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Configure your Sales, Revenue, Budgets & Demand Data
Configure your Sales, Revenue, Budgets & Demand Data

Import data into Workforce to see budget and revenue information on the schedule, weekly planner and reports.

Updated this week

This guide outlines how you can import sales, revenue, budgets & demand data into 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.

Enable Labour Budgets

To make your labour budget visible in your account, you will need to enable Labour Budgets in Settings > Rota or Schedule settings > Labour Budgets.

Connect integration to import data

To connect your system or import data:

  1. Go to Settings > Integrations > Demand Data Integrations

  2. Select the integration, click the green Connect button, then follow the prompts to login

    1. Select CSV (Manual Import) > Import data

πŸ“ Important to Note: Different systems have different import times ranging from every 15 minutes to daily. However, once you have connected your system, this will automatically import your data. See our integrations here or if your system isn't listed, click the Request it here! link and we'll look into it:

Import via CSV (Manual Import)

You can also upload data manually via CSV:

  1. Go to Settings > Integrations > Demand Data Integrations

  2. Select CSV (Manual Import) > Import data

  3. Follow the instructions on the Import Sales and Budgets into Workforce page

Important: For bulk manual data imports, you will need to return here each time you wish to import your data.

Edit budgets on the Budget Planner

You can go to the budgets editing page by clicking the Budgets link at the top of the weekly planner.

You'll be taken to the Budgets page, where you can select the locations for which you want to edit budgets. Selecting a location will also load all of its departments. The date picker is used to select the date for which you'd like to view a week from.

Once you select one or more locations, the budgets will be displayed.

Hit the edit button to expose the input fields.

You can then make changes to your budgets and save or revert them as required.

If one of your locations or teams is joined to multiple data streams, you won't be able to edit it in the table.

See the Datastream Management section below to learn how to join or un-join data streams.

You can change whether budgets are shown as wages or in hours by toggling the Wages/Hours toggle in the upper right-hand corner. This change will be reflected on teh Weekly Planner and the rota.

You will then be asked to confirm the change before the setting is applied.

Edit sales data

You're able to manually enter sales data via the dashboard Weekly Planner widget.

You are able to enter the sales data for the account as a whole or for each location. Once this has been completed to have the sales show correctly on the schedule and reports you will need to follow the below steps in Configure your data with Locations & Teams.

Sales data can also be input through the schedule by going to Tools -> Demand Predictions, inputting the data as below and clicking Submit:

Configure your data with Locations & Teams

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 here.

Datastream Management

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

  1. Go to Settings > Integrations > Manage Data Streams > Data Streams

  2. Click on a data stream (these relate to the data which has been imported from your Sales & Revenue system or CSV upload)

  3. Go to Joins > Create new join > Select a team or location to join to

  4. Select team or location

  5. Select if data is sales or budget

  6. Save Changes

Click on the box to rename the datastream and tell which location and/or team it belongs to.

  • If your datastream belongs to the whole organisation, select organisation only.

  • If your datastream belongs to a location within your organisation, select the Location and the organisation. This is the most common setup.

  • If your datastream belongs to a team within a location, select the Team and the Location and the organisation.

  • If you are using Predictive Workforce / Cognitive scheduling, select the Team only.

Business with one location

If you have a datastream for your location, but you only have one location in your account, don't try and assign it to the organization only. This will mean you won't see the data when looking at Schedules. Use the second setup in the list above.

Apply manually entered budgets across different locations

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 Datastreams 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 organization and location.

Example datastream

In this example, we'll have a look at how to configure the Manage Datastreams 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, 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 organization and Location (the restaurant).

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 organization, and Location, and the relevant Team.

For our example, once it is complete it should look like this:

Note: To use Predictive Workforce or Cognitive Scheduling, you'll need to have datastreams assigned to your Teams.

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

View on the Dashboard

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 Labor Budgets data shows in the Budgets section at the top. Ensure you have turned on Labor Budgets in Settings > Feature Management.

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

View on the Schedule

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:

View in Reports

Selecting Reports in the header, you will now see a Revenue section populated in several reports:

  • Wage Cost Report

  • Cost by Employee's Default Team

  • Costs by Shift Team

Wage Cost Report

FAQs and Troubleshooting

What to check if your daily sales totals don't match your point of sales daily totals

If your business trades past midnight, check the 'business hours' settings in your location setup in by navigating to Staff > Locations > Edit > Show advanced options.

The business hours determine the hours that are considered to be part of the respective day, so if revenue received after midnight is still considered to be part of the previous day's trade, adjust the business hours to capture time into the following day.

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