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Step-by-step how-to guides for common jobs, and short articles on every feature, with why you'd want to use it. New here? Start with the four below.
How-to guides
Start-to-finish walkthroughs for common jobs. Each one links to the articles below when you want the details.
- ⏱ 20 minutesTake repair requests with a QR codePut a QR code by the equipment or the back door, and turn "hey, the sink's leaking" into a ticket with a photo, a location and an owner.
- ⏱ 15 minutesNever miss recurring maintenanceFilter changes, inspections, renewals: create the ticket automatically every week, month or year, and nudge people if it slips.
- ⏱ 1 afternoonMove from Google Sheets in an afternoonBring your tracking spreadsheet over, history and all, then switch the team over without a big announcement.
- ⏱ 30 minutesTrack customer orders and keep customers postedTake orders by form, phone or email, move them through your steps, and email the customer automatically at each milestone.
- ⏱ 45 minutesRun requests across several storesLocations with shared inboxes, one QR code per store, work any shift can pick up, and a TV board in each back room.
- ⏱ 20 minutesSet up a simple IT help deskLet coworkers ask for help without seeing each other's requests, route everything to your IT person, and keep a record of every fix.
- ⏱ 20 minutesApprove purchases before anyone buysA purchase request that can't be ordered until it's approved, moves on by itself when it is, and reminds the approver if it waits.
- ⏱ 30 minutesTurn Google Forms responses into ticketsReplace a Google Form and its response sheet with a form that creates tickets, assigns them and replies to the sender.
- ⏱ 15 minutesGet hourly staff on board without work emailsJoin codes, store locations and Today's Stack: bring in a front-line team that has never had a company email.
- ⏱ 10 minutes a weekA 10-minute weekly reviewA short Monday routine with your reports that catches stuck work early and shows where your process needs a tweak.
Support articles
Getting started
Set up your company, your first stack and your team in an afternoon.
- What is TicketStacker?Stacks, tickets and steps in two minutes, and why small teams use them instead of spreadsheets and inboxes.
- Set up your companySign up, add your logo and colors, and set your time zone, so everything your team and customers see looks like you.
- Create your first stackPick a template that's close to what you do, rename a few things, and you're ready for tickets in minutes.
- Invite your teamInvite people by email, paste a whole list, or print a join code for the break room. No work email needed.
- Make your first ticketAdd a ticket in seconds from Home or from the stack, and see how it moves through your steps.
- You joined a teamJust got invited, or scanned a join code? Here's what you'll see first and the three things to do.
- Your Home screenWhat's due, what you're doing today, what changed, and who mentioned you, all in one place.
Stacks and the editor
Fields, steps, rules, emails and reminders: shape a stack around how you work.
- The stack editorA quick tour of the seven steps, plus how drafts and publishing keep your team's work safe while you make changes.
- The Stacks pageFind your stacks fast: groups, filters, cards or a list, sorting, and your own drag-and-drop order.
- Ticket fieldsEvery field type, when to use each, and how Required, help text and requester visibility make better tickets.
- Checklists and signaturesTick off a list on the ticket, split it between teams so each does its part and hands off to the next, and have a customer sign at pick-up or delivery.
- Clone a stackCopy a stack's fields, steps, rules and emails into a new stack, in this company or another one you run. Tickets stay behind.
- Statuses and stepsStatuses are the big picture (New, In progress, Done); steps are the real stages inside them. Here's how to set both up.
- Approval stepsMake a step wait for someone's OK. Approvers get Approve and Reject buttons, and the decision sends the ticket down the right path.
- Step rules (requirements)Make sure the right information is filled in before a ticket moves on or closes, so your records and reports are complete.
- Automatic actionsLet a step assign the owner, fill in a field or call another system, so routine busywork happens by itself.
- Step emails (notifications)Email the requester, owner, watchers or a store's shared inbox when a ticket reaches a step, in your own words.
- Merge fieldsDrop ticket details, names and links into emails with {{double braces}}, so every message is specific without retyping.
- RemindersNudge the owner, requester or a location when a ticket sits in a step too long, and keep nudging until it moves.
- Due-date remindersEmail the owner, requester or a location a few days before a ticket is due, on the day, or after it while it's still open.
- Who can see a stack (stack roles)Team or private, and what Owners, Managers, Editors, Viewers and Requesters can each do.
- Field visits and My routeRun visits at customers' addresses: each tech's route for the day with directions, before and after photos, and a signature to close.
Getting requests in
Web forms, QR codes, email, schedules, imports and the API.
- Web formsGive a stack a public request form, so customers and coworkers can ask without an account and every request lands as a ticket.
- Chat bubble for your websiteAdd a small button to the corner of your website so visitors can send a request without leaving the page.
- QR codes and website embedsDownload a QR code for flyers and counters, or paste the form into your own website with one line of code.
- Form fields: show, pre-fill, hidePre-fill a field, hide it with a fixed value, or fill it from the link, so one stack can serve every store, machine or campaign.
- After sending: thank-you message or your own pageShow a thank-you message, or send people to a page on your own website once they've sent the form.
- Appointments on web formsLet customers pick an open time on your web form: a set number at once, or with a particular person, with no double-booking.
- Photos and files on formsLet people attach photos and PDFs to a web form, safely, so you can see the problem before you show up.
- Form viewsSee how many people opened your form and sent it, by link, QR code and website embed, and which page and UTM tags each request came from.
- Tickets by emailGive a stack its own email address, so emails become tickets and replies become comments.
- Scheduled ticketsCreate recurring work automatically: weekly inspections, monthly filter changes, yearly renewals. Never rely on memory again.
- Import from a spreadsheetTurn your Google Form responses or any spreadsheet into a stack full of tickets, with original dates, quietly and undoably.
- API and webhooksCreate and update tickets from other tools, and let other tools know when a ticket reaches a step.
- What requesters seePeople who send a form or an email get a confirmation, a page to follow their request, and only what you choose to share.
- How did we do? ratingsWhen a request is finished, the person who sent it can rate it Great, Okay or Not great, right from the email they already get.
Working tickets
Owners, comments, boards, Today's Stack and finding things fast.
- Working a ticketEverything on a ticket page: the step, owner, due date, fields, files, comments, watchers, tags and history.
- Add several tickets at onceType or paste a batch of tickets into a table, like a spreadsheet, and create them all with one click.
- Moving ticketsMove a ticket to its next step from the ticket page, the board, or Today's Stack, and what happens when you do.
- Comments and @mentionsKeep the conversation on the ticket, pull people in with @, and choose what the requester sees.
- Move a ticket to another stackFiled in the wrong place, or a support question that turned out to be a bug? Move the ticket to the right stack without retyping it.
- TagsLabel tickets with tags like urgent, warranty or needs parts, then filter, search and export by them across your stacks.
- List and board viewsSwitch between a sortable list, a Kanban board and a calendar, pick your columns, filter, and export.
- Projects and Gantt chartsPlan a project from start to finish: tasks and sub-tasks with start and end dates, on a Gantt chart, a list or a calendar.
- Equipment and assetsKeep a list of your equipment by store and type, put a QR label on each piece, and see every repair in one place.
- Export and Google SheetsDownload a CSV with exactly the columns you want, or keep a Google Sheet that updates itself with every ticket.
- QueuesStacks are the kinds of work you do. Queues are a team's or a store's daily work, waiting until someone takes it.
- Today's StackPick what you'll get done today, check it off as you go, and see what your team is working on.
- Archiving ticketsKeep lists short: closed tickets move to the stack's Archive after a while, where you can still search and restore them.
- Put a ticket in a queueGive any ticket to a team's or a store's queue instead of one person, so whoever's free can take it.
- Surveys and NPSAsk the customers you've just served, or your own team, with a quick survey: a QR code at the counter, a link in your own receipt or a staff chat, and see your Net Promoter Score.
- SearchFind any ticket by number, title, field or comment, across every stack you can see.
- Time trackingStart a timer or log time on any ticket or project task, mark it billable, and see the totals by person, stack, ticket or day.
- Notices and email settingsThe bell shows what needs your attention. Choose which of those also come by email.
- Wall displayPut your board on a TV in the shop or office, so everyone sees what's next without logging in to anything.
- The Appointments pageSee every booking across your stacks for today or the week, grouped by day, and move or cancel them in one place.
Your company
Branding, locations, people, roles, emails and reports.
- Company settings and brandingYour logo, colors, time zone, reply-to address and email sign-off: the details that make TicketStacker look and sound like you.
- LocationsAdd your stores, offices or sites with a shared email and a manager, then route tickets and emails to them.
- Company roles: Owner, Admin and UserThe owner holds the account, Admins run the company's setup, Users do the work. Here's exactly who can do what.
- People and the org chartTeams, locations, job titles and bosses: a little detail about each person makes routing and Team today work.
- Built-in emailsChange the wording of the emails TicketStacker sends for you: request confirmations, assignments, mentions, invites and location notices.
- Roles & accessSee what the Owner, Admins and Users can use, pick the menu items Users see, choose who can make stacks, and limit what Admins can do. Hidden items stay closed.
- ReportsBuild your own reports with charts, or use the built-in Overview: opened vs closed, totals, time in each step and what's gone quiet.
- Who can use Projects and AssetsChoose who sees Projects, Assets and Surveys in the left menu, and keep a project to just the people working on it.
- Company HubBuild your company's own intranet: pages in folders for the handbook, links and forms, with each person's tickets built in.
- My tickets on your intranetPut each teammate's open tickets, and their store's, on your Google Sites intranet, with a New request button.
- Announcements and the team newsletterTell the whole team, or one store, what's changing; see who's read it; and send a weekly or monthly digest by email.
- Training checklistsOnboard new hires with a step-by-step training: articles to read, videos to watch, things to do and sign off, a few questions.
- Custom fields on products, locations, people and moreAdd your own fields to the things you keep track of, with the same designer you use for ticket fields.
- InventoryTrack warehouse stock, order packs and bundles from vendors, turn receipts into orders, restock machines from a pick list, and count stock. An add-on.
- Sales & InventoryYour sales, stock, purchasing and machines in one section of the left menu, whether your numbers live in Lightspeed or in TicketStacker.
- Connected appsLink TicketStacker to the other systems your company uses, with your own accounts: SandStar, Nayax, Cantaloupe, Lightspeed, Shopify, ReCharge, QuickBooks, Google Drive and Microsoft 365.
- Vending salesSandStar sales by product, machine and day, reconciled the way SandStar's own reports are, with profit from your own product costs.
- When I Work schedulesConnect When I Work and see who's working where in TicketStacker: the week's shifts by Location, who's on now, and time off.
- NayaxConnect Nayax with your own Lynx API token and your machines, their latest sales and what's in each machine come into TicketStacker every night.
- Retail tools for LightspeedConnect Lightspeed Retail and your sales, items and shops come into TicketStacker every minute, with sales reports by shop, brand, vendor and more.
- Cantaloupe SeedBring your Cantaloupe (Seed and ePort) machine sales into TicketStacker by uploading Seed's sales export.
- Shopify as your store systemNo Lightspeed? Connect Shopify and the Retail tools work on your Shopify products, stock and orders, sending prices, tags, images and stock back to Shopify.
- SubscriptionsSee what each store needs for upcoming subscription orders, catch subscriptions charging the wrong price, and fix delivery problems before they ship.
- Lightspeed purchase ordersCheck a Lightspeed purchase order against stock, reorder levels and upcoming subscriptions, then fix quantities before you send it.
- QuickBooks OnlineSend received purchase orders, each day's sales and host commissions to QuickBooks Online, once each, with links to what was made.
- Change Lightspeed prices and tagsChange prices, costs and tags for many Lightspeed items at once, typed or pasted from a spreadsheet, then give each store its list of shelf tags to re-print.
- Brand auditsHave every store count each brand it carries once a quarter, track progress across stores, and send each store a weekly reminder.
- Machines, ATMs and host commissionsVending machines and ATMs in one list: hosts and what they're paid, ATM cash from your processor's report, service visits and route runs.
- Analytics across shops and machinesOne view of the money from every source: shop sales, machine sales and ATM earnings, by month, by Location and by item.
- Product imagesSee every Lightspeed item's images next to its Shopify product, find items with missing or small images, and add or remove images in Lightspeed.
- Add-on free trialsTry the Inventory or Retail add-on free for 14 days. When the trial ends the add-on turns off and everything you added is kept.
- Cash collections, expenses and mileageCheck the cash you pull from vending machines against the sales feed, and log route expenses and miles so machine and route profit counts what it costs to run them.
- Log returnsStore staff log why each Lightspeed refund came back, scan in damaged or expired items, and items that can't be resold come out of stock.
- Vendor credit statementsTurn returns that can't be resold, and marketing or frequent-buyer program sales, into statements for vendors and brands, saved in your Google Drive or SharePoint folder and worked in a stack from sending to the credit.
- Driver viewA phone page for the day's route: stops in driving order, what to bring and which slot it goes in, and visits that save even without signal.
- Par levels and pre-kitBring each machine what it will actually sell before the next visit, and pull out what won't sell, using par levels and recent sales.
API and integrations
Connect TicketStacker to your other tools: the API, webhooks, Zapier, Make and n8n.
- API referenceCreate, update, move and close tickets from your own code or other tools, with a simple JSON API and a token.
- Connect your own AILet ChatGPT, Claude, Copilot or another AI assistant check ticket status, create tickets and draft replies, using your own AI subscription.
- WebhooksHave TicketStacker call your system the moment a ticket reaches a step, with a signed JSON payload you can trust.
- Connect TicketStacker to other appsUse Zapier, Make or n8n to link TicketStacker with Slack, Google Sheets, QuickBooks and thousands of other apps, without writing code.
Account, privacy and the pilot
Signing in, your data, and what the pilot means for you.
- Signing inGoogle, Microsoft or email and password, plus linking more than one, forgotten passwords and sign-in links.
- Finding your way around SettingsSettings has its own page and menu: your own preferences, the company's setup, tickets, integrations and billing.
- More than one companyWork for two businesses, or run a few? One sign-in, a company switcher, and an All companies view.
- Your data and privacyWho can see what, where files live, how to get your data out, and the policies behind it.
- The pilot and pricingWhat being a pilot company means, what switches on when we activate you, and what happens when paid plans start.
- Report a bug or make a suggestionSend us a bug report with a screenshot, or an idea, right from the app. We read every one.
- Setting up vs live: what's includedEverything you can do while you set up for free, and what turns on when your company goes live.
- Refer a friendGive a free month, get a free month: share your link with a business that's drowning in emails and spreadsheets.
- The help chatAsk how to do something and get an answer from our help center in seconds. If it doesn't help, turn the conversation into a ticket for our team.
- Plan & subscriptionSee your company's plan, its status and billing contact, how many seats you have and which add-ons are on.
Can't find it? Email hello@ticketstacker.com. A real person answers. Or browse the FAQ.