Getting Started helps you learn the basics of using XSite. In this section, you’ll find simple guides and short videos that show you how to log in, move around the dashboard, and set up your store details. It’s the best place to begin if you are new to XSite or want a quick reminder of how things work. These steps will help you feel confident using your back office every day.
Getting Started with Google Chrome
If you do not have Google Chrome installed on your computer, follow these steps to download and install it:
- Open any web browser available on your computer.
- Navigate to the search bar at the top of the browser.
- Type ‘Google Chrome’ into the search bar and press ‘Enter’.
- Select the first search result, which should direct you to the official Google Chrome download page.
- On the Google Chrome download page, locate and click the ‘Download Chrome’ button.
- A prompt will appear asking you to ‘Accept and Install’. Click on this button to proceed.
- Follow the on-screen instructions to complete the installation process.
- Once the installation is complete, Google Chrome will automatically open, indicating that it is
- ready for use.
- With Google Chrome installed and open, you are now ready to log into XSite Online.
- In the Google Chrome web browser, click on the address bar at the top.
- Type in the following URL: ‘xsiteio.com’.
- Press ‘Enter’ to proceed to the XSite Online login page.
- Once you are on the XSite Online login page, you will see two fields: one for your username and one for your password.
- Enter your assigned username and password into the respective fields.
- After entering your login credentials, click on the login button to access your XSite Online account.
How to search in XSite
Use the search bar to quickly find items, suppliers, or price groups without digging through menus.
Step-by-Step Instructions
Find the Search Bar at the Top of the Screen
- It’s right in the middle of the page — easy to spot in both XSite Classic and XSiteIO.
Type What You’re Looking For
- You can search by:
- Item name (like “Pepsi”)
- PLU (Product Look-Up Code)
- UPC (barcode number)
- Supplier name
- Price group name
Use the Suggestions That Appear
- As you type, XSite shows a dropdown with matching results.
- For example, typing “Pepsi” might show:
- Pepsi items
- Pepsi supplier
- Pepsi price group
- If you don’t see your item, click “Load more items” at the bottom.
Click the Right Result
- Pick the item or name that matches what you’re looking for.
- XSite will open a detailed window with everything you need to know.
Review the Details
- For items: See the PLU, description, price, UPC, and how many you have in stock.
- For suppliers: See their info and what items they supply.
- For price groups: See which items are included and what the discounts are.
What is the ‘live’ feature?
The Live feature in XSiteIO lets you see sales happening right now—plus a quick look at today’s totals. You can check sales by fuel type, store department, payment type, and more. Great for staying on top of your business in real time.
Click the “Live” Button
- Find it at the top left corner, next to the XSiteIO logo
- A panel will open on the right side of your screen
Choose a Site and Date
- Use the Site/Region dropdown to pick your store or group of stores
- Select the calendar date (use today for real-time data)
View Real-Time Sales Data
The panel shows different sales categories like:- Fuel Sales – by grade, showing average price and litres sold
- Store Sales – by department and supplier
- Tenders – payment types used
- Transactions – list of each receipt or sale
Refresh a Category (Optional)
- Click the double-arrow icon next to a section (like Fuel or Store Sales)
- Only that section updates—no need to reload everything
What You Can Do With Live Sales
- Track how your day is going in real time
- Catch issues early—like slow sales or a POS not working
- Plan for restocks if something’s flying off the shelf
- Adjust staff or promotions during the day—not after it’s too late
What is the purpose of the ‘Latest Shift’ icon?
The Last Shift icon shows when the last cash register shift was closed. It’s an easy way to tell if your store is syncing correctly and if your team is closing shifts on time.
It’s located in the top left corner of the XSite dashboard, right next to the Sites dropdown menu.
What to Do
- If Green:
- No action needed.
- If Red:
- Check if the shift was closed at the register
- Make sure your internet connection is working
- Try syncing from XSite
- If it’s still red, call your support team
Viewing Pending Changes (Not Yet Synced)
Use this to check if any updates (like pricing or items) haven’t been sent to your POS yet.
- Go to the Shift Details page (top of the screen).
- Look for the Pending Changes column.
- Click the number shown (if it’s 0, there’s nothing pending).
- Use the top filter to choose what type of changes you want to check:
- Price Groups
- Deal Groups
- Items
- Departments
- Suppliers
- Customers
- Mix & Match
- Combos
- This shows all changes still waiting to be synced.
Viewing Recent Changes (Already Done)
Use this to see a history of changes—what was updated, when, and by who.
- Still on the Shift Details page.
- Click the Generate button next to Change Request Details.
- Choose a date range:
- Use the calendar or pick from presets (like “Last 7 days”).
- Pick what you want to see:
- Price Groups
- Items
- Departments
- Etc.
- Click Generate to see the report.
Tip: Always check pending changes before syncing to avoid pushing errors to your POS.
How do I verify Passport Sync?
If you use the Passport POS system, it’s important to make sure that updates in XSite—like price changes or new items—have synced correctly.
Step-by-Step Guide
- Begin by navigating to the top of your XSite interface where you will find and select the ‘Shift Details’ option.
- Locate and click on the ‘Generate’ button under the ‘Change Request Details’ column.
- This shows a list of all changes that were sent to Passport (like price updates or new items).
- Locate and click on the ‘Generate’ button under the ‘ITT Sync Report’ column.
- This gives you a more detailed report showing exactly what changes were made and if they synced properly.
How to import items from a spreadsheet
Use this guide to quickly upload a list of items into XSite.
Step-by-Step Instructions
- Sheet Name: The worksheet containing your items must be named ‘items’.
- Column Formatting: Each column in your spreadsheet must be organized as follows to match XSite’s import structure:
- Column A: PLU
- Column B: UPC.
- Important: For Bulloch sites, omit the last digit.
- Column C: Part Number
- Column D: Description
- Column E: Supplier Name
- Column F: Department ID Number
- Column G: Subdepartment ID Number
- Column H: Department Description
- Column I: Price (Ensure to input numbers only)
- Column J: Unit of Order (Use ‘EA’ for each, ‘CT’ for carton)
- Column K: Case Size
- Column L: Cost (Numbers only)
- Column M: Deposit (Input numbers only; if no deposit is required, enter 0)
- Column N: Tax (Enter 0 for no taxes, 1 for TAX1, 2 for TAX2, 3 for both TAX1 and TAX2)
- Important Considerations:
- Commas: Ensure there are no commas within any part of the file, as they will be interpreted as additional columns and could disrupt the import process.
- Here is an example of a properly formatted spreadsheet:
How to sync updates in XSite
Use the Sync button in XSite to send updates (like new items, prices, or deals) to your POS system. This keeps everything in your store running smoothly and avoids customer confusion at checkout.
Step-by-Step Instructions
Check Your Changes First
- Make sure you’ve finished your updates in XSite:
- Added or removed items
- Updated prices or cost
- Changed or added deal groups or price groups
- Make sure you’ve finished your updates in XSite:
Go to the Top of XSite and Click the “Sync” Button
- Look for the double arrow icon at the top of the screen
- This starts the sync process
Wait for the Sync to Finish
- XSite will collect and send your changes to the POS
- Don’t close your screen or lose connection during this
Double-Check at the POS
- After syncing, check a few items at your POS to confirm updates went through
- Make sure prices, new items, and deals look right
If the Sync Doesn’t Work
- Check your internet connection – XSite and the POS must be online
- Look for error messages – They often tell you what went wrong
- Try syncing again – Sometimes it just needs a second try
- Contact XSite Support if you keep having issues – Let us know what you were trying to sync
How do I access shift details?
Use the Shift Details feature to see what happened during each shift—like how much cash was handled, what was sold, and when. This helps you track store activity and find any problems.
How to Access Shift Details – XSite Classic
Click the “File” Icon
- Located in the top-left corner of the screen
- Takes you to the Site Information page
Collapse the Side Menu (Optional)
- If the left menu is in the way, click the three-line “hamburger” icon to hide it
Click on Your Site
- Under “Sites”, find your store and click it
- This shows options for “Last Shifts” and “Shift Details”
Select “Shift Details”
- Pick a date range to find the shifts you want
Download a Shift
- Click the black arrow next to any shift to download the report
How to Access Shift Details – XSiteIO
Click the “File” Icon
- Top-left of the screen, next to the XSiteIO logo
Select a Site
- Click the store under “Sites” to open its shift details
Set the Date Range
- Choose the start and end dates to find the right shift(s)
Download a Shift
- Click the blue arrow next to the shift to download its info
What is a UPC?
- A UPC (Universal Product Code) is the barcode scanned at checkout.
- It tells the system what the product is and who made it.
How a UPC Is Built
- Most UPCs have 12 digits.
- The last digit is a check digit—used to catch barcode errors.
- It’s split into two parts so scanners can read it either way.
Two Main UPC Types You Might See
- UPC-A (12 digits) – The standard version used on most products.
- UPC-E (8 digits) – A shorter version used on small items (like gum or candy).
What to Watch For in XSite
If you’re seeing barcode issues:
- Some products may show up with 8 digits (UPC-E) and others with 12 digits (UPC-A).
- Use the search bar in XSite to find the item by UPC.
- If XSite shows an 11-digit UPC, that usually means the last digit is missing.
What to Do
- Check the physical product: Compare the barcode on the item to the one in XSite.
- Go to the item in XSite: On the item’s page, click “Inventory” to see if it’s been selling.
- If there are no sales and the UPC is wrong, you can either:
- Fix the barcode to match the actual product.
- Delete the bad UPC if it’s not being used.
How do I activate my Price Book on the Bulloch?
Synchronizing your XSite back-office price book with the Bulloch POS system ensures that all pricing adjustments are current and correct at the point of sale. This guide provides step-by-step instructions on how to activate the XSite Price Book on the Bulloch system. It is crucial to perform this synchronization process to reflect any changes made in the XSite system on the Bulloch POS terminals.
Step-by-Step Guide
Syncing the Price Book
- After making changes in the XSite price book, locate the ‘Sync’ button on the web interface. This is typically found at the top of the screen.
- Click on ‘Sync’ to begin transferring the updated price book information to the Sentex FTP server, which communicates with Bulloch systems.
- Once you’ve initiated the sync, wait for approximately 1 to 2 minutes. This allows enough time for the file to be successfully transferred to the Sentex server.
Updating the Price Book on Bulloch
- On the Bulloch POS, click on the ‘Menu’ button to open the main menu.
- Within the ‘Utilities’ section of the menu, select ‘Connect to Home Office’.
- This step retrieves the new price book from the Sentex server and is necessary to update the Bulloch system with the changes made in XSite.
- After connecting to the Home Office, navigate back to the main menu.
- Under the ‘2:Pricebook’ heading, you will now see an ‘Update Price Book’ menu choice. Select this option to apply all the changes you have made in the XSite price book.
- Important: If ‘Connect to Home Office’ or ‘Update Price Book’ are not visible. Expand the section with the downward facing arrow to bring up all options within that subsection.
Activating the Updated Price Book
- Following the update, the Bulloch POS will prompt you to activate the new prices.
- Click the ‘Activate’ button to finalize the activation of the updated price book.
- Note: Do not activate the new price book while a customer is actively pumping gas, as this may interfere with the transaction.
- Ensure that the prices have been updated by performing a spot check on a few items within the POS system.
- It is recommended to do this during a time when the station is less busy to prevent any disruption to sales.