Get started with headoffis

Help center / Getting started

headoffis keeps your people, locations, work, stock and sales in one workspace. This guide goes from a new account to a business your team can sign in to, in the order you will do it. Shelf planning has its own guide: how to plan your first shelf.

Create your account and business

1. Open Sign up and enter your name, your business name, the name of your first location, your email, and a password of at least 10 characters.
2. headoffis creates the business with you as its owner and opens your workspace.
3. Use the sidebar to move between screens. The list near the end of this guide says what each one is for.

Ten characters is the minimum, not the goal. CISA recommends passwords of at least 16 characters, and the NIST digital identity guidelines favor length over forced mixes of symbols. A long passphrase you use nowhere else suits the account that owns the business.

Look around the sample business

A new workspace starts with The Corner Market, a fictional business with two stores, a few products, a 4 ft gondola, a display for the counter and sample planograms. Open them to see how the screens fit together before you enter your own data. When you are ready, download a backup from Settings, then use Clear catalog & layouts.

Add your locations

1. Open Locations and choose Add location.
2. Name each store, stockroom or warehouse you run. A business holds up to 10 locations.

Each location keeps its own people, work and stock, and the reports can show one location or the whole business.

Add your team

1. Open People & roles and choose Add team member.
2. Enter their name, email and a starting password of at least 10 characters. For someone who already has a headoffis account, enter their email and leave the password blank.
3. Choose a role and the locations they work at, then confirm the seat.

headoffis does not send invitation emails, so give each person their email and starting password yourself. The plan covers five active people, owners included; see seats and billing. Built-in roles run from Owner to Employee, and custom roles choose exactly which screens a person can open. Add people and set roles has the details.

Hand out the first work

1. Open Work and choose New work item.
2. Give it a title, a due date if it has one, the people who should do it, and the locations it applies to.
3. Choose Save work item. Each person assigned sees it in their own task list and moves it to In progress and Done as they go.

For a new starter, open Onboarding instead. It comes with a starter template you can edit. Start onboarding picks the person, a coordinator and a start date, and every step becomes a work item with its own due date. Offboarding works the same way for someone who is leaving. See work items for the board itself.

Where everything lives in the workspace

What you see depends on your role. Owners see every screen.

• Overview opens each section your role can use. Business connects the people, locations, work, products and contacts of one business.
• Analytics compares sales over the last 7, 30 or 90 days with the period before, next to current stock and open work.
• People & roles, Onboarding and Offboarding manage who is in the business and what they can open.
• Locations lists your stores and the stock held at each.
• Work is the task board. An employee sees it as their own task list.
• Messages holds direct and group conversations inside the business.
• Workflows turns a low-stock event into a notification or a drafted reorder email.
• Products, Suppliers & providers and Customers hold the catalog and your contacts.
• Inventory counts stock by location, and Sales & stats records what sold and where.
• Fixtures, Planograms, Store map and Store tasks are the shelf-planning screens.
• Integrations is where you prepare future connections, such as QuickBooks Online and Square. None of them is live yet.
• Settings is where you download a backup or clear the sample data.

Common mistakes in the first week

• Giving everyone the Owner role. Owners can change anything, including who else is an owner. Most staff need Employee, which opens their own tasks and messages.
• Sharing one sign-in. Each person needs their own, so their tasks and messages are their own and the history names who made each change.
• Clearing the sample too early. Try a few screens on the sample first. Download a backup before you clear it.
• Setting up everything at once. Start with one location and a few people. Adding more later uses the same steps.

Frequently asked questions

What does headoffis do?

It is a shared workspace for a small business with one or more locations. It holds people and roles, work, messages, stock, sales and reports, plus shelf plans and store maps for the stores that use them.

Do I have to use planograms?

No. Shelf planning is one part of the workspace. You can run people, work and messages without it, and count stock in the backroom or your own named bins without drawing a planogram.

How much does it cost?

US$29 per business per month covers five active people, owners included. Each additional person costs US$5 a month. Locations are included, up to 10 per business.

Can my team use it on a phone?

Yes. The workspace works in a phone browser, and an employee who signs in lands on their own tasks.

Coming soon

← All help articles