CRM_JewelTag

Platform Overview

JewelTag is built around four connected modules that share the same underlying item and customer records. Anything you scan at intake follows the piece through pricing, sale, and any future repair — without re-entering data.

Inventory

RFID, barcodes, certs, Shopify sync

Point of Sale

Layaway, trade-ins, commission splits

Repairs

Work orders, photos, status notifications

CRM_JewelTag

Profiles, wishlists, marketing automation

PIN Login & Staff Switch

JewelTag uses a two-layer authentication system. The store owner logs in with their email and password once — after that, individual staff members use a 4-digit PIN to identify themselves at the counter without fully logging out.

First-day confusion point: staff who try to log in with their email at /admin/login won't see the PIN screen. The owner must log in first, then staff tap Switch Associate from the user menu top-right.

pin-login-screen.png → public/pin-login-screen.png

PIN login screen — staff enter their 4-digit code here after the owner has authenticated

switch-associate-modal.png → public/switch-associate-modal.png

Switch Associate modal — accessible from the top-right user menu at any time

Steps to switch staff mid-shift

Click your name / avatar in the top-right corner of the admin panel
Select Switch Associate PIN
The new associate enters their 4-digit PIN
All subsequent sales and repairs are attributed to the new associate

Quick Start Guide

Most stores take their first sale on day one. Follow this order:

01

Log in & set up your store

Add store name, address, timezone, and tax rate under Settings → Store.

02

Create staff accounts

Add each associate under Users, assign a role, and set their 4-digit PIN.

03

Import or add inventory

Upload your existing spreadsheet, or start scanning items in with a barcode gun.

04

Set up your label printer

Connect your Zebra ZD621R to the network and enter its IP under Settings → Hardware.

05

Take your first sale

Scan an item, add a customer, choose a payment method, and complete the sale.

Staff Accounts & Roles

Every staff member gets their own account so sales, commissions, and repairs are correctly attributed. Roles control what each person can see and do.

Role	Access
Superadmin / Owner	Full access — settings, all reports, user management, deletion requests.
Administration	All reports, settings, no system-level changes.
Sales Associate	POS, customer profiles, repair intake. No settings or financial reports.
Bench / Repair	Repair queue and status updates only.

Store Settings

Under Settings → Store configure the fields that affect every transaction — tax rate, default currency, store address on receipts, and logo. The timezone here controls how dates display in all reports.

If your Sales Report shows transactions at midnight UTC instead of local time, this timezone setting is the first thing to check.

Adding Inventory Items

Each inventory item holds up to 62 fields — but most are optional. At minimum you need a barcode, cost price, and supplier. Everything else (certifications, stone weights, RFID) can be added later.

new-inventory-form.png → public/new-inventory-form.png

New Inventory form — field groups: Basic Info, Stone Details, Metal, Pricing, Status

Field groups explained

Basic Info

Department, sub-department, category, supplier code, custom description, primary image

Stone Details

Shape, color, clarity, cut, polish, symmetry, fluorescence, measurements, diamond weight, is_lab_grown

Certification

Certificate number (GIA/IGI/AGS), certificate agency — prints on customer receipts

Metal

Metal type, purity, gross weight, stone weight, metal weight, size

Pricing

Cost price (hidden from sales staff), retail price, web price, markup %, discount %

Status & Flags

Status (in_stock/on_hold/sold/inactive), is_memo, is_trade_in, RFID code, barcode, serial number

CSV Bulk Import

Minimum required CSV columns

barcode, cost_price, supplier_id, department, category, retail_price, metal_type, status

RFID & Barcode Setup

JewelTag supports both barcode scanning and RFID. Barcodes work on all plans. RFID (the rfid_code field on each item) is available on Pro and above.

rfid-barcode-scan-modal.png → public/rfid-barcode-scan-modal.png

Scan modal — click the barcode icon on any search field to open this

Zebra ZD621R Label Printer

Your Zebra printer connects over the local network at 192.168.1.60 by default. Update the IP under Settings → Hardware if your network differs.

Zebra Browser Print must be running on the printing computer. The status dot top-right shows: green = online, yellow = app running but no printer, grey = app not running.

Diamond Certifications

Attach GIA, IGI, AGS, EGL, or HRD certification details to any inventory item via Certificate Number and Certificate Agency fields. These print on customer receipts and appraisal documents automatically. The cert stays linked to the item's history even after it sells.

Memo / Consignment Inventory

Items received on memo from a vendor are flagged is_memo = true and linked to a Memo Vendor. The memo_status field tracks lifecycle:

Status	Meaning
`on_memo`	In your store, not yet owned — vendor can recall it
`sold`	Sold — you owe the vendor; reconcile under Memo Inventory
`returned`	Physically returned to vendor; closes out the memo line

Memo items over 60 days without a status change are flagged in the Memo Aging Report — check monthly to avoid vendor disputes.

Multi-Store Stock Transfers

Move items between locations via Inventory → Stock Transfers. Items stay linked to full history across all stores.

Go to Inventory → Stock Transfers → New Transfer
Select source store and destination store
Scan or search items to include
Submit — items move to In Transit status
Destination store confirms receipt — status becomes Completed

Inventory Audits

Run a physical count audit under Inventory → Inventory Audits. JewelTag compares your counted quantities against the system's expected stock and generates a variance report — showing shrinkage, overages, and unaccounted items.

inventory-audit.png → public/inventory-audit.png

Inventory Audit — scan or manually count items; variance column highlights discrepancies

How an audit works

Create a new audit — it snapshots expected counts from the database
Scan or enter actual counts for each item or location
Submit — the system calculates variance per item (audit_items table)
Review the variance report — investigate any unexplained differences

RFID-enabled stores can complete a full audit 5–10× faster by scanning batches of tags simultaneously rather than one at a time.

Restocking & Purchase Orders

When new stock arrives from a supplier, record it under Inventory → Restock. Each restock entry logs the supplier, quantity, cost, and receipt date — creating a permanent purchase history in the restocks table.

restock-logs.png → public/restock-logs.png

Restock Logs — full purchase history by supplier, date, and item

Restock entries do not automatically create inventory items — they log the purchase event. You still need to add individual items to inventory via the standard item form or CSV import.

Supplier Management

Manage your vendors under Inventory → Suppliers. Every inventory item links to a supplier via supplier_id — so your cost reports and restock logs always show which vendor each piece came from.

supplier-management.png → public/supplier-management.png

Suppliers list — name, contact, and item count per vendor

Create all suppliers before importing inventory via CSV — the import requires a valid supplier_id for every row.

Archived Stock

Items can be archived rather than deleted — archiving removes them from active inventory counts and reports without permanently losing their history. Access archived items under Inventory → Archived Stock.

Common reasons to archive: item sent for repair by supplier, item lost/stolen (pending investigation), end-of-season pieces being held. Archived items can be restored to active stock at any time.

Shopify Sync

JewelTag pushes inventory items to Shopify and keeps stock counts in sync both ways. Synced items store shopify_product_id and shopify_inventory_item_id on the item record.

shopify-push-button.png → public/shopify-push-button.png

Shopify sync button on an inventory item's detail page

Required Shopify scopes

write_products · write_inventory · read_locations

Images must be under 2MB. Synced items get the jeweltag-instore Shopify tag automatically. If the push fails, check the browser console — the most common cause is an oversized image.

Making a Sale

Go to Sales → New Sale. Scan or search items to add to cart, attach a customer, choose a payment method, and complete. Inventory moves from in_stock to sold the moment the receipt prints.

Duplicate sale guard: submitting twice within 30 seconds shows a warning and blocks the second transaction. Dismiss it and check the Sales list — the first sale went through.

Split Payments

Pay with multiple methods in one sale (e.g. $500 card + $200 cash). The split section is collapsed by default — click the toggle to expand it.

split-payment-expanded.png → public/split-payment-expanded.png

Split payment expanded — add payment lines; running total updates live

The split total must match the sale total exactly — even a cent difference keeps the submit button disabled.

Trade-Ins

Enable the Trade-In toggle on a sale to reveal trade-in fields. The value entered subtracts directly from the balance due.

trade-in-section.png → public/trade-in-section.png

Trade-In toggle expanded — description, value, and auto-generated receipt number

Field	Purpose
`trade_in_value`	Amount credited — reduces balance due
`trade_in_description`	Description of traded piece (e.g. "14K yellow gold ring, 4.2g")
`trade_in_receipt_no`	Auto-generated receipt number — keep for records

Add the traded-in piece to inventory as a new item with is_trade_in = true to track its origin.

Trade-In / Scrap Gold Calculator

The Trade-In Check page is a standalone scrap gold and trade value calculator — separate from the sale form. Use it at the counter to quickly estimate what a customer's piece is worth before committing to a purchase price.

trade-in-check.png → public/trade-in-check.png

Trade-In Check — enter metal type, purity, and weight to get a live scrap value estimate

The calculator uses live metal spot prices. It does not create any record — it's purely for estimation. Once you agree on a price, enter the trade-in on the actual sale form.

Special Jobs (Repairs Within a Sale)

A Special Job is a repair billed as part of a sale — e.g. sizing a ring at purchase. It appears as a receipt line item AND creates a repair work order automatically.

special-jobs-section.png → public/special-jobs-section.png

Special Jobs — at the very bottom of the New Sale form, collapsed by default

This is the most-missed feature by new staff. It is at the bottom of the sale form and collapsed — scroll all the way down and open it.

Layaway (Laybuy)

Layaway holds an item for a customer with a deposit, paid off over time. The item immediately becomes on_hold via held_by_sale_id — it won't appear as available stock.

laybuy-creation-on-hold.png → public/laybuy-creation-on-hold.png

Laybuy creation — item status changes to ON HOLD as soon as the first deposit is recorded

Laybuy number format

Plans are numbered LB-YYYYMMDD-HIS (e.g. LB-20260609-143022). The timestamp ensures uniqueness even for same-day plans.

Recording a payment

Open the plan from Sales → Layaways
Click Record Payment
Enter amount and method — creates a row in laybuy_payments, updates last_paid_date
When balance_due hits zero the plan auto-closes and item moves to sold

If a customer cancels

Mark the plan Cancelled — the item returns to in_stock automatically. Process any deposit refund manually from Sales → Refunds.

Commission Tracking

When multiple staff share a sale, each person's split percentage is stored in the sales_person_list JSON field. The My Sales Report uses this to calculate per-associate earnings for any period.

Commission splits are set at sale time. Retroactive edits require an admin-approved Sale Edit Request.

Processing Refunds

Process refunds under Sales → Refunds → New Refund. Link the refund to the original sale, specify the amount and reason, and confirm. The refund is recorded in the refunds table and appears in your daily closing totals as a deduction.

refund-process.png → public/refund-process.png

New Refund form — link to original sale, enter amount and reason

Refunding a sale does not automatically return the item to inventory. If the customer returned the physical piece, go to the item record and manually set its status back to in_stock.

Refund reasons tracked

Always enter a reason — refund patterns by staff member and by reason are visible to admins in the sales audit trail and help identify training gaps or policy issues.

Sale Edit Requests

Once a sale is completed, it cannot be edited directly. Staff submit a Sale Edit Request explaining the change needed — an admin reviews and approves or rejects it. Every request and decision is logged permanently.

sale-edit-request.png → public/sale-edit-request.png

Sale Edit Request — staff describe the change needed; admin sees a queue of pending requests

Admins see all pending requests under Admin → Sale Edit Requests. Approved edits are applied immediately and the approval is logged in the activity trail with the approving admin's name.

Deposit Sales

A Deposit Sale is a partial payment collected upfront for a future purchase — different from a Layaway (which holds a specific item) and different from a Custom Order deposit (which is tied to a production order). Deposit sales are tracked in the deposit_sales table and appear in the Deposit Sales Report.

deposit-sales-report.png → public/deposit-sales-report.png

Deposit Sales Report — all open deposits with customer, amount held, and age

Creating Custom Orders

Custom Orders are for pieces that don't exist yet — commissioned from scratch or special-ordered from a vendor. They live in their own pipeline separate from regular sales.

The three date fields — all different

Field	Meaning
`due_date`	Date promised to the customer
`expected_delivery_date`	When you expect the vendor to deliver to you — earlier than due_date
`follow_up_date`	When staff should next contact the customer with a status update

Order Stages — The Pipeline

Every custom order moves through six stages. The Pipeline Report groups all orders by stage so you can see at a glance what's stuck and what's overdue.

custom-order-stages.png → public/custom-order-stages.png

The six status stages — each maps to a column in the Pipeline Report

Stage	Meaning	Who acts next
Draft	Created, not yet quoted	Sales staff
Quoted	Price given, awaiting approval	Customer
Approved	Approved, deposit collected	You / Vendor
In Production	Order placed with vendor / bench	Vendor / Bench
Ready for Pickup	Piece received, customer notified	Customer
Completed	Paid in full and collected	—

Deposit → Sale Conversion

When the customer collects and pays the balance, convert the order to a full sale. This is the most error-prone step for new staff.

custom-order-deposit-to-sale.png → public/custom-order-deposit-to-sale.png

Convert to Sale — deposit carried forward, balance auto-calculated

Open the order (status must be Ready for Pickup)
Click Convert to Sale
Review: quoted price, deposits paid, balance due
Collect balance, select payment method, complete
A linked sale is created; order moves to Completed

Never enter a manual sale for a custom order balance — always use Convert to Sale so deposit history and the order link are preserved.

Creating Repair Orders

Start a repair from Repairs → New Repair or from a customer's profile. Always attach photos at intake — your proof of condition if any dispute arises.

Repairs created as Special Jobs within a sale link automatically to the sale record and appear in both the repair queue and sale line items.

Repair Number Format

Repairs are numbered YYMMDD-N where N resets to 1 each day.

repair-number-format.png → public/repair-number-format.png

Repair list — 260609-1 = first repair on June 9, 2026

Old repair numbers from a previous system are stored in legacy_repair_no and are fully searchable — no need to re-number.

Status & Notifications

Move repairs through stages as work progresses. Marking Ready for Pickup triggers an automatic SMS/email to the customer (CRM_JewelTag required).

Status	Meaning
Received	Dropped off, work order created
In Progress	Bench actively working
On Hold	Waiting on parts or customer decision
Ready for Pickup	Complete — customer notified
Completed	Collected and paid

Analytics Dashboard

The main Dashboard shows today's at-a-glance metrics — revenue, items sold, repairs due, and layaway balances outstanding. Widgets update in real time as the day progresses.

analytics-dashboard.png → public/analytics-dashboard.png

Analytics Dashboard — today's revenue, top items, pending repairs, and layaway health at a glance

The Analytics page (separate from Dashboard) provides deeper trend charts — sales by month, category performance, and staff rankings over a chosen date range.

Sales Report & Date Logic

The Sales Report filters by effective sale date — the payment date (payments.paid_at), not the record creation date. This is critical for imported historical data.

sales-report-date-filter.png → public/sales-report-date-filter.png

Sales Report — date filter uses payment date; the date column shows effective sale date

Imported / OnSwim data: invoice format D091225-XXXX encodes the real sale date (Sep 12, 2025). The report decodes this automatically — if dates look wrong, check the invoice number format.

My Sales Report

The My Sales Report is a per-associate view — each staff member sees only their own sales and commission earnings. Admins can view any associate. It uses the sales_person_list JSON split to calculate each person's share correctly, even for multi-staff sales.

my-sales-report.png → public/my-sales-report.png

My Sales Report — filtered to the logged-in associate; shows split commission per sale

OnSwim import note: imported sales decode the real date from the invoice number automatically — so historical commission figures are correct even for pre-migration sales.

Sold Stock Report

The Sold Stock Report shows every sold item with its cost, sale price, margin, and the associate who sold it — filtered by date range, category, or department. Use this for buying decisions and to identify your highest-margin categories.

sold-stock-report.png → public/sold-stock-report.png

Sold Stock Report — item-level view of cost vs sale price vs margin

Stock Aging Report

Shows unsold inventory grouped by how long it has been in stock — 0–30 days, 31–60, 61–90, and 90+ days. Use this monthly to identify slow-moving pieces that need repricing or promotion.

stock-aging-report.png → public/stock-aging-report.png

Stock Aging Report — items bucketed by days in stock; 90+ column flags stale inventory

Inactive Stock Report

Lists all items with status inactive — including when they were inactivated, by whom, and the stated reason (inactivated_at, inactivated_by, inactivated_reason). Useful for audits and for tracking items sent off-site.

inactive-stock-report.png → public/inactive-stock-report.png

Inactive Stock Report — who inactivated each item, when, and why

Warranty Report

Shows all items and custom orders with active warranties — including warranty_period, warranty_charge, and the original sale date. Use this when a customer returns for a warranty repair to quickly verify coverage.

warranty-report.png → public/warranty-report.png

Warranty Report — active warranties with period, charge, and expiry

Deposit Sales Report

Lists all open deposit sales — money held from customers who haven't completed their purchase yet. Shows customer, deposit amount, date collected, and how many days old the deposit is. Review this weekly to follow up on aging deposits.

deposit-sales-report.png → public/deposit-sales-report.png

Deposit Sales Report — open deposits with age and customer detail

Restock Logs

Full purchase history from suppliers — every restock event with date, supplier, items, quantities, and cost. Use this to track vendor delivery performance and reconcile against supplier invoices.

restock-logs.png → public/restock-logs.png

Restock Logs — chronological purchase history by supplier

End of Day Closing

EOD Closing locks the day's transactions and produces a summary for your records. After submission, edits require an admin-approved Sale Edit Request.

eod-before-after.png → public/eod-before-after.png

EOD Closing — open day summary (before) and locked confirmation (after)

After submitting EOD, staff often can't find it. It moves to Reports → End of Day → Closed Days — it is not deleted.

Custom Order Pipeline Report

Kanban-style view of every active custom order by stage — total value per stage, average days stuck, and an overdue table at the bottom.

custom-order-pipeline-report.png → public/custom-order-pipeline-report.png

Pipeline Report — six columns, overdue orders in red table below

Filter pills at the top narrow to last 30 or 90 days. Click any order number to jump to its edit page.

Laybuy Health Report

Classifies every active layaway into four risk tiers based on payment pace and due date proximity.

laybuy-health-report.png → public/laybuy-health-report.png

Laybuy Health — risk-tiered cards; urgent plans at the top

Tier	Criteria	Action
Overdue	Past due_date with balance remaining	Call immediately
At Risk	Due within 7 days AND under 50% paid	Send reminder this week
Watch	Under 50% paid OR no payment in 30+ days	Monitor closely
On Track	Paying on schedule	No action needed

Label Designer & Printing

Design label layouts under Admin → Label Designer. Labels print to your Zebra ZD621R via ZPL through the Zebra Browser Print app.

label-designer-print.png → public/label-designer-print.png

Label Designer — layout editor, ZPL preview, and print button

Troubleshooting

Symptom	Fix
Grey dot top-right	Start Zebra Browser Print app on this computer
Yellow dot	App running but no printer — check cable/IP (`192.168.1.60`)
Label prints blank	Hold Feed 2s for media calibration
Wrong label size	Update layout dimensions in Label Designer

Customer Profiles

Every sale and repair logs automatically to the customer's profile — purchase history, total spend, preferred categories, and key dates. Search by name, phone, or email from the top search bar.

Duplicate phone numbers: JewelTag shows a confirmation dialog if a phone already exists. Do not skip it — this prevents duplicate profiles for the same person.

Wishlists & Follow-ups

Add items to a customer's wishlist from their profile or from an item page. The Upcoming Follow-Ups report surfaces customers with a follow_up_date due today or in the next 7 days — so no customer check-in falls through the cracks.

Marketing Automation

Automate birthday, anniversary, and wishlist-restock messages under CRM → Automation. SMS campaigns require 10DLC registration — contact our team if you need help completing this.

Find Stock / Sale / Customer / Payment

JewelTag has four dedicated quick-search pages — faster than using the main resource lists when you know what you're looking for.

find-stock.png → public/find-stock.png

Find Stock — search by barcode, RFID, description, or certificate number

Page	Search by	Best used for
Find Stock	Barcode, RFID, description, cert number	Looking up a specific piece quickly at the counter
Find Sale	Invoice number, customer name, date	Pulling up a past sale for a customer query or reprint
Find Customer	Name, phone, email	Identifying a customer before starting a sale
Find Payment	Payment reference, amount, date	Reconciling a specific payment against bank records

Activity Logs

Every action in JewelTag is logged — who created, edited, or deleted what, and when. Access the full audit trail under Admin → Activity Logs. Useful for investigating discrepancies, staff disputes, or unexpected changes.

activity-log.png → public/activity-log.png

Activity Log — timestamp, user, action type, and the changed record

Activity logs are read-only and cannot be cleared by any user — including superadmins. They are your permanent paper trail.

Deletion Requests

JewelTag does not allow direct deletion of sales, inventory items, or customer records by regular staff. Instead, staff submit a Deletion Request with a reason — an admin reviews and approves or rejects it.

This two-step process prevents accidental data loss and ensures there's always an audit trail for why something was removed. All requests and decisions are logged permanently.

How to submit a deletion request

Open the record you need deleted (sale, item, or customer)
Click the Request Deletion button (bottom of the form)
Enter a reason — be specific
Submit — an admin is notified
The record is deleted only after admin approval

Support Tickets

Raise a support ticket with the JewelTag team directly from within the admin panel — under Help & Support in the user menu. Every ticket is emailed to the JewelTag support team and tracked until resolved.

support-ticket.png → public/support-ticket.png

Support Ticket form — describe the issue; replies go to your email

You can reply to tickets by replying to the email notification — no need to return to the admin panel. Your reply threads back to the ticket automatically.

API Keys

Generate API keys for external integrations under Settings → API Keys. Each key can be scoped to specific endpoints — create a separate key for each integration so you can revoke one without affecting others.

Store API keys in your integration's environment variables — never hard-code them in source files or share them in messages. If a key is compromised, revoke it immediately from this page.

Roles & Permissions

JewelTag ships with four default roles (Superadmin, Administration, Sales Associate, Bench). Custom roles can be created under Admin → Roles — assign exactly the permissions each role needs, no more.

Permissions are granular — you can create a role that can view reports but not edit sales, or one that can process refunds but not access settings. Contact support if you need help designing a custom role for your workflow.

QuickBooks Sync

Connect QuickBooks Online or Desktop to push daily sales summaries directly to your books — no manual journal entries. Connect under Settings → Integrations → QuickBooks.

API Reference

Building a custom integration? Our REST API covers inventory, transactions, and customers. Authentication uses API keys from Settings → API Keys.

View Full API Reference

Documentation