Manager Coaching & Documentation Toolkit
Employee Coaching Form · Failed Till Audit Review Worksheet · Manager Coaching Guide · Decision Tree
A professionally designed toolkit for small business owners, store managers, and multi-location operators. Built around one principle: a failed till audit is not proof of theft. Coach professionally, document defensibly, and escalate only when the facts support it.
A four-part professional toolkit for small business owners, store managers, supervisors, and multi-location operators. Use these tools any time a till audit fails, a shortage appears, or an operational error requires coaching and documentation.
Core principle: A failed till audit is not proof of theft. Most variances are caused by training gaps, process failures, distractions, or accountability gaps. Document objectively, coach professionally, and escalate only when the facts support it.
Employee Coaching Form
Use this form for every documented coaching conversation. Complete in the meeting, with the employee present.
Failed Till Audit Review Worksheet
Complete BEFORE speaking with the employee. The point is to gather facts, not assumptions.
- Transaction history reviewed
- Voids reviewed — count and amounts noted
- Refunds reviewed — receipts and merchandise verified
- No-sales reviewed — frequency and timing noted
- Register sharing during shift identified
- Off-shift supervisor approvals identified
Manager Coaching Guide — One-Page Quick Reference
Keep this with you. Read it before every coaching conversation.
- Walk me through how the shift went tonight.
- Were there any transactions that gave you trouble?
- Did anyone else use the drawer during your shift?
- How were voids and refunds handled?
- Anything about the process you'd change?
- Did you take it?
- Why are you stealing?
- Do you have something to tell me?
- Everyone says it's you.
- Just admit it.
- Coach in private.
- State the facts before drawing a conclusion.
- Document the conversation in writing.
- Stay objective and behavior-focused.
- End with a clear expectation and follow-up date.
- Don't coach on the sales floor.
- Don't accuse without evidence.
- Don't rely on memory — write it down.
- Don't make it personal.
- Don't skip the follow-up.
- Date, time, location, employee, manager — every entry.
- Quote the employee's explanation in their words.
- Record what was reviewed, not just what was discussed.
- Capture corrective action and follow-up expectation.
- Sign and file. Verbal coaching that isn't written didn't happen.
- Repeated shortages tied to the same employee or register.
- Excessive voids, refunds, or no-sales.
- Refund abuse — no customer, no merchandise.
- Falsified counts or paperwork.
- Policy violations or pattern behavior across shifts.
Coaching or Investigation — Decision Tree
A visual reference. Walk down the tree before deciding how to respond.
This toolkit is a general-purpose operational accountability resource and does not constitute legal advice. Before any formal corrective action, termination, or investigation involving an employee, consult an employment attorney in your jurisdiction.
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