User Manual

Step-by-step guides for every feature

1

Create Your Account

Visit the Sign Up page and fill in:

Business Information

  • Business / Organization name

Personal Information

  • First name and last name
  • Email address
  • Phone number
  • Password (min 8 characters)

Your email will be used for login and receiving important notifications. Make sure it's correct.

2

Verify Your Email

After registration, check your email for a 6-digit verification code.

  1. Open the email from RetailMind AI.
  2. Enter the 6-digit code on the verification page.
  3. Click Verify.

Codes expire after 15 minutes. If expired, click "Resend Code" to get a new one. Check your spam folder if you don't see the email.

3

Explore the Dashboard

After logging in, you'll see the main dashboard with an overview of your business:

Revenue

Today's and monthly sales

Transactions

Recent sales activity

Alerts

Low stock & fraud alerts

4

Add Your First Branch

  1. Click Branches in the sidebar navigation.
  2. Click the + Add Branch button.
  3. Fill in the branch name, address, and contact info.
  4. Click Save — default product categories will be created automatically.

You can add as many branches as your plan allows. Each branch operates independently with its own inventory and staff.

5

Add Products

  1. Go to Inventory in the sidebar.
  2. Click Add Product.
  3. Enter product name, category, cost price, and selling price.
  4. A unique SKU is generated automatically.
  5. Stock the product only in the branch where the quantity physically exists.

Tip: Set minimum stock levels to receive automatic low-stock alerts when inventory runs low.

Discount Control: Select a specific branch from the filter, then set approved discount percentages per product using the Discount column. You can also tell the AI chatbot: "set 10% discount on Coca Cola at Accra branch". Only roles with the Apply Discounts permission can set discounts, and the AI asks for approval before applying the change. Manual discounts outside the approved setup are flagged for management review.

6

Make Your First Sale

  1. Click POS in the sidebar.
  2. Select the branch you're operating from.
  3. Search for products or browse categories.
  4. Click products to add them to the cart.
  5. Adjust quantities if needed.
  6. Click Checkout.
  7. Select payment method (Cash, Card, or Mobile Money).
  8. Complete the transaction.
7

Add Staff Members

  1. Go to Staff in the sidebar.
  2. Click Add Staff.
  3. Enter their details and assign a role.
  4. Set a temporary password — they'll be forced to change it on first login.
  5. Assign them to the appropriate branch or branches.

Share the login credentials with your staff. They'll use their email and temporary password to log in, then set their own password.

8

Talk to Your AI Assistant

Your AI assistant can answer questions and perform approved actions based on the user's role and assigned branch. Just type or speak what you need in plain English:

Ask Questions

  • "What were my top sellers this week?"
  • "How much did Kumasi branch make today?"
  • "Show me products expiring this month"

Take Actions

  • "Add rice at 65 cedis"
  • "Restock 100 bags of rice at Accra branch"
  • "Set 10% discount on Coca-Cola at Accra branch"
  • "Generate a sales report for March in PDF"

Find the AI at /ai-chat/ (full page) or use the floating chat widget on the dashboard. You can also use voice input — just click the microphone icon.

AI usage is powered by credits from your subscription plan. Simple chat uses fewer credits, while reports, fraud analysis, and action tools use more. You can see your remaining credits in the chat header.

9

Review Fraud Alerts

RetailMind AI reviews sales activity for suspicious patterns. When something looks wrong, you'll get an alert.

  1. Go to Fraud Alerts in the sidebar.
  2. Review each alert — the AI explains what happened in plain language.
  3. Mark alerts as Confirmed (real fraud) or False Positive (not fraud).
  4. Your reviews help the AI learn — over time, it gets better at identifying real issues and reduces unnecessary alerts.

Important: End-of-shift cash counts help catch cash shortages. Ask your cashiers to count the physical cash in their register at the end of each shift and submit it through the system.

Need More Help?

Check the full documentation or contact our support team.

View Documentation Contact Support