Sector · Retail and store chains

Retail staff scheduling: each store sees its team, head office sees all

Ten branches send ten different spreadsheets to head office at month end. In this system every store is a branch in the department tree: the store manager runs only their own team, and head office HR reads the same timesheet filtered by branch.

Try it free for 30 days Pricing and all modules

Branch = departmentStore managers see their own teamTwo-level leave approvalPublic holiday report

Where do the problems start in a store chain?

In retail the store sets the working hours: the mall’s opening and closing times, weekend crowds, campaign days. The store manager builds the roster and often announces it in a messaging group; head office sees what happened in the branch only when the month-end file arrives.

The second problem is access. If every store manager can open the single spreadsheet at head office, every manager sees the whole company’s leave and overtime. As branches multiply, that is both confusion and a personal data risk.

Head office and store: who sees and approves what?

Head office and store: who sees and approves what?
Role	Sees	Approves
Store manager (department lead)	Only their own store’s staff, shifts and timesheet	First level of leave and overtime requests
Head office HR	All stores; reports filtered by branch	Final level in two-level approval
Accounting	Timesheet and the accountant package	Month-end timesheet approval
Sales associate	Own shifts, remaining leave, request stage	—

There are six ready roles; company-specific roles can be added. In two-level approval, the same manager cannot give both levels.

Day-to-day use in the store

A QR for every store

The code posted in the staff room is tied to that store’s location; scanned in another branch, it does not record a clock-in for this one.

Opening and closing shifts

Opening, mid and closing shifts are defined separately; the planned break is tied to the shift.

Shift swaps

An associate who wants to swap with a colleague files a request; the colleague and the store manager approve. The “I can’t make it” lost in the group chat is over.

Public holidays

Staff working in a store open on a public holiday appear as a separate line; the public holiday work report (art. 47) is available too.

A store opening late

Staff expected but not clocked in show on the live board; the store manager knows before the shutter goes up.

A new store

Add the branch to the department tree, define its location and QR, assign staff; no separate installation.

When store chains ask

Can a store manager see another branch’s staff?

No. The store manager has the department lead role and sees and approves only their own store’s staff, shifts and requests. All stores are visible to head office HR and admin roles.

How is work in a store open on a public holiday reported?

Public holiday work appears as a separate line on the timesheet, and the public holiday work report exports as PDF, CSV or Excel. Under art. 47 of Law 4857, an employee who works on a public holiday is paid an additional day’s wage for each day worked; the amount is calculated in payroll, in your accountant’s program.

Phones are not used on the shop floor; how is attendance taken?

Staff scan the QR code in the staff room at the start of the shift or enter their PIN on the shared tablet. They do not need to carry a phone during the shift; the clock-out at the end is taken the same way, by the same code or on the tablet.

Can the store manager approve leave first and head office second?

Yes; with two-level approval the store manager gives the first approval and head office the final one, and the same person cannot give both. Approved leave is added to the timesheet and the leave balance automatically.

Let’s set up your branch structure together

Tell us how many stores and staff you have; we define the department tree and store QR codes with you during onboarding.

Try it free for 30 days Call us now Send an email

+90 541 454 25 24 bilgi@medyajans.com.tr