Aloha POS

Accurate sales and labor data tracking is at your fingertips with the Aloha POS integration!

SKIP AHEAD TO:
Adding the Integration
Actual Sales & Forecasting
Actual Labor
Mapping your Roles
Mapping your Employees
Sync POS Time Clocking Data
Schedule Enforcement
Syncing Wages
Employee Sync

⚠️ For the Aloha POS integration, you will need to be on the Gourmet plan.
⚠️ The Minimum Aloha version (Aloha Table Service or Aloha Quick Service) version is 12.3+.


Adding the Integration

To get started, you will need to contact one of our integration specialists at  support@7shifts.com.

Alternatively, you can request the integration from your 7shifts account by following these steps:

1. Hover over the 'More' menu > Integrations > My Integrations and click 'Add Integration.'

2. Search and select Aloha from the list and click 'Next.'

3. In the dropdown select your Location and click 'Request Upgrade.'

From there you will be in contact with our support team with further instructions.

After our support team has assisted you with the integration set up, your Aloha integration and integration settings will be accessible within your 7shifts account under the 'More' menu >  Integrations > Aloha POS >  Settings.
⚠️ Once activated, it may take a few hours to start bringing in sales data initially.

Actual Sales & Forecasting

Once your integration has been activated, your real-time sales data will be enabled by default. We will backfill 30 days of previous sales, for Aloha Table Service (TS), if available.

⚠️ If using Aloha Quick Service (QS), sales will only come in going forward from the day the integration install was completed, as backfilling historical sales data for Aloha (QS) is not supported.

7shifts will also use those Actual Sales values to populate Projected Sales, allowing you to create schedules based on those projections. These will become more accurate over time as more data is available. Sales data from Aloha syncs to 7shifts every minute.

7shifts will begin pulling in your sales data into the Dashboard, Manager Log Book, Actuals Report, and the Weekly Budget Tool.

Dashboard:

Click here to learn more about the Dashboard.

Manager Log Book:

Click here to learn more about the Manager Log Book.

Actuals Report:

Click here to learn more about the Actuals Report.

Weekly Budget Tool:

Click here to learn more about the Weekly Budget Tool.

Projected Sales

Now when you go to build schedules for future weeks, 7shifts will automatically look at past historical sales and insert your sales projections for you. This allows for more accurate scheduling if you're wanting to stay on budget and within your labor targets.

Actual Sales

The Actual Sales will initially be empty for the current or future days until sales start rolling in. Once the sales numbers have been pulled into 7shifts, they will be shown appropriately under those specific days.


Actual Labor

We integrate with Aloha actual labor, this means that your actual labor costs will be pulled into 7shifts. Once enabled, your actual labor costs will be displayed on the Dashboard allowing you to compare Sales vs. Labor.

To enable Aloha Actual Labor: 

1. Head over to the 'More' menu > Integrations > Aloha POS > Settings.

2. Click 'Settings' beside the Location(s) that you want to enable.

3. Under the 'Labor' tab, click on the slider beside 'Actual Labor.'

4. Click 'Map Employees' to access your mapping page and map your Roles and Employees between your POS and 7shifts.

    You'll see the Actual Labor numbers update on the Dashboard on the day you enabled Aloha actual Labor. Going forward, these numbers will be updated daily (every minute) from your Aloha terminal.


Mapping Roles

First, you'll want to map your specific Roles between your POS and 7shifts to easily assign Roles when adding new employees from your POS. This is how you will be able to match your Role in 7shifts to their counterparts in your POS.

⚠️ It is especially important to ensure that you map your Roles correctly before enabling the Wage Sync feature.
To map your Roles:

1. Hover over the 'More' menu and select 'Integrations.'

2. From there select Mapping > Roles.

7shifts will automatically map any Roles that already exist between Aloha and 7shifts (if they are both spelled the same way). You'll find those under the 'Mapped' heading. 

If 7shifts was not able to auto map the specific Roles, you'll need to either create the Role within 7shifts or your POS, or map it to another existing Role.

Click here to learn more about mapping Roles.


Mapping Employees

You'll need to map your Employees between your POS and 7shifts to connect the Schedule Enforcement and Actual Labor features. This is how you will be able to match your Employees in 7shifts to their counterparts in your POS.

1. Hover over the 'More' menu and select 'Integrations.'

2. From there select Mapping > Employees.

7shifts will automatically map any Employees that already exist between Aloha and 7shifts (if they are both spelled the same way). You'll find those under the 'Mapped' heading. 

For unmapped Employees, you can either match up, ignore, or create the Employee. 

  • Match: Simply find the corresponding Employee on the list.
  • Ignore: You'll want to ignore if the Employee will never need to clock in/out (i.e. salaried employees).
  • Create: This will add the Employee to 7shifts, allowing you to start scheduling them. 
If an incorrect match was made, you can always correct the mistake by unmatching them. The employee will now be listed under 'Unmapped' and you can assign them correctly from there. 

Moving forward, you can add your new Employees to your POS or 7shifts. New employees will be mapped automatically if a match is found. 

If Employees are not in your 7shifts account yet, you will also have the option to add them directly from the Mapping Page by clicking 'New employee in 7shifts.'

❗️When using the 'New Employee in 7shifts' option, email addresses are unable to sync for Aloha POS. So the Employee profiles created through the mapping page will not have an email and will be unable to automatically receive an invitation to 7shifts.
Click here to learn more about mapping Employees.

Sync POS Time Clocking Data

If you have a POS integration that includes labor, you have the option to view your employee's time clocking entries from the POS within 7shifts. In addition, you are able to export this time clocking data to any of our payroll integrations

Click here for more information on enabling this function.


Enforce Schedule (Punch Enforcement)

You can now ensure that your staff clocks into Aloha only when they're scheduled to work. In turn, this allows you to control and reduce labor costs.

Here's how it works: Shifts are automatically synced to your Aloha POS. Staff clock in/out on the POS. Your POS will then validate whether or not that employee is scheduled to work and can clock in. If they are scheduled to work, they will be allowed to clock in.

How to get started:

1. First you will need to ensure you have mapped your Employees.

2. Then, hover over to the 'More' menu > Integrations > My Integrations > Aloha > Settings.

3. Click 'Settings' beside the Location(s) that you want to enable.

4. In the 'Labor' tab, toggle on 'Schedule Enforcement.'

Setting up a grace period in Aloha

If you notice that all of your employees require Manager approval for their shifts, you may need to adjust the Grace period on your Aloha system. This will set a window of time around the scheduled shift where employees can clock-in without requiring a manager override.

On the BOH Computer:

1. Under Maintenance > Store Settings, select the 'Scheduling tab'.

2. Ensure ‘Use clock-in punctuality’ is checked.

3. Enter a value of minutes under ‘Number of minutes allowed for early clock-in.’

4. Enter a value of minutes under ‘Number of minutes allowed for late clock-in.’

5. Enter a value of minutes under ‘Number of minutes allowed to clock-in after manager authorization.’


 Syncing Wages

You can set your Employees' wages in 7shifts to sync with the wages from your POS. This will ensure that your wages within 7shifts are always up to date with the wage in your POS.

⚠️ Prior to syncing wages, you will need to enable Wage-Based Roles and have properly mapped your Roles.
To enable the Wage Sync setting:

1. Head over to the 'More' menu > Integrations > My Integrations > Aloha > Settings.

2. Click 'Settings' beside the Location(s) that you want to enable.

3. In the 'Employee Data' tab, click the slider button to enable 'Wage Sync.'

⚠️ Wages through Wage Sync will update every 60 minutes.


Employee Sync

7shifts can automatically create a new employee when you add them to your POS. Streamline your employee onboarding process by eliminating the need to enter employee information twice. Employee Sync also helps ensure your employee records match in both systems, so your labor data is always up to date in 7shifts.

⚠️ To use Employee Sync, you will first need to:

1. Have Actual Labor turned on in your integration settings.

2. Map your existing Employees. This will ensure Employees you have chosen to ignore during mapping will not be created in 7shifts.

3. Map your Roles. This will ensure Employees will be assigned the correct Roles in 7shifts when they are created.

Click here for more information on enabling this function.

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