What is a Ghost Job Code or Employee?
A ghost or generic job code is a placeholder created in your system that is not tied to a specific, individual employee.
What is its purpose?
Its primary purpose is to represent sales or tips generated by a group of employees or from an external source. This allows for proper tracking and distribution of funds that are not associated with a single person's clocked-in shift.
When are they used?
The most common scenario for using a ghost job code is for transactions that do not have a dedicated employee, such as:
Online orders
Third-party delivery service orders (e.g., DoorDash, UberEats)
Shared drawers such as Bar and Events.
How to Create and Configure a Ghost Job Code
Step 1: Create the Job Code
You have two options for creating the code:
Option A: Create in your Point-of-Sale (POS) System
Create a new job code within your POS software.
TipHaus will automatically sync and import this new code the next business day.
To use it immediately, you can perform a manual sync in TipHaus by selecting Resync Job Codes with Point-of-Sale.
Option B: Create in TipHaus
Navigate to the Job Codes section in your TipHaus settings.
Select the option to Create a Custom Job Code.
Note: A job code created this way will exist only in TipHaus and will not be reflected in your POS system.
Step 2: Configure the Job Code for Tip Distribution
Once the ghost job code exists, you must configure it to distribute tips correctly.
Assign to Tip Pool or Tip-Sharing Rule: Add the newly created ghost job code to the appropriate tip rule or tip pool.
Set Weight to Zero: Using the points system, set the point value for the ghost job code to zero. This is a critical step. It ensures that while the job code can collect sales and tip data, it is not actually paid out any money itself.
Assign to a Ghost Employee: For organizational clarity, assign ghost job codes to corresponding ghost employee profiles, such as "Online Orders" or "Cashier."
💡Important: You cannot create employees directly in TipHaus. New employees, including "Dummy" or "Ghost" employees, must first be created in your POS system.
Common Scenarios and Use Cases
Use Case 1: Distributing Tips from a Shared Bartender Terminal
Use Case 1: Distributing Tips from a Shared Bartender Terminal
Scenario: Multiple bartenders work from the same sales terminal and do not log in and out individually. All sales are incorrectly attributed to a single employee.
Solution:
Have all sales rung up under a single "Ghost Bartender" employee.
The sales will be automatically assigned to the "Ghost Bartender" job code.
Create a tip pool that includes all of the actual bartender job codes and the ghost bartender job code.
Set the ghost bartender job code's points to zero.
This setup pools all the tips from the shared terminal and distributes them among the real bartenders who were working
Use Case 2: Distributing Tips from Online Order
Use Case 2: Distributing Tips from Online Order
Scenario: Tips from third-party services like DoorDash or Chowly appear in TipHaus but are not assigned to a job code (they may be marked as 'none').
Solution:
Assign these unassigned sales to a ghost job code, such as "Online Orders."
This action enables tip distribution rules.
You can now create rules to distribute these tips to the employees who fulfilled the orders, like Hosts, Expos, or Kitchen Staff.
Use Case 3: Managing Cash Tip Pooling
Use Case 3: Managing Cash Tip Pooling
Scenario: You need an efficient way to enter, track, and redistribute cash tips collected by staff.
Solution:
Create a ghost employee and job code specifically for cash entry.
Input the total collected cash tips under this ghost profile.
Use a tip pool to reallocate the cash to the appropriate employees.
Ensure the distribution rules allocate 100% of the tips to prevent any funds from remaining with the ghost employee.
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