check for error messages or mapping warnings.
Double-check!If any employees didn't import: go to Apps & Integrations → Mapping → Employees and match them. Re-export after fixing.
Apps & Integrations7shifts automatically starts the next pay period. Employees can begin clocking in immediately. The cycle repeats!
🎉 Done!| Task | Who | Where | Status |
|---|---|---|---|
| Review all punches for the period | Manager | Time Clocking → Pay Period | □ Done |
| Check Warnings tab for missing roles | Manager | Pay Period → Warnings tab | □ Done |
| Fix/edit any incorrect punches | Manager | Pencil icon on each punch | □ Done |
| Dismiss valid labor exceptions | Manager | Each punch → Exceptions | □ Done |
| Approve all punches | Manager | Approve All button | □ Done |
| Close the Timesheet | Admin only | Close Timesheet button (top right) | □ Done |
| Export to payroll system | Admin only | Export → Payroll provider | □ Done |
| Verify employees imported in payroll | Payroll | Your payroll system | □ Done |