Employee Management
DubLedger provides comprehensive employee management tools for dispensary owners and managers.
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Adding Employees
Inviting an Employee
1. Go to Settings → Employees
2. Click Invite Employee
3. Enter the employee's information: Legal first and last name, Work email address (invitation sent here), Mobile number (for SMS alerts and 2FA), Role (Budtender, Manager, Owner, Driver, Admin) or custom permissions.
4. Set role-specific permissions: canProcessSales, canApplyDiscounts, canVoidTransactions, canManageInventory, canManageEmployees, canAccessReports, canManageSettings, maxDiscountPercent, allowedLocations.
5. Set location access (for multi-location operators).
6. Set schedule (optional).
7. Send invitation.
Invitation Process → Employee receives an email with a secure link. They click the link and create their password. They set up their profile (photo, contact info). They are prompted to enable 2FA (recommended). They can log in and start using the system.
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Roles and Permissions
Budtender → POS Access: Can process sales, search products, apply discounts (up to limit). Customer Access: Can view customer profiles, scan IDs, verify purchase limits. Inventory Access: Can view current stock, cannot add or edit products. Reports: Can view today's sales for their register only. Settings: No access.
Manager → POS Access: Full POS access, can override limits and void transactions. Customer Access: Full customer management, can edit profiles, view history. Inventory Access: Can add, edit, and adjust inventory, run audits. Reports: Full access to all reports for assigned locations. Settings: Can manage registers, printers, and local settings. Employee Access: Can view employees, cannot add or remove (owner only).
Owner → Full Access: All features, all locations, all data. Financial Access: Can view P&L, tax reports, payment processing. Compliance Access: Full compliance dashboard, METRC management. Integration Access: Can connect and configure all integrations. Billing Access: Can view and manage subscription and billing. Data Export: Can export all data, schedule reports.
Driver → Delivery App: Can use the driver mobile app. Order Access: Can view assigned orders and customer details. Status Updates: Can update delivery status and capture proof of delivery. No POS Access: Cannot process sales or view inventory. No Settings Access: Cannot change any settings.
Admin → No POS Access: Cannot process sales. Employee Management: Can add, edit, and remove employees. System Settings: Can manage integrations, notifications, and security. Reports: Can view system reports and audit logs. No Financial Access: Cannot view P&L or tax data.
Custom Permissions → For granular control, you can set individual permissions: canProcessSales, canApplyDiscounts, canVoidTransactions, canManageInventory, canManageEmployees, canAccessReports, canManageSettings, maxDiscountPercent, allowedLocations.
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Employee Performance Tracking
Sales Metrics → Total sales revenue (by employee), number of transactions, average transaction value, average items per transaction, upsell rate (additional items added to cart), discount rate (percentage of transactions with discounts), transaction time (average time from start to completion).
Customer Metrics → New customers acquired, customer satisfaction ratings (if collected), repeat customer rate, loyalty program enrollments, customer feedback received.
Compliance Metrics → ID verification accuracy, purchase limit enforcement rate, compliance violations (if any), training completion status, certification expiration dates.
Performance Reports → Daily, weekly, monthly, and quarterly reports. Comparison to team averages. Trend analysis (improving or declining). Top performers and areas for improvement. Exportable for performance reviews.
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Employee Scheduling
Creating Schedules
1. Go to Settings → Employees → Schedules
2. Click New Schedule
3. Select the employee
4. Set the date range (e.g., "Week of June 1-7")
5. Add shifts: day of the week, start time, end time, location (for multi-location), role (e.g., Budtender, Manager on Duty).
6. Repeat for each shift.
7. Click Save Schedule.
Managing Time Off → Employees can request time off through the system. Managers approve or deny requests. Time off is blocked out on the schedule. Accrued PTO tracking (if enabled). Sick leave tracking (if required by state).
Shift Swaps → Employees can request shift swaps with coworkers. Manager approval required for all swaps. System checks for conflicts and qualifications. Notifications sent to all affected employees.
Attendance Tracking → Clock in/out via POS or mobile app. GPS verification (optional, for delivery drivers). Automatic calculation of hours worked. Break tracking (paid and unpaid). Overtime alerts (if approaching overtime threshold).
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Payroll Integration
Exporting Hours → Export employee hours to CSV or Excel. Compatible with most payroll systems (ADP, Paychex, Gusto, etc.). Includes: employee name, hours worked, overtime, breaks, PTO. Filter by date range, location, or employee.
Commission Tracking → Set commission rates by product or category. Track commissions earned by each employee. View commission reports by date range. Export commission data for payroll. Support for tiered commission structures.
Tips → Track tips received by each employee. Tips are recorded separately from sales. Export tip data for payroll. Support for tip pooling (if enabled).
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Employee Compliance
Certifications → Track required certifications (e.g., METRC training, state budtender license). Set expiration dates for each certification. Receive alerts before certifications expire. Upload certification documents for record-keeping. Block scheduling if certifications are expired.
Training → Assign training modules to employees. Track completion status. Quiz scores and pass/fail status. Required training before POS access (configurable). Refresher training scheduling.
Background Checks → Track background check status. Store background check results (securely). Set expiration dates (if required by state). Alerts before re-checks are due. Block access if background check is expired.
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Employee Offboarding
Deactivating an Employee
1. Go to Settings → Employees
2. Find the employee and click Deactivate
3. Select a reason: Termination, Resignation, Leave of absence, Seasonal end.
4. Enter a note (optional).
5. Set deactivation date (immediate or future).
6. The employee loses access on the deactivation date.
7. Their data is preserved for compliance.
Access Revocation → Deactivated employees cannot log in. Their active sessions are terminated. Their POS access is revoked immediately. Their data remains in the system for audit purposes. Rehire process: Re-activate the employee and issue a new invitation.
Data Retention → Employee data is retained for the required period (varies by state, typically 3-7 years). After retention period, data is anonymized. Sales transactions remain linked to the employee ID for audit purposes. Personal information is removed after retention period.