Manager Guide
As a manager, you have additional responsibilities beyond budtender duties. This guide covers your key functions in DubLedger.
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Your Permissions
As a manager, you can: process sales, scan IDs, etc. (everything a budtender can do). Void transactions (cancel a sale after it's completed, with reason). Override limits (override purchase limits in exceptional cases, with reason and audit trail). Manage inventory (add, edit, and adjust inventory). Run reports (view all reports for your assigned locations). Manage employees (view employees, but not add or remove — owner only). Manage settings (adjust registers, printers, and local settings).
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Managing Inventory
Receiving New Inventory
1. Go to Products → Inventory.
2. Click Receive Inventory.
3. Select the vendor or distributor.
4. Scan or enter the METRC package tags.
5. Enter the quantities received.
6. Verify the product details (name, THC/CBD, weight, etc.).
7. Enter the cost price and retail price.
8. Upload the lab test results (if not already in METRC).
9. Click Receive.
10. The inventory is added to your stock and synced to METRC.
Inventory Adjustments → Use for: damaged products, theft, samples, returns to vendor. Always include a reason and note. Large adjustments may require owner approval. All adjustments are logged for compliance.
Low Stock Management → Review the low stock report daily. Create purchase orders for products below threshold. Set up automatic reorder alerts. Monitor fast-moving products and adjust thresholds.
Inventory Audits → Schedule regular audits (weekly, monthly, quarterly). Assign auditors and set deadlines. Review discrepancy reports. Investigate significant variances. Make adjustments as needed.
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Managing Employees
Onboarding New Employees
1. Ensure the owner has sent an invitation.
2. Help the new employee set up their account.
3. Walk them through the POS basics.
4. Train them on ID verification and compliance.
5. Show them how to process a sale from start to finish.
6. Provide access to training materials and videos.
7. Set their schedule in the system.
8. Monitor their first few transactions for accuracy.
Performance Monitoring → Review sales reports by employee. Identify top performers and areas for improvement. Provide feedback and coaching. Set sales goals and track progress. Recognize and reward top performers.
Scheduling → Create weekly schedules for all employees. Manage time-off requests and shift swaps. Ensure adequate coverage during peak hours. Track attendance and punctuality. Handle call-outs and no-shows.
Training and Development → Identify training needs for each employee. Assign training modules and track completion. Conduct regular performance reviews. Provide opportunities for growth and advancement. Cross-train employees for flexibility.
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Managing Compliance
Daily Compliance Checks → Review the compliance score dashboard. Check for any alerts or warnings. Verify METRC sync status. Ensure all lab tests are current. Review purchase limit violations. Address any issues immediately.
Preparing for Inspections → Generate all required reports. Verify inventory accuracy. Ensure all employees have current certifications. Test METRC sync manually. Review and update compliance policies. Train staff on inspection procedures.
Handling Compliance Issues → Investigate any compliance violations. Document the issue and resolution. Retrain employees if necessary. Update procedures to prevent recurrence. Report serious issues to the owner. Maintain detailed records.
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Managing the Store
Opening Procedures → Check cash drawer balances. Verify all registers are operational. Test printers and scanners. Review the daily sales goal. Check for any overnight alerts or issues. Ensure the store is clean and organized.
Closing Procedures → Count all cash drawers. Reconcile cash totals with the system. Run end-of-day reports. Verify all transactions are complete. Secure all cash and valuables. Lock all doors and set the alarm.
Handling Cash → Ensure cash drawers are balanced. Monitor cash thresholds. Make bank deposits as needed. Track cash discrepancies. Investigate any shortages or overages. Maintain secure cash handling procedures.
Managing Customer Issues → Handle escalated customer complaints. Authorize refunds and exchanges (within policy). Address customer feedback and suggestions. Maintain customer satisfaction. Document serious issues for the owner. Follow up with customers when necessary.
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Managing Reports
Daily Reports → Sales summary (total revenue, transactions, average basket), product performance (top sellers, low stock, out of stock), employee performance (sales by budtender, transaction times), compliance status (METRC sync, lab tests, limit violations), cash reconciliation (drawer totals, deposits, discrepancies).
Weekly Reports → Weekly sales trends and comparisons, inventory valuation and movement, employee schedules and attendance, customer acquisition and retention, delivery performance (if applicable).
Monthly Reports → Monthly profit and loss, tax liability and remittance, inventory audit results, employee performance reviews, compliance score trends, budget vs. actual analysis.
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Managing the Team
Communication → Hold daily huddles to share updates and goals. Communicate policy changes and new procedures. Share customer feedback and success stories. Address concerns and questions promptly. Maintain an open-door policy. Use the team chat or messaging system.
Motivation → Set clear goals and expectations. Recognize and reward top performers. Provide constructive feedback. Create a positive work environment. Encourage teamwork and collaboration. Lead by example.