Documentation

RetailMind AI is an AI-powered smart mart management platform built for small-scale businesses in Ghana. It provides a complete suite of tools including POS, inventory management, staff management, AI fraud detection, and business analytics.

System Requirements

• A modern web browser (Chrome, Firefox, Safari, or Edge)
• Stable internet connection
• Any device — desktop, tablet, or smartphone

Quick Start

1. Create an account — Click "Get Started" on the homepage to register your business.
2. Verify your email — Enter the 6-digit code sent to your email.
3. Log in — Use your email and password to access the dashboard.
4. Add your first shop — Go to Shops and create your first store location.
5. Add products — Set up your product catalog with prices and stock levels.
6. Start selling — Use the POS system to process transactions.

Owner Registration

Business owners register through the Sign Up page. You'll provide your business name, personal details, email, and a password. An organization is automatically created for your business.

Email Verification

After registration, a 6-digit verification code is sent to your email. Enter this code on the verification page. Codes expire after 15 minutes — you can request a new one using the "Resend Code" button.

Forgot Password

If you forget your password, click "Forgot password?" on the login page. Enter your email address and a password reset link will be sent to your inbox. The link expires after 1 hour. Click the link, set a new password, and you're back in.

This works for all account types — owners, managers, and staff.

Staff Accounts

Business owners (management) can create staff accounts from the Staff page. Staff members receive a temporary password and must change it on their first login. Staff can be assigned roles like Cashier, Stock Manager, or Shop Manager.

Roles & Permissions

Manage multiple shop locations from a single dashboard. Each shop has its own inventory, staff assignments, and transaction history.

Creating a Shop

1. Navigate to Shops from the sidebar.
2. Click Add Shop.
3. Enter the shop name, location, and contact details.
4. Default product categories are automatically created for your shop.

Shop Settings

Each shop can have custom settings for tax rates, receipt headers, and operating hours. Access these from the shop's settings icon.

The Point of Sale system is designed for fast, intuitive transactions.

Processing a Sale

1. Select the shop you're operating from.
2. Search for products by name or scan a barcode.
3. Adjust quantities as needed.
4. Choose a payment method: Cash, Card, or Mobile Money (via Paystack).
5. Complete the transaction and print/share the receipt.

Payment Methods

• Cash — Enter amount received, change is calculated automatically.
• Card / Mobile Money — Processed securely through Paystack integration.

Track stock levels across all your shops in real-time.

Key Features

• Stock tracking — Monitor current stock levels per shop.
• Low stock alerts — Get notified when products fall below minimum thresholds.
• Stock adjustments — Record stock-in, stock-out, and adjustments with reasons.
• Supplier management — Track suppliers and purchase orders.
• Categories — Organize products into categories for easy browsing.

Manage your team with role-based access control.

Adding Staff

1. Go to Staff from the sidebar.
2. Click Add Staff.
3. Enter their name, email, phone, role, and a temporary password.
4. Assign them to one or more shops.
5. Staff will be required to change their password on first login.

Managing Staff

• Disable accounts — Instantly block a staff member's access if they leave or are fired. They won't be able to log in until re-enabled.
• Re-enable accounts — Restore access for a previously disabled staff member.
• Delete accounts — Permanently remove a staff member from the system (owner accounts cannot be deleted).
• Reset passwords — Set a new temporary password; staff will be forced to change it on next login.
• Change roles and shop assignments.
• View staff activity in the audit log.

RetailMind AI uses machine learning algorithms to detect suspicious activities and protect your business.

How It Works

• Transactions are analyzed in real-time for anomalies.
• Risk scores are calculated for each shop and staff member.
• Alerts are generated for suspicious patterns (unusual refunds, void transactions, off-hours activity).
• ML models are retrained periodically to improve accuracy.

Discount Fraud Protection

Owners, General Managers, Store Managers, and Inventory Managers can set approved discount percentages per product per shop — either from the Inventory page (inline editing in the Discount column) or by telling the AI chatbot (e.g. "set 10% discount on Coca Cola at Main Shop"). Accountants and other roles cannot set discounts.

These discounts are auto-applied at the POS with strikethrough pricing. If any staff member manually adds a discount that differs from the management-approved rate, the system silently logs it as an Unauthorized Discount fraud alert — the sale still goes through but management is notified with full details including the product, attempted vs allowed discount, and revenue impact.

Fraud Alerts

View and manage fraud alerts from the Fraud Alerts page. Each alert shows the severity, description, and recommended action. You can mark alerts as reviewed or escalate them.

Make data-driven decisions with comprehensive business analytics.

Dashboard

• Revenue overview with daily, weekly, and monthly trends.
• Transaction counts and average order values.
• Top-selling products and categories.
• Shop comparison charts.

Reports

• Sales reports by date range, shop, or product.
• Inventory valuation reports.
• Staff performance metrics.
• Payment method breakdowns.

RetailMind AI integrates with Paystack for secure card and mobile money payments.

Supported Methods

• Visa / Mastercard debit and credit cards
• Mobile Money (MTN, Vodafone, AirtelTigo)
• Cash payments (recorded locally)

All transactions in Ghana Cedis (₵). Paystack handles PCI compliance and security.