Frequently Asked Questions

You'll need Manager permission to invite users. Go to the person icon (top right) → Account → Manage Users → Invite New User, then enter their name and email. If you run multiple Loaded companies, you'll need to invite them to each one separately, and invites expire after 7 days if not accepted.

This usually points to a connection issue between Loaded and your POS. Open a chat and ask for a human, or email support@loadedhub.com and we'll take a look.

This applies if you're on Idealpos, Bepoz, Swiftpos, Menumate (PosBiz) or Wizbang (Onetap); other POS systems connect a different way. Find the Loaded Data Sync icon in your POS server's taskbar tray, right-click it and select Restart Service. It can take up to half an hour for live data to reappear, so contact support@loadedhub.com if nothing's come through after an hour.

This is almost always because the staff member hasn't been linked between Loaded and your POS. Go to Time → Manage → Staff Members, find them, and check the POS Staff Member field. If it says Not linked, click More next to their name and select the right POS staff member on the Basic tab. If they're missing from that list entirely, they may be linked to a deleted employee on the POS side; tick Show deleted employees, set that old link to Not Set, then relink them properly.

Permissions are broken down by module, including Reports, Cashups, Manager, Timeclock, Payroll, Stock, Stock Sharing, Salary and Approvals Email, and each one can be switched on or off individually per user. Ask someone with Manager permission to review or adjust them for you.

Head to the password reset page, enter your email and click Reset. You'll get an email with a link; click it, set your new password and you're done.

Not currently. The system assigns colours automatically, but it's a request we've had a few times and it's on our radar.

Create a purchase order with those items, receive it without sending it off, and set the cost to $0. It will affect your COGS, but that's expected: you didn't pay for the stock, so your COGS for the month will actually look better.

For stock items: set both sites up as suppliers of each other, raise a credit note on the sending site and a matching purchase order on the receiving site, and use Stock Share so items and recipes don't need to be duplicated. For recipes: the receiving site sets the recipe up as a stock item purchased from the sending site, and the sending site processes it as a POS "sale" when it goes out, which handles the accounting without needing a credit note.

Not manually, no. Some POS systems will pass wastage through as usage automatically, but the recommended way to track it is through stocktakes: your variance figure is effectively your wastage.

Create a stock item like "Keg Deposit" (naming the specific product), assign it under a Beverage category with a default supplier, and add it to purchase orders when new kegs arrive. When the deposit is credited back, raise a credit request for it and receive the credit at the value on the supplier's note. Stocktaking deposits is also worth doing, so you can confirm suppliers are crediting you correctly.

Email support@loadedhub.com and we'll update it for you.

There's no direct integration, but whatever data your POS receives from them will usually flow through to Loaded too, typically as a sales tender type or product group. Check with your POS provider on getting Uber Eats or Doordash filtering through on the till first.

That summary only appears on the system "All Food" and "All Beverage" stocktakes, not custom templates. Use the system stocktakes for a full view you can compare against sales, and custom stocktakes for smaller, more frequent counts where that overview isn't needed.

Yes. Highlight the data, right-click and copy, then in Excel use Paste Special → Paste Values Only to bring it across cleanly.

Your rostered day start time comes from your company's report settings and defaults to 7am–7am, so rostering someone before 7am shows as negative hours until the new day has technically started. Set your day start time earlier than your first shift, then reopen and resave any existing shifts showing negative hours so they pick up the change.

Only going forward. They won't touch shifts already rostered or worked before the change. If a shift was created before the adjustment but falls after it, reopen and resave it to apply the new rate; anything not yet added to the roster or timeclock will use the new rate automatically.

Loaded installs a Data Sync on your POS server that pulls transaction data through in real time, reconciling against your Wizbang Sales, Orders, Transactions Listing and Voids/Wastage reports. For example, Loaded's Sales figure comes from the Nett Total in the Sales report, and Tenders & Reconciliation from the Tendered column in Transactions Listing.

Loaded installs a Data Sync on your POS server that syncs transactions in real time, reconciling against PosBiz's Bill Payments, Bill Tenders, Consumption, Sales Lines, Discount Lines and Cancelled Sales reports. For example, Loaded's Sales figure comes from the Bill Total in Bill Payments.

Open a web browser on your device and log in with the same details you use on desktop. Tap the menu icon in the top left, then use the dropdown next to Reports to jump to other modules and pages. What you can access depends on your permissions, so check with your manager if something's missing; landscape view works too.

Loaded installs a Data Sync on your POS server that syncs transactions in real time, reconciling against Swiftpos's Detailed Transaction Media report. Orders comes from Gross Sales, Sales from Nett Sales, and Discounts and Tenders & Reconciliation from their respective figures in the same report.

Loaded installs a Data Sync on your POS server that syncs transactions in real time, reconciling against the Idealpos Financial Report. Orders comes from Gross Sales, Sales from Nett Sales, Tenders & Reconciliation from the Banking section, and Voids from the Voids total.

Loaded installs a Data Sync on your POS server that syncs transactions in real time, reconciling against the Bepoz Period Summary report. Orders comes from Gross Sales, Sales from Nett Total, Tenders & Reconciliation from the Banking Summary, and Discounts from Pricing Variance, broken down further by scheme.

Because POS databases can't be merged, you'll need a new Loaded company for the new POS. In the new account, set up your staff roles, staff members, pay codes and POS links, plus suppliers, delivery details, custom units, menus, order templates, supplier tenders and stocktake templates. You'll also need to invite your users again with the right permissions, and share your stock items and recipes across from the old account.

Staff clocks sometimes need to be approved or "committed" on the Swiftpos end before they'll show in the back office and flow through to Loaded. Once a staff member has clocked in or out, try committing their shift from the till to the Swiftpos Back Office; that should let it come through.

Every stock item has two price fields: Forecast Price, which you set manually to plan your COGS, and Live Price, which is calculated automatically from your latest invoice or purchase order and can't be edited.