Shopkeeper / Sales

Shopkeeper

Job Description — Canggu Guitar

Position

Shopkeeper (also applies to Shopkeeper Helpers)

Reports to

Operating Manager

Location

Canggu Guitar Store

Store hours

10AM-7PM

Purpose of the role

The Shopkeeper is responsible for opening, running, and closing the store every day. This means keeping the store clean and welcoming, looking after the guitars, helping customers well, handling cash and bookkeeping correctly, and keeping the team informed through clear handovers. This document lists everything you are expected to do, step by step.

1. Opening the Store

•      Outside lights OFF, inside lights ON.

•      Roller doors: open and close gently. Hold the door as you open it — never let it open by itself. Always close it from the center.

•      Music: turn it on and keep it playing all day. Stay on-brand with what we play.

•      Clean the bathroom (paper, soap, empty the trash, etc.).

•      Check outside the store is clean: sweep the parking area, empty trash, tidy the seats.

•      Clean the store: arrange displays, make sure price tags are in place, clean the floor inside and outside, clean the glass.

•      Tune all guitars and note down anything that needs maintenance.

•      Clean all guitars — yes, all of them. Yes, every day.

•      Open the books (see the Shopkeeper Bookkeeping guide).

•      Check the cash and confirm it matches the amount recorded in the book.

2. Admin — do this right after opening

•      Check any new WhatsApp messages and respond.

•      Check through older messages and make sure nothing has been left unfinished.

•      Read the notes left from the last shift.

•      Teachers: check your lesson schedule for the day.

•      Check the guitars for any maintenance needed.

•      Fix guitars yourself, or send them out for repair if needed.

•      Check the service spreadsheet — confirm with Luthier and give updates to customers.

•      Any new service requests go into the Service Request form.

•      Check the customer requests spreadsheet, update the status, and update the customer.

3. Throughout the Day

•      Greet every customer immediately and warmly, following our sales training format.

•      Track all walk-in customers using the walk-in tracking form.

•      Stay active on WhatsApp: reply within 2 minutes. Keep notifications on — treat every message like a customer walking into the store.

•      If there are deposits or non-standard payments, add a note in Shopify.

•      Keep all displays tidy and keep checking on cleanliness throughout the day.

•      New service requests: create the order in the system before the customer leaves, and always take a 50% deposit.

Receiving deliveries

1.    Check the delivery invoice and confirm the correct products and quantities were received.

2.    Take an unboxing video. If there's a quality issue, send the video to the supplier. If everything is fine, delete the video.

3.    Tell Operating Manager what was received.

4.    Scan a clear photo of the receipt using CamScanner and save it in the correct folder.

5.    Upload a new product photo: square format, compressed to under 1MB. Do not use low-resolution photos. Save it to the correct product photo folder.

4. Closing the Store

Close the books

6.    Reconcile the Petty Cash Store book and update the spreadsheet.

7.    Follow the closing procedures (see linked guide).

8.    Complete the EDC settlement.

9.    Send the daily report to the team WhatsApp group, using the report template.

Close up

•      Outside lights ON, inside lights OFF.

•      Roller doors: close carefully, pulling only from the center.

•      Close the door and lock it.

•      POS closes at 6:45 PM — not before.

•      Write notes for the opening staff member in the notebook.

•      You can go home once the store is clean and the daily reports are submitted.

5. Other Recurring Tasks

New service requests

•      New requests go into the Service Request form.

•      Create the order before the customer leaves.

•      Check Service Requests on the Store Dashboard, cross-check with the Service spreadsheet, confirm with Luthier, and update customers as needed.

New product requests

10.        Check Product Requests on the Store Dashboard (Product Requests spreadsheet) and update the status every day.

a)   New product requests go into the Product Request form.

b)   The purchaser will then find a source for the product, its price, and delivery.

Weekly / as-needed tasks

11.        Update the WhatsApp Catalog every week — keep it current with new products and price changes.

12.        Update the Cables Part Inventory whenever new cables are made, or let Operating Manager know on WhatsApp.

If you're ever unsure about a task, ask Luthier or Operating Manager rather than guessing — it's always better to check.