Event Merch

How to use the POS system

Task	How we do it
Unlock Tablet	Merch lead or co-lead will provide you with password.
Open Shopify	Select the blue Shopify icon. Merch lead or co-lead will provide you with password.
Count the cash drawer - Opening	1) Merch lead or co-lead will show you where to find the cash box, keys, and Cash Flow Log Book. Once you have the cash box and keys, take it immediately to the register. Do not leave these items unattended.
	2) Open Shopify → select the three-dot icon in top right → scroll down and select “open drawer”
	3) Count the amount of each currency increment as you transfer it to the register drawer. Cash and coin are sorted from left to right: twenties → tens → fives → ones; quarters → dimes → nickels → pennies. Write down the amount of each in the blue merch notebook. This amount should always total $200. Notate the amount in the far left column in the Cash Flow Log Book. Be sure to include the date, the event, write “open count”, and sign your initials. If your count is over or under $200, document that difference.
example:	1-2-24 \| Creator Open House open count - K.N. \| [blank] \| [blank] \| 200.00
	4) Close the drawer. Ensure the blue deposit envelop is locked back in the cash box. Return cash box, keys, and cashflow book to their proper places immediately.
Add items to cart	Items are sorted by categories shown on the left side of the screen. Select the appropriate category → scroll to find item -OR- type the item name into the search bar → select the item to add to cart. A green prompt will state “Added to cart” confirming your action. For items with a variance: select item → select the requested color/size or style option to add to the cart.
Remove items from cart	The cart is on the right side of the screen. Select the item you want to remove → select “Remove from cart” to delete the item.
Add a custom item	Select the “Custom Item” tile on the left side → enter item description under “Title” → enter item price → enter quantity requested → make sure sales tax is selected (the indicator will be blue to charge tax) where applicable → select ”Add” at the top right of the screen → make sure it is saved in the cart.
Cash transaction	Select checkout → select cash → enter the amount the customer gave you → the drawer will pop open and their change amount will appear on the screen. Make sure you enter the correct amount and count out the correct change.
Card transaction	Select checkout → tell the customer to either tap or insert their card into the card reader. Make sure the transaction is approved before they walk away. Manual Entry: select “Credit card (manual entry)” → enter their card number, expiration date, CVV code, then select “Charge”.
Printing a receipt	Ask the customer if they would like a receipt. Receipts can be printed, emailed, or texted. Once the screen says “Payment approved”, scroll down and select the option preferred by the customer.
Returns	We accept returns on most products. Customers must have some form of receipt. To return an item, Select “Orders” on the bottom of the screen → search for the transaction based on transaction total → verify receipt number is the same as it appears at the very bottom of the receipt → select the “+” for the item and quantity being returned and select “Next”→ select why the item is being returned in the dropdown and select “Next” → review the return summary for accuracy and select “ Refund $x.xx” → ask the customer if they would like a receipt. If yes, select the requested format. If not, then select “Done”. We do not accept turns on raffle tickets and partially consumed food/beverage items. To return the the main register screen, select the “Home” icon on the bottom of the screen.
Add discount	A discount can be applied when the “Apply discount” tile on the left side of the screen turns green. Select this tile → select “Discount code” → enter discount code or select code from “Recently used active codes” → select “Save” at the top right of the screen. The discount code will apply and bring you back to the main register page. If the code is not validated: check your spelling, capitalization, and ensure there are no extra spaces. The merch lead or co-lead will have a list of valid discount codes at the register.
Locker rental	Select the tile “Rental” on the left side of the screen → select “Locker Rental” and then “Go to cart” → complete the transaction. Give a locker key with the elastic to the customer and place their I.D. in the register. At the end of the event, check that all locker keys have been returned. If any keys have not been returned by the time you are finished closing the register, take the remaining I.D. to the proper person (Do not call out their legal name) and exchange for their locker key once they’ve collected their belongings. If the person has left, with the key, we have spares in the register.
Count the cash drawer - closing	1) Count the amount of each currency increment as you transfer it to the cash box. Cash and coin are sorted from left to right: twenties → tens → fives → ones; quarters → dimes → nickels → pennies. Write down the amount of each in the blue merch notebook. . Notate the total amount in the far left column in the Cash Flow Log Book. Be sure to include the date, the event, write “close count”, and sign your initials. If your count is over or under $200, document that difference. Once all cash and coin have been transferred to the, close the drawer.
example:	1-2-24 \| Creator Open House open count - K.N. \| [blank] \| [blank] \| 367.38
	2) Return cash box, keys, and Cash Flow Log Book to their proper places immediately. Do not leave these items unattended.

Event Checklist

turn on beverage coolers (temp knobs and light switches)

count drawer (opening $200)

stock low items

ensure display is tidy and all items are front-facing

ensure card reader is connected

complete a test transaction

turn on live menu

count drawer (closing)

prepare deposit (any cash/coin amount over $200 is deposited)

Frequently asked questions at merch

Question	Answers
Do you have non-alcoholic beverages?	“We have a great selection of mocktails and other gourmet beverages.”
Can I try on the shirt/tank?	“Of course! If you would like some privacy, please use the bathroom down the hall.” (most people try it on over whatever they’re wearing)
Is it okay if I take pictures of your rooms?	“Please do! Our members’ privacy is very important to us so please make sure you get consent from anyone who is in the frame of your shot.”
What are your raffle items?	Direct them to the raffle table and highlight the value of our high-price items to push more ticket sales.

Basic customer interactions: Always be polite!

Situation	Strategies to handle it
Multiple people clogging the register area	Encourage them to explore the space or hit the dance floor. You can also simply say “I would like to keep the register area clear for people who want to make purchases. We have a great common area where you can socialize.”
One person holding up the line	“It’s nice talking with you but I need to focus on my volunteer duties.” or “If you don’t mind, I would like to assist the guests waiting in line.”