Onboarding Guide

Before You Begin#

Navigating SuprSync#

• Sidebar

  — the main menu, grouped into Home, Organization, Shifts, Inventory, Training, Settings, Help, and Reports.

• Global Search

  — quickly find people, items, or records from anywhere.

• Notifications

  — bell icon; shows everything assigned to you or relevant to your role.

• Profile

  — update your details, photo, and preferences.

Getting Started Checklist#

From Home → Getting Started, complete these steps in order:

1. Create a Location

   (branch) — your company can have multiple locations.

2. Invite Employees

   — single or bulk invites from

   Organization

   .

3. Complete your Profile

   .

4. Add Job Roles

   — the roles you schedule staff into.

5. Create a Shift Template

   — reusable shift types (times, staff required, locations).

6. Connect Google Mail

   (optional)

   — for email notifications.

7. Upgrade Plan

   (optional)

   — unlock more modules/users in

   Settings → Subscriptions

   .

8. Contact Us

   — reach support at any time.

Plans & Module Access#

Your plan determines which modules are available. Modules appear in the sidebar only when enabled.

Available modules: Workforce Hub (Shifts & Schedules), Inventory, Learning (Training), Sync AI, Payroll.

Tip: Manage or change your modules in Settings → Subscriptions. Downgrading never deletes your data — module access is simply paused until you re-enable it.

3-Day Onboarding Call Schedule#

A recommended rollout to get your team comfortable with SuprSync. Each call is 60–90 minutes unless noted. Adjust based on your plan's enabled modules.

Day 1 — Foundation, Workforce & Scheduling#

Goal: Get the account configured and schedules running.

Day 2 — Inventory, Sync AI & Training#

Goal: Connect stock operations, AI help, and staff training.

Day 3 — Reporting, Tools & Go-Live#

Goal: Measure performance, finish configuration, and go live.

Cadence suggestion: Run Day 1, Day 2, and Day 3 on consecutive days (or Mon/Wed/Fri). Invite admins to all calls; invite supervisors to Day 1 and Day 2; invite staff to the Day 2 Training portion.

Part 1 — Workforce: Shifts & Schedules#

Module: workforce_hub

Shift Dashboard#

Shifts → Dashboard gives a high-level view of upcoming shifts, coverage gaps, and punctuality so you can spot staffing issues early.

Schedules#

Shifts → Schedules is the core scheduling workspace.

1. Choose the

   branch/location

   and

   week or day

   view.

2. Click a slot or

   Create Schedule

   to add a shift.

3. Assign staff, set start/end times, and link a

   Shift Type

   .

4. Use

   shift tickets

   and

   groups

   to organise large teams.

5. Open

   Sync AI

   directly from the schedule for scheduling suggestions.

Shift Slots let you publish available shifts that staff can book themselves.

Shift Templates (Shift Types)#

Shifts → Templates stores reusable shift definitions:

• Job Role

  ,

  Time

  ,

  Staff Required

  , and

  Locations

  .

• Create once, then apply to schedules repeatedly.

Location Schedules#

Shifts → Location Schedules compares staffing across locations so you can balance coverage.

Rotations & Rotation Management#

• Rotations

  — build repeating rotation patterns; use

  Backup

  ,

  Restore

  , and

  Copy

  to reuse them.

• Rotation Management

  — administer rotation groups company-wide.

Time Off, Overtime & Swaps#

• Time Off

  — request and approve leave.

• My Overtime

  — view and confirm overtime worked.

• Swap Offers

  — staff offer or accept shift swaps.

Unavailable Days / Calendar#

Organization → Calendar lets staff block or unblock days (e.g., appointments, leave). The legend shows scheduled shifts, rotations, PTO/leave, blocked days, and holidays.

Clock In / Clock Out#

Shifts → Clock in Clock Out records attendance. Search by name or location, view who is clocked in, and export to CSV.

Handover Notes#

• All Handover Notes

  — admin view of every handover.

• My Handover Notes

  — assigned notes for individual staff.

• Categories include: tasks completed, pending tasks, incidents, customer updates, equipment issues, and general notes.

Benchmarks#

Set performance Benchmarks per location to compare teams over time.

Part 2 — Inventory Management#

Module: inventory

Inventory Dashboard#

Inventory → Dashboard shows inventory value, low-stock alerts, supplier counts, pending orders, and expired items, with quick actions like Add Item.

Inventory Items#

1. Go to

   Inventory → Inventory Items

   .

2. Add Item

   manually or use

   Bulk upload

   .

3. Open any item to

   Restock

   ,

   Add a New Supplier

   , or run an audit.

4. Organise items with

   Item Groups

   and define units in

   Measurement

   .

Related setup:

• Features

  (Inventory item features) — attributes and options for items.

• Suppliers

  &

  Manufacturers

  — maintain vendor records.

Stock Movements#

• Transfer Items

  — move stock between locations; select the withdrawal/transfer location and

  Confirm transfer

  .

• Quick Withdraw

  — fast stock removal; enter a

  Usage ID

  and

  Confirm Withdraw

  .

• Create Order Request / Stock Order Request / Back Order Request — raise and approve orders.

  • Order tracking stages:

    Ordered → Received → Loaded → In Transit → Delivered

    .

Inventory Oversight#

• Logs

  — full audit trail of item and order activity (searchable).

• Inventory Reports

  — daily and usage reports; overall inventory report.

• Inventory Data

  — expiring stock, pending orders/transfers, withdrawals, and critical-limit items.

• Recall Items

  — flag a product batch and record corrective action.

Part 3 — Sync AI#

Module: sync_ai

Ask Sync AI#

Ask Sync AI is your built-in AI assistant, powered by OpenAI.

• Open it from the sidebar (

  Sync AI

  ).

• Type a question or request and press send.

• Your chat history is retained so you can continue a conversation later.

Embedded Assistants#

Sync AI also appears directly inside workflows:

• Schedules

  — the Sync AI drawer suggests scheduling help.

• Inventory

  — the Sync AI modal assists with inventory tasks.

• Reports

  — the Sync AI report lets you ask questions about your data and revisit past conversations.

Knowledge Base#

Knowledge Base manages the help assistant's answers:

• Add entries with

  question

  ,

  answer

  ,

  keywords

  ,

  regex

  , and

  module

  .

• Monitor

  Total Queries

  ,

  Cache Hit Rate

  , and

  Top Questions

  to improve responses.

Part 4 — Training Modules#

Module: learning

Training Modules (Admin)#

Training → Training Modules is where admins build content.

1. Click

   New training

   to create a course.

2. In the

   Course Builder

   , add lessons and a

   Quiz

   .

3. Publish the course when ready.

4. Use the

   Assignment Panel

   to assign it to staff or roles.

5. Track progress in the

   Course Progress Panel

   .

My Training (Staff)#

Training → My Training shows each learner's assigned courses with statuses:

• Not started

• In progress

• Completed

Staff open a course in the Course Player, work through lessons, take quizzes, and mark it complete.

Training Reports#

Training → Training Reports lets admins search training and track completion across the team.

Help → Tutorials#

Help → Tutorials contains short how-to videos by category, including AI scheduling, shift templates, rotation groups, time-off & swapping, attendance tracking, inventory, and company management.

Part 5 — Reports & Other Tools#

Reports#

Reports lets you search by employee and year, and includes the Sync AI report for conversational data queries.

Home & Management Metrics#

• Home

  — your dashboard and widgets.

• Management Metrics

  — company-wide summaries: shifts created, user signups, subscription breakdown, inventory, tickets, company, and revenue.

Organization#

• Company

  — manage locations (branches), team members, shift types, job roles, tickets, and settings.

• Jobs

  — define

  Job Roles

  .

• Skillsets

  and

  Job Groups

  — organise staff capabilities.

• Benchmarks

  — compare location performance.

Team Tools#

• Tasks / Boards

  — create boards and tasks with assignee, status, priority, and comments.

• Write-Ups

  — record staff write-ups.

• Announcements

  — publish announcements (New / Archived / Favorites).

• Messages

  — team messaging.

• Notifications

  and

  Global Search

  — stay informed and find anything fast.

Settings#

• Subscriptions

  — view your plan, upgrade/downgrade, and manage active modules.

• API Keys

  — generate and manage integration keys.

• External Admins

  — grant external access where needed.

• Cookie Preferences

  — control analytics consent.

Appendix#

Roles at a Glance#

Menu items and actions are gated by role:

Module → Plan Mapping#

Troubleshooting & Support#

• Can't see a module in the sidebar?

  It isn't enabled on your plan — check

  Settings → Subscriptions

  .

• Can't access a page?

  Your role may not permit it; ask a company admin.

• Need help?

  Use

  Help → Tutorials

  , the

  Knowledge Base

  ,

  Ask Sync AI

  , or contact support.

Onboarding complete — welcome to SuprSync!