🤖 Automatically Open / Close a Store

In ORO POS 1.5+, you can configure the store to automatically open when the first employee clocks in, and automatically close at a fixed time. No more manual “Open Store” / “Close Store” steps every day.

💡 In Simple Terms

Instead of asking your morning manager to “remember to open the store” and your closing manager to “remember to close it” — let ORO POS do it for you. One-time setup, every day handled automatically.

📋 In This Page

→ Why Use Auto Open/Close?
→ How It Works
→ Setup Steps
→ Option 1: Auto Open on Clock-In
→ Option 2: Auto Close at Set Time
→ Authorized User Simulation
→ Real-World Examples
→ ⚠️ Things to Watch Out For

🎯 Why Use Auto Open / Close?

Manual Process Pain	Auto Process Solution
😩 Manager forgot to open the store — first cashier can’t take orders	✅ First clock-in opens automatically
🌙 Manager left without closing — drawer reports never finalized	✅ System closes at set time, generates reports
📉 Sales sit in “open” status overnight	✅ Daily reports always complete
⏰ Time spent training every manager on open/close	✅ Just clock in — system handles the rest
🔁 Inconsistent close times skew reports	✅ Same time every day = clean comparable reports

⚙️ How It Works

🌅 6:00 AM
First clock-in
→ Store auto-opens

🛒 Daytime
Normal Operations
Sales, drawers, tips

🌙 11:00 PM
Auto-close fires
Simulated as authorized user

Trigger	What Happens
👤 First user clocks in	Store session opens automatically — that user can immediately take orders
⏰ Configured close time arrives	System simulates an authorized user closing the store — runs the full close sequence

🛠️ Setup Steps

Path: Back-Office → Admin → Store Configuration → Session

Setting	What It Does
Auto Open Store on First Clock-In	When ON, the first employee clocking in opens the store automatically
Auto Close Store	When ON, set the time → store closes automatically at that moment each day

1️⃣ Auto Open Store on First Clock-In

How it works:

When this is enabled, the moment any employee clocks in to start their shift, ORO POS automatically opens the store session. No manual “Open Store” tap needed.

📌 Real Example: Coffee Shop

Time	Event
5:45 AM	Barista Sarah arrives, taps Clock In
5:45 AM	⚡ Store auto-opens. Sarah can take orders immediately.
6:00 AM	First customer walks in — Sarah rings up coffee. No “manager not here yet” delay.

2️⃣ Auto Close Store at Set Time

How it works:

Set a time (e.g., 11:00 PM). When that time hits, ORO POS simulates an authorized user closing the store — runs the full close sequence automatically.

📌 What “Simulates Authorized User” Means

When time hits, system does what an authorized user would do:
🔒 Forces close any open cash drawers
💼 Forces close any open staff banks
👋 Force-clocks-out any remaining employees
🌙 Closes the store session
📊 Generates the session summary report
📁 Locks the period — no more sales accepted

📌 Real Example: Quick-Service Restaurant

Restaurant closes daily at 11:00 PM. Manager often busy with closing duties (cleaning, locking up).

Time	Event
10:55 PM	Last customer leaves. Cashier closes drawer manually.
11:00 PM	⚡ Auto-close fires. Store session closes automatically.
11:01 PM	📊 Reports already generated. Manager can review while finishing cleanup.
11:30 PM	Manager locks up and leaves. Nothing forgotten.

👤 Authorized User Simulation Explained

💡 The System Acts As If a Manager Closed It

Auto-close simulates an authorized user closing the store — exactly the same as if a manager pressed the “Close Store” button. The reports look identical. The audit trail shows the close happened.

What’s Logged

Field	Value
Closed by	System / Auto-Close
Closed at	Configured time (e.g., 11:00 PM)
Reports generated	✅ Yes — same as manual close
Audit trail	✅ Logged in session history

💼 Real-World Examples

☕ Coffee Shop (Both Auto Settings)

✅ Auto open on first clock-in (5:45 AM barista arrives → store opens)
✅ Auto close at 9:30 PM
Owner doesn’t have to be present at open or close. Total automation.

🍴 Family Restaurant (Auto Close Only)

❌ Manual open (manager comes in early to set drawers, count change, etc.)
✅ Auto close at 11:00 PM
Manager can leave when cleaning is done — close happens automatically.

🍔 Quick-Service / Drive-Thru (Both Auto)

✅ Both auto settings ON
Crew leader clock-in opens at 6 AM
Auto close at 11 PM
Hands-off operation — owner reviews reports remotely

🍻 Bar / Late-Night (Auto Close at Crossing-Midnight Time)

Open: manual at 5 PM
✅ Auto close at 2:30 AM
Catches the late-night close even when bartenders are tired

⚠️ Things to Watch Out For

Pitfall	How to Avoid
⏰ Auto-close fires while customer is still ordering	Set close time after latest possible service window
💳 Pre-auths not captured before auto-close	Train staff to capture tips before midnight; or set auto-close after that
💵 Tips not paid out — Tips Differential not $0	Pay tips earlier in the night, not at the very end
📋 Open tickets at close → Receipt Differential	Servers must close all tickets before auto-close fires
🏪 Store extends hours for events / holidays	Manually disable auto-close for special days

⭐ Best Practices

Tip	Why
Set auto-close 15-30 min after last service hour	Buffer for cleanup + late tickets
Use auto-open if your morning manager arrives later than first cashier	No bottleneck waiting on manager
Have a closing checklist for staff	Capture pre-auths + close tickets before auto-close
Review auto-closed reports next morning	Check for differentials → catch issues early
For multi-day events, disable auto-close	Don’t accidentally close mid-event

📚 Related Guides

🔗 Continue Learning

→ Store Sessions Guide

→ Session Summary Report

→ Differentials Explained

📞 Need More Help?

Visit guide.orocube.com or contact helpdesk@orocube.net