Head office
Setup, reporting, permissions and billing.
Getting started
What is Looper?
One app that turns every store in a franchise or multi-site network into one team.
Sign your organisation up for a free trial
Set up your organisation in under a minute - 30 days free, no card needed.
Your first hour as head office
Four steps from a new organisation to your first shift covered.
Joining from an invitation
Open the link in your invitation email and set a password - your level and store are already set.
Signing in
Sign in with your email and password, or a one-time link sent by email.
Forgot your password
Reset it from the sign-in page with a link sent to your email.
Confirming your email
Why a new organisation’s head office confirms their email before inviting people.
Add Looper to your phone’s home screen
No app store needed - Looper installs from the browser and opens like an app.
Finding your way round
The menu, More, Alerts, the store and brand pickers, and switching hats.
Your account
Your account
Your name, contact details, password, personal details and tablet PIN.
Changing your password
Change it on Account; you need your current one.
Alerts and notifications
Where Looper tells you things, and how you hear about them.
Terms and conditions
Why you’re sometimes asked to accept the terms, and where to read them.
Working shifts
Clocking and the store tablet
The location check when clocking
Why your phone may ask for its location when you clock in or out.
Forgot your PIN, or someone knows it
Your PIN is always on Account; get a new one in one press.
Setting up a store tablet
Turn any tablet into the store’s clocking point in a minute.
The manager’s view at the tablet
Who is in, on a break, late or a no-show - and logging shifts for the team.
Hours, pay and timesheets
Confirming hours after a shift
Both sides confirm what was worked; close enough and the shift completes.
Extra time and the premium
Working past your rota hours: flagged, agreed, and paid at a premium.
Timesheets for managers
The columns, changing hours, rate or premium, and exporting for payroll.
Logging a shift that wasn’t booked
Someone worked but it was never in Looper - add it in seconds.
Setting rota pay rates
Each person’s rate for rota shifts, set once and used everywhere.
Building the rota
Building the rota
Draft the week person by person, then publish it to the team.
Changing a published rota
After publishing, every change needs a reason - and the people affected are told.
Suggested rotas
Let Looper draft the week from the last four weeks at the store.
Covering gaps on the rota
“Can’t do it”, open shifts, and offering a shift to the network.
Adding availability for your team
Fill in someone’s hours for them from the rota.
Extra shifts and matching
Posting an extra shift
Put a shift out to everyone in the network who fits.
Planned, urgent and emergency
What each priority does, and bringing a shift back down.
How matching works
Who Looper shows a shift to, how they’re ranked, and why someone was left out.
Inviting someone and counteroffers
Ask a particular person, and agree a rate.
What if nobody applies?
Ways to reach more people, and what happens to an unfilled shift.
Completing a shift and no-shows
Signing off hours, rating, and recording someone who didn’t turn up.
The wider network
Keeping a store’s shifts and staff to its own team - or opening them up.
Trades, messages and tasks
Approving shift trades
Trades waiting for you, and what approving does.
Messages: shift chat, direct and broadcasts
Three kinds of message, each on its own tab.
Sending a broadcast
An announcement to your team - who can send one, and who gets it.
Tidying up your messages
Older conversations, archiving, and getting them back.
Setting tasks
Jobs for named people, once or on repeat, with due times and priorities.
Store tasks
Jobs the store needs done, whoever does them - like opening and closing checks.
Task templates for head office
Set up store tasks once for a brand and send them to every store.
The manager’s log
The store’s running record between managers, never seen by staff.
People and permissions
Inviting people
Invite staff, managers, franchisees and head office by email.
Verifying and suspending staff
Self-registered staff need verifying before they can be offered shifts.
Levels, regional managers and franchisees
Changing someone’s level, and what each level can do.
Finding staff
Search your store, all your stores, or the wider network.
Who can see what
What each level sees, and what stays private.
Reports, sales and working time
Setup for head office
Setup: an overview
Every setting head office controls, and which are group-wide.
Group head office and brand head office
Running several brands under one group - and keeping them apart.
Brands, franchisees and stores
The shape of your organisation, in Setup, then Network setup.
Roles and skills
The jobs shifts are posted for, and the skills and certificates they need.
Levels and permissions
What each level is called in each brand, and what it can do.
Modules
The add-ons each store has: Manager’s log, Task list, Chat, Policies and L&D.
Public holidays
Which holidays each store shows, and adding your own.
Working-time settings
The UK and USA rule sets, and switching checks off for a brand.
Extra time and clocking settings
The extra-time premium and the phone location check.
Notification settings
Which events reach staff and stores, and through which channels.
Matching settings
Tune how candidates are ranked for your organisation.
The audit log
Every material change to people, shifts, rates and settings.
Plan and billing
How pricing works
One monthly price for your whole organisation, after a 30-day free trial.
Adding payment details
Add a card from Setup, then Plan and billing - you’re not charged until your trial ends.
Invoices, changing card and cancelling
Everything after you subscribe happens in Stripe’s billing portal.
When the trial ends
With a card, nothing changes. Without one, Looper becomes read-only - nothing is deleted.
If a payment fails
Stripe retries for a few days; update your card to sort it now.
Help and feedback
Still stuck?
Already using Looper? Sign in and ask your manager, or head office can tell us through Feedback.