JewelersFlow App Support
Get help with your jewelry business management app
Quick Links
Getting Started
First Time Setup
- Launch the JewelersFlow app on your iPad
- If login is required, create your first admin account
- Go to Settings to configure your store information
- Set up your tax rate and store policies
- Enable iCloud Sync to backup your data automatically
Navigation
JewelersFlow uses a sidebar navigation menu with the following sections:
- Dashboard - Overview of your business metrics and recent activity
- Customers - Manage your customer database
- Inventory - Track your jewelry items and stock levels
- Sales - Record and manage sales transactions
- Layaway - Track layaway agreements and payments
- Orders - Manage special orders and custom pieces
- Repairs - Track repair jobs from receipt to completion
- Settings - Configure app settings, users, and store information
Features Guide
Dashboard
The Dashboard provides a comprehensive overview of your business:
- Sales revenue (daily, weekly, monthly, yearly)
- Repair revenue tracking
- Layaway and order revenue
- Active repairs, layaways, and orders count
- Total revenue collected
- Low stock alerts
- Recent activity feed
- Universal barcode scanner for quick lookups
Tip: Use the time filter in the top right to view different time periods. Sales users see a simplified dashboard with commission tracking.
Customer Management
Manage your customer database efficiently:
- Add, edit, and search customers
- View customer purchase history and repair history
- Store contact information (phone, email, address)
- CSV import/export for bulk operations
- Secure deletion with 4-digit confirmation code
Inventory Management
Track your jewelry inventory:
- Add items with SKU, description, and pricing
- Track quantity and set reorder levels
- Attach product photos
- Barcode scanning for quick item lookup
- Low stock alerts on dashboard
- CSV import/export capabilities
Sales Management
Process sales transactions:
- Create sales with customer assignment
- Add multiple items to a sale
- Automatic tax calculation
- Multiple payment methods (cash, card, check, etc.)
- Print receipts and invoices
- Track payments and balances
- Search and filter sales by date, customer, or sale number
Layaway Management
Handle layaway agreements:
- Create layaway agreements with payment plans
- Track multiple payments over time
- Monitor balance due and payment history
- Complete layaway when fully paid
- Print layaway receipts
Special Orders
Manage custom orders:
- Create special orders for custom pieces
- Track order status and expected delivery dates
- Record deposits and final payments
- Mark orders as completed when received
Repair Management
Track repair jobs from start to finish:
- Create repair tickets with customer information
- Set estimated costs and actual costs
- Track repair status (Received, In Progress, Completed, Picked Up)
- Add repair services with pricing
- Collect payments for repairs
- Print repair receipts and work orders
- Barcode scanning for quick repair lookup
- View in list or grid format
iCloud Sync & CloudKit
Keep your data synchronized across devices:
- Automatic syncing using Apple cloud infrastructure
- Store information syncs across all devices
- User accounts and permissions sync automatically
- All business data (customers, sales, repairs, inventory) syncs via CloudKit
- Secure and reliable cloud storage
Note: Make sure you are signed in to iCloud on your iPad for sync to work. Initial sync may take a few minutes depending on data size.
User Management & Permissions
Control access with role-based permissions:
- Admin - Full access to all features and settings
- Manager - Can manage most features but limited settings access
- Sales - Can create sales and view their own commission information
Permissions can be customized per user, including:
- View/edit/delete permissions for each module
- CSV import/export permissions
- Financial reports access
- User management permissions
- Commission payment management
Barcode Scanning
Quick lookup using barcode scanner:
- Universal scanner from Dashboard toolbar
- Scans repair numbers, sale numbers, and inventory SKUs
- Automatically navigates to the matching item
- Works with barcodes and QR codes
CSV Import/Export
Bulk data operations:
- Export customers, sales, repairs, and inventory to CSV
- Import data from CSV files
- Useful for backups and data migration
- Requires appropriate permissions
Printing
Print receipts, invoices, and work orders:
- Print sales receipts
- Print invoices
- Print repair receipts and work orders
- Customize store information in Settings
- Share documents via AirPrint or other methods
Financial Reports
View business financials:
- Sales reports by date range
- Repair revenue reports
- Payment collection reports
- Commission tracking for sales staff
Backup & Restore
Protect your data:
- Create manual backups of all app data
- Restore from backup files
- Automatic iCloud backup via CloudKit
- Export backups for external storage
Troubleshooting
iCloud Sync Not Working
- Ensure you are signed in to iCloud on your iPad
- Check iCloud settings: Settings > [Your Name] > iCloud
- Make sure you have sufficient iCloud storage
- Wait a few minutes for initial sync to complete
- Check your internet connection
- Try force syncing from Settings > Backup & Restore
App Crashes or Freezes
- Close the app completely and reopen it
- Restart your iPad
- Check for app updates in the App Store
- Ensure you have enough storage space on your iPad
- If problem persists, try restoring from backup
Can't Login
- Verify your username and password are correct
- Check if login is required in Settings
- If you forgot your password, contact an admin user
- Admin users can reset passwords in Settings > User Management
Data Not Appearing
- Check your search filters
- Verify you have permission to view that data
- Try refreshing the view by navigating away and back
- Check if data was created on a different device and needs to sync
Printing Issues
- Ensure your printer is connected to the same Wi-Fi network
- Check printer settings in iPad Settings > Printers
- Try using AirPrint-compatible printers
- You can also share documents via email or other apps
Barcode Scanner Not Working
- Ensure camera permissions are enabled for the app
- Make sure barcode is clearly visible and well-lit
- Hold iPad steady while scanning
- Try cleaning the camera lens
Frequently Asked Questions
Is my data secure?
Yes, JewelersFlow uses Apple's secure cloud infrastructure (iCloud and CloudKit) to store and sync your data. All data is encrypted and stored securely. Your data is only accessible on devices signed in to your iCloud account.
Can I use the app on multiple iPads?
Yes! As long as all iPads are signed in to the same iCloud account, your data will automatically sync across all devices using CloudKit.
What happens if I lose my iPad?
Your data is safely stored in iCloud. Simply install the app on a new iPad, sign in to the same iCloud account, and your data will sync automatically. You can also restore from a manual backup if needed.
Can I export my data?
Yes, you can export customers, sales, repairs, and inventory to CSV files from their respective list views. This is useful for backups or importing into other systems.
How do I add more users?
Admin users can add new users in Settings > User Management. You can assign roles (Admin, Manager, Sales) and customize permissions for each user.
Can I disable login requirement?
Yes, in Settings you can toggle the login requirement on or off. When disabled, anyone using the app will have full access without authentication.
How does commission tracking work?
Sales users can have a commission percentage assigned. The app tracks their monthly sales and calculates commission automatically. Managers can record commission payments in the Commission Payments section.
Can I customize receipts and invoices?
Yes, you can customize your store information (name, address, phone, email, logo) in Settings. This information will appear on all printed receipts and invoices.
Does the app work offline?
Yes, the app works offline. All data is stored locally on your iPad. When you reconnect to the internet, changes will automatically sync to iCloud.
How do I backup my data?
Your data is automatically backed up to iCloud via CloudKit. You can also create manual backups in Settings > Backup & Restore. Manual backups can be exported and stored externally.
Need More Help?
If you need additional assistance, please contact us:
Email: support@jewelersflow.com
Website: jewelersflow.com