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New Write-ups that write themselves, incident reports you can just say out loud, and more — see what’s new

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Write-ups & PIPs Incident logs Attendance points Licenses & compliance AI Shift reports & time off Repair & maintenance Employee records

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Retail

Every store, every register, on the record.

Attendance points, short drawers, seasonal hires and opening checklists — handled the same way at every store, by every manager.

Talk to us See how it works
  • Attendance points
  • Cash & shrink incidents
  • Seasonal onboarding
  • Store checklists

Sound familiar?

Sound familiar?

Thin margins, high turnover and a holiday rush that doubles the team overnight. Here’s where the record falls apart.

  • Store 2 · 9:58 PM

    The drawer is short again. Nobody wrote it down last time.

    Without a record, the third shortage looks like the first, and there’s no pattern to point to.

    Short drawers logged as private incidents, with the count sheet attached.

  • Every store

    Four store managers, four ways of handling a no-show.

    One writes it up, one lets it slide. Your people notice, and it comes up the day someone challenges a firing.

    One set of point rules at every store, with a point forgiven for each clean month.

  • Holiday hiring

    Forty seasonal hires and a stack of unsigned policies.

    Half of them are on the floor before the paperwork comes back.

    New hires sign your handbook and policies on their own phone before the first shift.

  • Open · 8:30 AM

    Opening checklists that “definitely got done.”

    Right up until the fire marshal finds boxes in front of an exit.

    Every checklist item ticked by name and time, and emailed when the shift closes.

Training, policies and rules

Built to support the rules behind the register.

Set up each training or policy once: who needs it, how long a new hire has and how often it renews. HR PaperTrail assigns it at hire, keeps the proof on file and gives you a heads-up before anything is due.

Track any of these — or your own

  • Harassment prevention
  • Cash handling policy
  • Loss prevention policy
  • Alcohol & tobacco age checks
  • Forklift & pallet jack
  • CPR & First Aid
  • Food handler card
  • Workplace violence prevention training
  • Seasonal hires · 30 days

    Harassment prevention training

    In California, seasonal and temporary hires need harassment-prevention training within 30 days or 100 hours worked, whichever comes first. Assign it at hire with a 30-day due date. Everyone else stays on the two-year cycle.

  • Your policies

    Cash handling and loss prevention

    Drawer counts, bag checks, employee discounts, phones on the floor. Signed on screen by every new hire, with the signed copy in their file.

  • Age-restricted sales

    Alcohol and tobacco age checks

    If you sell alcohol, tobacco or vape products, track the age-check training each cashier needs, with the renewal date on file.

  • Backroom · every 3 years

    Forklift and powered pallet jacks

    Operators trained before they drive and re-evaluated at least every three years, with each person’s card on file.

  • Labor Code §6401.9

    Workplace violence

    A shoplifter who shoves an associate. A customer who threatens a cashier. AI flags incidents that may meet California’s workplace-violence definition. Your team decides.

  • Every store

    Store checklists

    Opening, mid-shift and closing lists for each store, ticked off by name and time and saved with that day’s report.

HR PaperTrail is software, not legal advice. Rules differ by city, county and state — confirm the details with your counsel or regulator.

Every store, every shift

What your store managers use every day.

01 · Attendance points

Points that work the same at every store.

Late, no call/no show and leaving early each carry the point values you choose, at every store. A point comes off for every clean month, automatically, so good habits get rewarded without anyone keeping a spreadsheet.

  • Your rules, your point values, every store
  • A trend line on every employee
  • Suggested points a manager approves
More on Attendance points
02 · Employee records

Seasonal hires, signed before their first shift.

Send a link and new hires sign your handbook, cash handling and loss prevention policies on their own phone. Their training is assigned the moment they’re hired, and you can see who still hasn’t signed.

  • Signed on any phone, no app to download
  • Every signed copy in their file
  • A list of who still hasn’t signed
More on Employee records
03 · Incident logs

Short drawers, shrink and shoplifters, on the record.

Log it from the sales floor: what happened, who was involved, who saw it and photos. Keep loss-prevention cases private. AI flags anything that may count as workplace violence, and your team decides.

  • Private incidents for cash and theft cases
  • Witnesses and photos on every report
  • Say what happened, in English or Spanish, and AI fills in the report
More on Incident logs
04 · Write-ups & PIPs

Write-ups every store manager does the same way.

Pick the reason and the step from your own discipline ladder. The employee reads it, adds a comment and signs on screen, then the store manager, then HR. Signed, dated and in their file before the next shift.

  • The same steps at every store
  • Write-ups in English or Spanish
  • Every earlier warning, one tap away
More on Write-ups & PIPs
05 · Shift reports & time off

Opening and closing, ticked off by name.

Build a checklist for each store and shift: drawers counted by two people, exits clear, price changes posted. Every box is ticked by name and time, and the report lands in your inbox when the store closes.

  • Opening, mid and closing lists per store
  • That day’s incidents, attached to the report
  • Time-off requests approved in the same place
More on Shift reports & time off

A Saturday in the holiday rush

From the opening count to the alarm code.

One busy Saturday at Store 2. The people are fictional. The product is real.

  1. Open

    Two people, one count.

    Priya Raman and Grace Kim count the opening drawers together and tick it off on the store checklist. Exits clear, aisles walked, holiday prices posted, each with a name and a time.

  2. Open

    A seasonal hire, ready before the doors open.

    Tommy Nguyen signed the handbook and the cash handling policy on his phone last night. His harassment-prevention training is already assigned, due in 30 days. Today is his first shift.

  3. Mid

    A no-show on the busiest day of the year.

    Jake Holloway doesn’t call or come in. Priya adds the no call/no show, and the points land exactly as they would at any other store.

  4. Mid

    A shoplifter shoves an associate at the door.

    Grace is shaken but fine. Priya logs it from her phone, with Grace involved and herself as witness. AI flags that it may meet California’s workplace-violence definition. Sam decides what happens next.

  5. Close

    Register 3 comes up short.

    Forty dollars. Priya logs it as a private incident with the count sheet attached. Only she and HR can see it, right next to the two shortages before it.

  6. Close

    The store closes, and the report goes out.

    Closing checklist done, both incidents attached. Sam Ortiz has the whole day in his inbox before Priya sets the alarm.

Who uses it

Every store sees what it needs.

You decide who can see and do what. Store managers see their own store; HR and the owner see every store.

  • Owner or district manager

    e.g. Sam Ortiz

    Every store’s incidents, write-ups, closing reports and expiring training in one place, plus a short summary of the week every Monday morning.

  • Store managers

    e.g. Priya Raman

    Run the checklists, log incidents and present write-ups from a phone. They see their own store and nothing more.

  • HR or the office

    e.g. Danielle Okafor

    Every signed policy, point and write-up in one file per employee, and a list of seasonal hires who still haven’t signed.

  • Associates

    e.g. Grace Kim

    Sign new-hire paperwork and write-ups on their own phone, and ask for time off without chasing a manager.

Questions

Good questions, straight answers.

Something else on your mind? Talk to us — a real person answers.

We have four stores. How does that work?
Each store is set up as its own department. Store managers see their own people; you and HR see every store. Point rules, write-up steps and policies are the same everywhere, so every manager handles things the same way.
Can seasonal hires sign everything before their first shift?
Yes. Send them a link and they sign your handbook and policies on their own phone, with no app to download. Their training is assigned the day they’re hired, and you can see who still hasn’t signed.
Can we keep cash and theft cases private?
Yes. Mark an incident private and only the people you allow can open it. It still counts toward that employee’s history.
Does it replace our scheduling, time clock or register system?
No. Keep the tools you use for schedules, punches and sales. HR PaperTrail keeps the record of what happens on each shift: points, write-ups, incidents, checklists and training.
Can we be up and running before the holiday rush?
Usually within days. Send us your roster as a spreadsheet and we load your stores, positions, point rules and policies for you.

Get started

Put every store on the record.

Tell us about your stores. We’ll reach out within one business day, load your point rules and policies, and import your roster for you.

White-glove setup. We import your roster for you.

More industries

All industries

HR PaperTrail is software, not legal advice. Requirements on this page are general; confirm the specifics with your counsel or regulator. The people and businesses in the examples are fictional.