This guide outlines how you can import sales, revenue, budgets & demand data into Workforce.com. Budgets and revenue show on your schedule, weekly planner and reports. You don't have to just import sales or revenue data, you can import any kind of demand data, including Transactions, Booking etc.

To connect your system or import data:

You can also upload data manually via CSV:

To learn more about Labour Budgets, please refer to the Labour Budgets guide.

How you manually enter sales data depends on whether your organisation uses Use Daily Sales Forecasts (Settings > General Settings > Advanced).

If Use Daily Sales Forecasts is off (the default): if your POS system doesn't integrate with Workforce.com, you can manually add gross sales using the dashboard Weekly Planner widget. Open the planner, click into the revenue figure to enter your totals directly, and refresh the page to recalculate totals. You can enter sales for the account as a whole or for each location.

If Use Daily Sales Forecasts is on: the Weekly Planner widget's revenue figure becomes read-only. Instead, enter your sales data from Rotas > Rota Planning > Sales Forecasts (the Forecasted Sales Planner). See the Manage Forecasted Sales guide for the full steps.

Either way, once you've entered your sales data, follow the steps below in Configure your data with Locations & Teams to make sure it shows correctly on the schedule and in reports.

The next step will be to join your Sales & Revenue data with your Locations & Teams on the Datastream Management page. See how to add Locations & Teams to your Workforce account here.

Once you've imported your data and have your Locations/Teams set up, you need to tell Workforce how you want to match this data.

Turn your data streams into staffing demand for your teams.

Roster Ratios run on top of your data streams, an entity (Location, Team, or Team Group) can only get a ratio once it's already joined to a data stream with a Stat Type selected, as set up in Datastream Management above.

A ratio of "1 per £100" means a team needs 1 staff member for every £100 of sales the stream produces. The same logic applies to any Stat Type, not just Sale, a ratio could equally be set against Covers or Bookings.

Each ratio is defined against a specific combination of Location, Team, Source (which data stream it's calculated from), and Stat Type.

Navigate to Settings > Integrations > Roster Ratios to see all your configured ratios in one table: Location, Team, Source, Stat Type, Ratio, and when it was last updated:

Use the filters at the top (Locations, Teams, Stat type, Source) to narrow the list.

Ratios can be edited directly in the table, click into the Ratio field for the row and enter a new value.

Click Add Ratios in the top right to open the bulk-add form. Select multiple Locations, Teams, or Team Groups at once, choose a Stat Type, and set a ratio to apply across all of them in one go.

Every join needs a Stat Type. This defines what kind of data the stream carries and how it's displayed (e.g. Sales, Labour Budget, Covers, Bookings, Deliveries, or any custom type your organisation has set up.)

To view or manage your organisation's existing Stat Types: rename a label, adjust its format or icon, go to Settings > Integrations > Stat Types and click Edit next to the one you want to change.

Don't assign a single-location datastream to organisation only, you won't see the data on Schedules. Use the Location + organisation setup instead.

If you have manually entered your budgets via the dashboard Weekly Planner, then you are able to configure this per location as datastreams.

In Manage Data Streams you will see a Labor Budget that is Source: User Entered. In linking up this datastream, if it is for one location, ensure that it is linked to both the organisation and location.

Example datastream

In this example, we'll have a look at how to configure the Manage Data Streams page if your data relates to your whole business.

Our example business is a Restaurant which has imported Sales data and Labor Budgets data. In Workforce.com, we have a Location set for the restaurant venue and then Teams which are the Front of House, Kitchen, and Management.

The Sales data relates to the whole restaurant; they have a single POS and all sales made are processed through it. So we're going to assign the datastream to organisation and Location (the restaurant), with a Stat Type of Sales.

The Budgets data relates to an individual team; the restaurant has a separate budget for Front of House than it does for Kitchen. So we're going to assign the datastream to organisation, Location, and the relevant Team, with a Stat Type of Labour Budget.

Once you've set your datastreams, you can then see how this is reflected in Workforce.com.

Once your datastreams are joined, the fastest way to check your setup is the Sales page under Settings > Integrations > Sales.

This gives you a single summary view of Budget, Actual Sales, and Forecast Sales, broken down by Location, Team, and Team Group. Each column shows a link if a source is already set up, or a + Set up button if it isn't. Any row that isn't showing what you expect usually points back to a missing or misconfigured join in Datastream Management above.

On the Dashboard, in the Weekly Planner, the data will automatically add together (sum).

So if you haven't filtered to everything, you should see the data from all of your Teams and Locations added together.

If you filter to a specific location, you will only see the data for that location (not other locations). If you have assigned datastreams to Teams this will also automatically sum.

The Sales data shows in the Revenue and Wage % of Revenue section at the bottom.

You can set the Sales and Labor Budgets data to appear in two places in your Schedule.

The first place is the left sidebar, which will automatically sum the days you are viewing. For example if you are looking at a fortnightly schedule you will see 14 days of sales added together.

Click in the statistics area of Schedule:

Then select either Total Sales or Labor Budget from the dropdown:

Click Back and your new stats will stay in the sidebar:

The second place is at the top of schedules. This data will appear on a per day basis so you can see a clear breakdown of sales or budgets for each day.

Click on the date:

The select the datastream as a pinned stat:

The data will now appear under the date:

Selecting Reports in the header, filter to the Costs by... category to find reports with revenue and forecast comparisons:

For further cost breakdowns without a revenue component, see Costs by Location and Team Report, Costs by Employee Report, Costs by Team Group Report, Costs by Date Report, Costs by Wage Rate Report, Costs by Shift Tag Report, Costs by Activity Code Report, and Real Wage Cost Report.

To manage sales data effectively, ensure the following: