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Onboarding a brand-new store + new staff
Use this page when you are setting up a brand-new store from scratch and need to onboard staff before they touch a till — the full zero-to-trading checklist.
Goal
You need to take a new store from zero to trading with all staff trained and every integration connected.
Where this happens
Franchise admin uses the Core App → Administration. Staff use the till with a PIN. The demo store is for training only.
- In the back office (Core App): franchise admin signs in and works through Administration and Integrations in the sidebar.
- At the till: new staff sign in with their PIN on the demo store first, then on the new store once subscriptions are active and integrations are configured.
Prerequisites
Franchise-admin login to the Core App. The store's TPIN and address on hand. New staff names, roles, and PINs.
Steps
1. Create the new store
The new store is created at the franchise level. Open System & Settings → System Configuration → Franchise Management and add the store. Enter the store name, TPIN, address, and contact. Save. (Your franchise owner or HQ may do this step for you; ask if you are not sure who owns it.)
2. Apply stock templates
Ask your franchise admin for the franchise stock template path on your Core App — it is configured at the franchise level. Pick a template that matches your business (retail, restaurant, pharmacy, fresh-food) and apply it to the new store. This seeds the new store's stock list.
3. Configure payment methods and currency
Finance & Admin → Financial Management → Currency Setup. For payment methods (Kazang voucher redemption, store credit, etc.), open System & Settings → Till & Payments → Payment Methods — the exact sub-path varies by franchise.
4. Create employees
Finance & Admin → HR Management → Create Employee. Fill in name, role, store, and set a temporary PIN. Save. Repeat for each new staff member. Use Edit Employee to update an existing record.
5. Grant permissions per role
In Finance & Admin → HR Management → Employee Security, pick the security group that matches each role. Cashiers can ring sales; supervisors can approve refunds; franchise admins have full control. Use the Who can do what (permissions) page to decide who gets what.
6. Activate subscriptions
Open System & Settings → Billing → Subscription & Accounts and make sure this store's subscription is active — otherwise the till will refuse logins. An expired subscription blocks all new sign-ins.
7. Set up devices
Each till device is registered to your franchise during setup. If a device won't register or sign in, contact Support — the exact registration path varies by franchise.
8. Connect integrations
System & Settings → Till & Payments → Smart Invoicing if the new store needs ZRA fiscal receipts. Add-ons & Integrations → SAGE / SAP (these appear there when the add-on is enabled for your franchise) for accounting connectors; System & Settings → Till & Payments → Kazang Settings for mobile money / voucher redemption. Each integration requires franchise-admin permission and a valid subscription.
9. Train staff
Share the staff-side Wiki pages: Getting started → Login, Working offline, Daily routines. Have new cashiers practice on the demo store first so they can ring sales without risk to live data.
10. Open the till
The demo store is for training only. The new store opens to live trading once subscriptions are active, integrations are configured, and devices are registered.
Expected result
- A new store goes from zero to trading with all staff trained.
- Cashiers can sign in with their PIN on the new till.
- The first sale flows through every integration as expected — see How a sale moves through Lyt-ning.
Edge cases
- A new employee can't sign in on the till → their PIN wasn't set up in the Core App (Finance & Admin → HR Management → Employee Security).
- The till says Subscription expired → the new store's subscription isn't active yet (System & Settings → Billing → Subscription & Accounts).
- The till can't find the store → the device ID isn't registered — each till device is registered to your franchise during setup; if a device won't register, contact Support.
- The till says Permission denied for an action → the role's permissions weren't granted (Finance & Admin → HR Management → Employee Security).
- A new cashier can't find an item on the till → the stock template wasn't applied, or the item wasn't created yet (Stock Management sidebar group → Create Item).
- Smart Invoice receipts aren't being issued → the Smart Invoice integration isn't connected or its subscription is inactive (System & Settings → Till & Payments → Smart Invoicing).
- SAGE / SAP totals aren't posting → the integration isn't connected, or its credentials expired (Add-ons & Integrations — SAGE / SAP appear there when the add-on is enabled for your franchise).