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Account Setup Checklist

This checklist guides you through the complete setup of your Cold Stone franchise on the SaaS platform.

Step 1: Franchise Information

Your franchise profile includes essential business information:

Field Description Required
Franchise Name Your business name Yes
EIN Employer Identification Number (##-#######) Yes
State Tax ID State tax identification number Yes
Primary Contact Main point of contact Yes
Contact Email Primary email for notifications Yes
Contact Phone Primary phone number Yes

Finding Your EIN

Your EIN can be found on your IRS Form SS-4 confirmation letter or any tax documents filed with the IRS.

Step 2: Store Locations

Add each of your store locations:

Field Description Required
Location Name Store identifier (e.g., "Downtown") Yes
Location Code Short code (e.g., "DT") Yes
Address Full street address Yes
City, State, ZIP Location details Yes
Phone Store phone number Yes
Timezone Store timezone Yes

R365 Integration Fields

If you're using Restaurant365, also configure:

Field Description
Location Number R365 location identifier
IRS Establishment Number For Form 8027 (up to 5 digits)
Sales Tax Rate Local sales tax percentage
Date Established Store opening date
POS Import Type None / Sales / Sales and Labor

Step 3: Feature Settings

Enable the features your franchise will use:

Feature Description Default
Scheduling Employee scheduling and shift management Enabled
Time Off PTO requests and approval workflow Enabled
Onboarding New employee setup automation Enabled
Inventory Inventory tracking (coming soon) Disabled

Feature Availability

Some features may require additional configuration or subscription upgrades. Contact support for details.

Step 4: User Accounts

Set up initial user accounts for your team:

Role Types

Role Access Level
Owner Full access to all features and settings
Manager Schedule management, employee management, reports
Office Administrative access, reporting
Viewer Read-only access to schedules and reports

Required Users

At minimum, create accounts for:

  • [ ] Franchise owner or primary administrator
  • [ ] Store manager(s)
  • [ ] Any office staff who need access

Step 5: Review and Activate

Before activating your franchise:

  1. Review all information for accuracy
  2. Verify store locations are correctly configured
  3. Confirm user accounts have been created
  4. Test access by logging in with a manager account

Activation Complete

Once activated, your franchise is live on the platform. Employees can begin receiving schedule notifications and accessing their portals.

Next Steps

After completing setup:

  1. Create your first schedule
  2. Configure time-off policies
  3. Add employees to the system

Need Help?

If you encounter issues during setup: