Dine by Bepaar — Complete User Manual

Product: Dine by Bepaar (BepaarDine)
Type: Cloud restaurant management & POS platform
Audience: Restaurant owners, managers, staff, and captains
Last updated: June 2026

Quick Start — first day at your restaurant

Use this checklist if you are a new restaurant owner opening Dine by Bepaar for the first time. Complete the steps in order. Each step links to the detailed section later in this manual.

Windows owners: After signup, activate the desktop app with the license key sent to your email and/or WhatsApp before logging in. Format: DB-XXXX-XXXX-XXXX-XXXX (one PC per key).

Typical timeline: Account and outlet on day one; menu and subscription same day; test orders and staff setup before opening to the public.

Table of contents

• Quick Start — first day at your restaurant

1. Introduction
2. Subscription plans
3. Getting started — signup to first order
4. Signing in and choosing an outlet
5. Navigation, roles, and permissions
6. Dashboard
7. Menu management
8. Orders & POS
9. Kitchen display (KOT)
10. Tables & floor service
11. Captain system
12. Print server & receipts
13. Customers
14. Inventory & procurement
15. Billing (restaurant invoices)
16. Loyalty program
17. Staff accounts
18. Payroll
19. Outlets & settings
20. Public ordering & QR codes
21. Delivery aggregators
22. Central kitchen
23. Desktop & mobile apps
24. Subscription & payments (SaaS)
25. Profile & support
26. Quick reference & troubleshooting

1. Introduction

Overview

Dine by Bepaar (BepaarDine) is an all-in-one cloud restaurant management and point-of-sale (POS) platform built for Indian restaurants. It replaces separate tools for billing, kitchen tickets (KOT), table service, inventory, and staff management with one connected system.

Why it exists: Restaurants lose time and money when orders, kitchen, and billing do not sync. Dine by Bepaar keeps counter POS, kitchen display, tables, and reports on the same data so staff spend less time re-entering orders and owners see accurate sales.

Who uses it: Restaurant owners (account and subscription), managers (menu and operations), cashiers (orders and payments), chefs (kitchen screen), and captains (assigned tables on Gold and Platinum plans).

When to use it: From daily service (taking orders, printing KOT, closing tables) through back-office work (menu updates, inventory, payroll, multi-outlet control).

Expected outcome: One login per staff member, one active outlet at a time in the header, and orders flowing from POS → kitchen → payment without duplicate entry.

From a single web app (or desktop/mobile apps) you can:

• Run counter and table orders (POS)
• Send orders to the kitchen (KOT display)
• Manage menu, inventory, staff, and payroll
• Accept online payments and public guest orders (Platinum)
• Connect delivery aggregators (Platinum)
• Operate multiple outlets under one owner account

You do not need separate software for billing, kitchen tickets, or table management — they work together in one place.

Who uses what?

How to open the app

Most new owners start from the Downloads page on the website, which guides signup and installs the correct app for their device.

Before you begin

• A valid email and mobile number for signup (Windows license may arrive on both).
• For Windows desktop: a PC running Windows 10 or later with internet for activation.
• Decide your subscription plan (see Section 2) — many features are plan-gated.

Common mistakes

• Logging in on web but expecting the Windows license key workflow (license is only for the desktop .msi app).
• Creating menu on one outlet while another outlet is selected in the header (data is per outlet).
• Assuming all staff see the same sidebar — role and plan both control visibility.

2. Subscription plans

Overview

Your subscription plan (Silver, Gold, or Platinum) controls which features, limits, and modules your restaurant can use. It is separate from restaurant Billing (invoices you issue to suppliers or parties) and separate from customer payments at checkout.

Why it exists: Plans let small outlets start affordably while larger or multi-location restaurants unlock kitchen, tables, payroll, public ordering, and aggregators.

Who uses this: Owners choose and pay for the plan on Outlets & Plans or Subscription. Staff do not purchase plans; they inherit the owner’s active plan for the outlet they work in.

When to use it: At signup before going live; when you need Kitchen, Tables, Captains, Payroll, or Platinum features; when you hit staff or outlet limits.

Expected outcome: After successful payment (Cashfree), plan features unlock. Until payment succeeds, some routes may redirect to subscription pages.

Your plan controls which features and limits apply. Staff inherit the owner’s plan for the outlet they work in.

Who uses this

Before you begin

• Owner account created and at least one outlet created.
• Payment method ready for Cashfree checkout.
• Know which features you need (e.g. Kitchen requires Gold or Platinum).

Typical workflow

1. Go to Outlets & Plans or Subscription → Manage.
2. Compare Silver, Gold, and Platinum against your needs (tables, captains, KOT, payroll, public QR).
3. Select a plan and complete payment.
4. Confirm plan shows as active; enable per-outlet toggles in Section 19 if needed.

Expected result

• Plan name and expiry visible under subscription area.
• Sidebar items and limits match the table below.
• Staff at that outlet can use features allowed by both plan and their permissions.

Best practices

• Choose Gold if you need kitchen KOT, tables, offline orders, or payroll; Platinum for public ordering, QR, loyalty, aggregators, or backup.
• Before upgrading only for one feature, check outlet toggles — some modules must be turned on per outlet.
• Renew before expiry to avoid blocked access (Section 24).

Common mistakes

• Expecting Kitchen on Silver (not included — upgrade to Gold or Platinum).
• Giving staff kitchen permission on Silver — plan still blocks Kitchen in the sidebar.
• Confusing SaaS subscription (this section) with Billing invoices to vendors (Section 15).

Troubleshooting

FAQ — Subscription plans

Why is Kitchen not available on my plan?
Kitchen (KOT) is included on Gold and Platinum only, not Silver. Upgrade the subscription, then enable KOT Display on the outlet.

Why can I not add another captain?
Gold allows 5 captains per outlet; Platinum allows 10. Silver allows 0 captains. Upgrade or free a slot by reassigning tables.

Do staff need their own subscription?
No. One owner subscription covers staff logins for that business, within plan limits.

What happens when my subscription expires?
Most app features are blocked until renewal; you may be redirected to the Subscription expired page. Subscription pages stay available for payment (Section 24.2).

Tip: If a menu item or sidebar link is missing, check your plan on Outlets & Plans or Profile, and whether the outlet has that module enabled in settings.

3. Getting started — signup to first order

Overview

This section is the full onboarding path from zero to first test order: sign up, download the app, activate Windows with a license key, create outlet and menu, pay for subscription, and place a test order.

Who uses this: New owners setting up the first restaurant (staff follow later in Section 17).

Expected outcome: You can log in, see your outlet in the header, sell from the menu, and optionally see a ticket on Kitchen (Gold+).

When to use it: Day one setup; also when onboarding a second outlet under the same owner account (repeat outlet steps from 3.4).

This section describes the standard onboarding path: sign up, download the app for your device, activate Windows with a license key, then log in and set up your restaurant.

Before you begin

• Business email and mobile (for license delivery on Windows).
• Windows 10+ PC for counter, or Android phone, or web-only if you skip install temporarily.
• Payment ready for subscription (3.6).

Common mistakes (onboarding)

• Skipping outlet select after create — menu/orders attach to wrong outlet.
• Paying subscription before menu exists — allowed, but test order needs items.
• Installing Windows app without activating license first.

Overview (recommended flow)

3.1 Sign up and download the app

Step 1 — Open Downloads

1. On the website home page, click Download (Windows or Android), or go directly to:
   https://YOUR-DOMAIN/downloads
2. If you are not logged in, you are sent to the Create Account (sign up) page automatically.

Step 2 — Create your owner account

1. Fill in:
   • Full name
   • Email address (used for login and license delivery on Windows)
   • Mobile number (10–15 digits; used for WhatsApp license delivery if applicable)
   • Strong password (follow on-screen rules)
2. Accept Terms of Service and Privacy Policy.
3. Click Create Account / Register.

You are logged in automatically as the Owner.

Step 3 — Download starts for your device

After signup, you are redirected to the Downloads page. The correct installer starts automatically:

• On Windows, the .msi download should begin as soon as the Downloads page loads.
• On Android, the .apk download should begin automatically.
• If nothing starts, use the manual buttons on the page: Download .msi or Download .apk.

Already have an account? Log in first, then open /downloads to download again without signing up.

Alternative: Sign up from the home page only

If you use Get Started / Register from the home page (without visiting Downloads first), you may land on Outlets & Plans instead of Downloads. You can still open Downloads anytime while logged in to get the Windows or Android app.

3.2 Windows desktop — license key, install, and login

Follow these steps on your counter PC (Windows 10 or later recommended).

Step 1 — Get your license key

After signup, your Windows license key is sent to you by:

• Email — check the inbox you used during registration (also check spam/junk), and/or
• WhatsApp — on the mobile number you entered at signup

The key looks like: DB-XXXX-XXXX-XXXX-XXXX (four groups of characters).

Keep this key private. Each key is for one Windows PC only. If you change computers, contact support.

Step 2 — Install the desktop app

1. Open the downloaded DinebyBepaarDesktop.Setup.msi file.
2. If Windows SmartScreen appears, choose More info → Run anyway (wording may vary).
3. Follow the installer (Next → Install → Finish).
4. Launch Dine by Bepaar from the desktop shortcut or Start menu.

Step 3 — Activate with your license key

1. On first launch, the app asks for your license key.
2. Copy the key from your email or WhatsApp message.
3. Paste or type it exactly (dashes included).
4. Click Activate / Continue.

If activation fails:

• Confirm the key was copied fully with no extra spaces.
• Ensure you are online.
• Use the same key only on one PC; contact support if you need to move to a new machine.

Step 4 — Log in

1. After activation, enter the email and password you used at signup.
2. Click Log in.
3. You will enter the app as Owner (same as the website).

From here, continue with Section 3.4 (outlet setup) and your subscription plan.

3.3 Android — install and login

1. When the .apk finishes downloading, open it from your notification bar or Downloads folder.
2. If Android asks to allow installs from this browser, enable Install unknown apps for that source, then try again.
3. Tap Install, then Open.
4. Log in with your email and password (no license key is required on Android).
5. Continue with outlet setup in the app or on the web.

3.4 Create your first outlet

1. On Outlets & Plans, click Add Outlet (or similar).
2. Fill in outlet details:
   • Name, address, city, state, PIN
   • Phone and email
   • GST number and FSSAI (if applicable)
3. Save the outlet.
4. Click Select / Use this outlet so it becomes your active outlet (shown in the top header).

3.5 Seed or set up menu (if empty)

If the outlet shows needs seeding (no categories/items yet):

1. Use Seed database on the outlet card (if offered), or
2. Manually add data:
   • Menu → create Categories
   • Menu → add Items with prices

3.6 Choose a subscription plan

1. Go to Outlets & Plans → subscription section, or open Subscription from profile/outlet area.
2. Compare Silver, Gold, and Platinum.
3. Select a plan and complete payment (Cashfree).
4. Until payment succeeds, some routes may redirect to subscription pages.

3.7 Enable outlet modules (optional)

On each outlet card under Outlets & Plans, toggle settings such as:

• KOT Display, Customers, Inventory, Billing, Loyalty, QR Code System, etc.
  (Availability depends on your plan — see Section 19.)

3.8 Place your first test order

1. Open Orders from the sidebar.
2. Click New Order / Create Order.
3. Add menu items, choose order type (takeaway/dine-in/delivery as available).
4. Save and complete payment if testing billing.
5. If KOT is enabled (Gold+), open Kitchen to see the ticket.

Checklist before going live

• Account created (via Downloads flow)
• Windows: .msi installed and license key activated or Android: .apk installed
• Logged in successfully on app or web
• Outlet created and selected
• Subscription active
• Categories and menu items added
• Items marked Available
• Staff accounts created (if needed)
• Printers configured (Print Server)
• Tables created (Gold+, if dine-in)
• Test order end-to-end

4. Signing in and choosing an outlet

Overview

Every session starts with login and (for owners) the correct outlet in the header. Staff are locked to one outlet; owners switch between branches.

Why it exists: Data isolation per outlet — menu, orders, and payroll never mix between locations.

Who uses this

Everyone — Owner, Manager, Cashier, Chef, Captain.

Before you begin

• Valid email/password; staff credentials from owner.
• Owners with multiple outlets: know which branch you are configuring today.

Typical workflow

Log in → if owner, confirm outlet name in header → switch on Outlets & Plans if needed → open module from sidebar.

Expected result

Landing page matches role/plan (4.2); all actions use selected outlet data.

Best practices

• Owners: always glance at header outlet name before menu or payroll changes.
• Staff: use Forgot password on web if locked out; owner can reset via staff edit.

Common mistakes

• Owner edits menu while wrong outlet selected.
• Captain expects Tables on Silver — lands on Orders instead.

FAQ — Sign in & outlets

Why do I land on Outlets & Plans after login?
Owner with no outlet selected yet — select or create an outlet.

Can staff switch outlets?
No — only owner can switch.

4.1 Log in

1. Open the login page.
2. Enter email and password.
3. Click Log in.

Forgot password? Use Forgot password, enter email, and follow the reset link.

4.2 Where you land after login

4.3 Switch outlet (owners)

1. Look at the top header — current outlet name is shown.
2. Click Switch or go to Outlets & Plans.
3. Click Select on another outlet.

All menu, orders, and reports then use that outlet’s data.

Staff are fixed to one outlet assigned by the owner; they cannot switch outlets.

5. Navigation, roles, and permissions

Overview

The sidebar shows only modules your role permissions and subscription plan allow. Outlet toggles can hide modules even when the plan includes them.

Why it exists: Security and simplicity — cashiers should not see payroll; Silver should not show Kitchen.

Who uses this

Everyone — understand why a colleague sees a different menu.

Before you begin

• Know your role (Owner, Manager, Cashier, Chef, Captain).
• Owners: know plan tier and outlet toggles on Outlets & Plans.

Typical workflow

Owner creates staff from template → customizes checkboxes if needed → staff logs in and sees filtered sidebar.

Expected result

Permission AND plan AND outlet toggle must all allow a feature (5.3).

Best practices

• Use role templates first; customize only when needed.
• After upgrading plan, update outlet toggles and staff permissions.

Common mistakes

• Granting kitchen permission on Silver — Kitchen still blocked by plan.
• Enabling module on outlet but not granting staff permission.

FAQ — Navigation

Why is a menu item missing?
Check plan (Section 2), staff permissions, outlet toggles, and correct outlet in header — in that order.

5.1 Sidebar menu

The left sidebar shows only what your role and plan allow. Common items:

On mobile, tap the menu icon to open the sidebar; tap outside to close.

5.2 Built-in role templates

When creating staff, you can start from a template:

Owners can also grant custom sidebar permissions per staff member on the Staff page.

5.3 Permission vs plan

• Permission = what this login may do.
• Plan = what the business has paid for (e.g. no Kitchen on Silver even if permission exists).

Both must allow a feature for it to work.

6. Dashboard

Path: Sidebar → Dashboard

Overview

The Dashboard is your business snapshot for the selected outlet and date range. It shows revenue, order counts, payment mix, and peak hours so you can decide staffing, promotions, and menu focus without exporting spreadsheets first.

Why it exists: Owners and managers need one screen to answer “How did today go?” without opening every order manually.

When to use it: Opening shift review, mid-day check, end-of-day reconciliation, and weekly planning.

Who uses this

Plan required: Available on all plans that include dashboard permission (not a Platinum-only module).

Permissions: User needs dashboard access in sidebar permissions (included in several role templates).

Before you begin

• Correct outlet selected in the top header.
• At least some completed or paid orders exist for the period (new outlets may show zeros until you trade).
• User logged in with dashboard permission.

Typical workflow

1. Open Dashboard from the sidebar.
2. Select date range: Today, yesterday, week, month, or year.
3. Review KPI cards: revenue, order count, average order value, customers, pending/completed/cancelled orders.
4. Scan charts: hourly orders, daily sales, payment methods, category sales, peak hours.
5. Open Reports subsection if shown (may load after main stats).
6. Act on insights — e.g. schedule extra cashier during peak hour block.

Expected result

• Numbers and charts refresh for the chosen range.
• Category and payment charts reflect orders recorded in Orders for that outlet.
• Reports section adds summaries when loaded.

What you see

• Date range: Today, yesterday, week, month, year
• KPIs: Revenue, order count, average order value, customers, pending/completed/cancelled orders
• Charts: Hourly orders, daily sales, payment methods, category sales, peak hours
• Reports section: Additional summaries (may load after main stats)

How to use

1. Select a date range at the top.
2. Review cards and charts for the selected period.
3. Use insights for staffing and menu decisions.

Restaurant example: After Sunday lunch rush, set range to Today and check peak hours — if 1–3 PM dominates, assign an extra runner for next weekend.

Best practices

• Compare Today vs Yesterday during trial week to validate menu pricing and portions.
• Use payment methods chart to reconcile cash vs UPI vs online with your till.
• Run end-of-day with range Today before cash handover.

Common mistakes

• Wrong outlet selected — dashboard shows another branch’s sales.
• Expecting revenue from cancelled orders — KPIs usually focus on completed/paid flows; check order list for voids.
• Viewing dashboard before syncing offline orders (Gold+) — sync first so totals are complete.

Troubleshooting

FAQ — Dashboard

Why are my sales not showing?
Check the active outlet in the header, the date range, and that orders are completed (not left pending). New outlets need at least one finished order. Sync offline orders if you traded offline.

Why does revenue look incorrect?
Compare with Orders for the same period. Look for refunds, cancellations, and discounts. Verify GST inclusive vs exclusive on outlet settings. Multiple payment methods on one order can affect payment-method charts vs total revenue.

Why can my captain not see the dashboard?
Captains often have limited permissions; they may only see table-related flows. Owners can enable dashboard permission per staff if needed.

Captains may see data limited to their assigned tables where applicable.

7. Menu management

Path: Sidebar → Menu

Overview

Menu management is where you define what you sell: Categories (groupings like Starters, Thalis, Beverages) and Items (dishes with price, image, tax, and optional variants). The POS, kitchen, public ordering, and QR menus all read from this menu.

Why it exists: Accurate menu data prevents wrong prices at billing, wrong routing to kitchen, and guest confusion on QR ordering.

When to use it: Before opening; daily when items are sold out; when launching new dishes or lunch specials.

Menu has two main areas: Categories and Items (tabs or sub-pages).

Who uses this

Plan required: Counter POS and menu on Silver, Gold, and Platinum.

Permissions: manage_menu for edit access.

Before you begin

• Active outlet selected.
• Plan includes POS (all paid plans).
• For public/QR later: add photos and mark items Available (Platinum public ordering).

Typical workflow

1. Create Categories in display order (e.g. Beverages → Starters → Mains).
2. Add Items under each category with price and description.
3. Configure variants/addons, tax, and kitchen routing on items where offered.
4. Toggle Available off when sold out during service.
5. Export periodically for backup.

Expected result

• Categories and items appear in Orders when creating orders.
• Inactive categories hide items from most POS flows.
• Unavailable items do not appear for new orders (or show as unavailable per UI).

Best practices

• Use clear category names guests recognize (not internal codes only).
• Mark unavailable immediately when the kitchen runs out — avoids refunds and angry guests.
• Add photos before enabling public ordering or table QR (Platinum).
• Align item tax settings with outlet GST inclusive and item-wise breakdown toggles.

Common mistakes

• Editing menu while wrong outlet is selected (multi-outlet owners).
• Leaving sold-out items Available — cashiers can still sell them.
• Disabling a category but forgetting items inside still show in some exports.

Troubleshooting

FAQ — Menu

Why can cashiers not edit the menu?
They need manage_menu permission. Use Manager or Owner login for price changes.

Why did my category disappear from POS?
Category may be disabled — enable it or move items to an active category.

7.1 Categories

Actions:

Inactive categories hide their items from POS in most flows.

7.2 Menu items

Actions:

7.3 Menu module — best practices (summary)

• Use clear category names (Starters, Mains, Beverages).
• Mark unavailable items immediately when out of stock.
• Add photos for public ordering and QR menus.
• Keep GST/tax settings aligned with your outlet configuration.

Example: A dhaba runs “Breakfast” and “All Day” categories; at 11 AM they disable Breakfast so lunch POS only shows All Day items.

8. Orders & POS

Path: Sidebar → Orders

Overview

Orders is your main point of sale (POS) for counter, takeaway, delivery, and table-linked orders. Staff build a cart, send items to the kitchen (when KOT is enabled), take payment, and close the order.

Why it exists: Every sale and kitchen ticket starts here. Accurate order flow reduces billing errors and kitchen misses.

When to use it: Every customer transaction — counter queue, takeaway packing, delivery handoff, or after opening a table on Gold+.

This is your main point of sale for counter, takeaway, delivery, and sometimes table-linked orders.

Who uses this

Plan required: POS on all plans; offline orders on Gold and Platinum only; dine-in/table flows need Gold or Platinum.

Permissions: view_orders and/or create_orders; refunds/cancel need appropriate permissions.

Before you begin

• Menu categories and items exist and are Available.
• Active outlet selected.
• For KOT: Gold+, KOT Display on outlet, Print Server or desktop printing configured.
• For table orders: tables created (Section 10).

Typical workflow

1. Open Orders → New Order / Create Order.
2. Choose type: Takeaway, Dine-in, or Delivery (as plan/outlet allows).
3. Add items; adjust quantity; add customer notes.
4. Save / Place order — KOT fires if enabled.
5. Update status or let kitchen update via KOT.
6. Payment → Cash / UPI / Online → print bill or WhatsApp.
7. Mark Completed when done.

Expected result

• Order appears in the list with correct status.
• Kitchen sees ticket (Gold+ with KOT on).
• After payment, bill can print; order moves to Completed.
• Dashboard revenue updates for completed/paid orders.

Best practices

• Always select correct order type (takeaway tax/service rules may differ).
• For dine-in on Gold+, link the table early so captains and floor layout stay accurate.
• Use Add items for follow-up rounds instead of a new order on the same table.
• Sync offline orders before end-of-day reconciliation.

Common mistakes

• Saving order as draft without submitting to kitchen — chefs see nothing on KOT.
• Paying before all items are added — use Add items then adjust payment if needed.
• Creating duplicate orders for the same table instead of opening existing table order.

Troubleshooting

FAQ — Orders

Why is my order not reaching the kitchen?
Confirm Gold or Platinum plan, KOT Display enabled on outlet, order was placed (not left incomplete), and open Kitchen on a device with view_kitchen. Check Print Server if you rely on printed KOT only.

Why can I not edit an order?
Completed, cancelled, or paid orders may be locked. Use Add items if still open. Refunds need refund permission. Captain accounts may only edit their table orders.

Why is offline mode missing?
Silver does not include offline orders — upgrade to Gold or Platinum.

8.1 View and filter orders

• Scroll or paginate the order list.
• Filter by status, date, or search (as shown on screen).
• Export orders if you have export permission.

8.2 Create a new order

1. Click New Order / Create Order.
2. Choose order type: Takeaway, Dine-in, Delivery (depends on plan/outlet).
3. Tap items to add to cart; adjust quantities.
4. Add customer name/phone if needed.
5. Apply discounts or notes if available.
6. Save or Place order.

For dine-in on Gold+, you may link a table from the order or open Tables first.

8.3 Payments

1. Open the order → Payment / Pay.
2. Choose method: Cash, UPI, Online (if enabled).
3. Enter amount; confirm.
4. Print bill or send via WhatsApp if configured.

8.4 Order status workflow

Typical flow:

Pending → Preparing → Ready → Completed

Use Update status or quick actions on the order card. Kitchen may update via KOT screen in parallel.

8.5 Refunds and cancellations

• Cancel order: Open order → Cancel → confirm reason.
• Refund: Open paid order → Refund → follow prompts (permission required).

8.6 Add items to existing order

1. Open the order.
2. Click Add items.
3. Select new items → save.
4. KOT may print only new items.

8.7 Offline orders (Gold & Platinum)

When internet is unstable:

1. Create order in Offline mode (badge or offline button).
2. Orders are stored locally on the device.
3. When online returns, use Sync to upload to the server.
4. Resolve any conflicts shown after sync.

Silver plans do not include offline order support.

8.8 Print KOT and bill

• KOT: Sent to kitchen printer via Print Server.
• Bill: Print or WhatsApp from order actions.

Ensure Print Server is running on at least one device (see Section 12).

8.9 Loyalty at checkout (Platinum)

When loyalty is enabled, creating an order may show points preview or redemption — follow on-screen prompts.

9. Kitchen display (KOT)

Path: Sidebar → Kitchen
Requires: Gold or Platinum, view_kitchen permission, KOT Display enabled on outlet.

Overview

The Kitchen screen shows live Kitchen Order Tickets (KOT) — what to cook, for which table or order, and current status. It replaces paper chits lost on a busy line.

Why it exists: Chefs need a single queue; waiters need Ready status; owners need fewer “where is my order?” disputes.

When to use it: During all service hours on Gold or Platinum when KOT Display is on for the outlet.

Who uses this

Plan required: Gold or Platinum (not Silver).

Permissions: view_kitchen plus outlet toggle KOT Display.

Before you begin

• Subscription Gold or Platinum active.
• On Outlets & Plans, enable KOT Display for this outlet.
• Staff chef login with kitchen permission.
• Tablet or wall-mounted device with stable power and internet (or offline KOT sync on Gold+ per app).

Typical workflow

1. Open Kitchen on a tablet or screen in the kitchen.
2. New tickets appear at the top or in a queue.
3. Tap Start preparing when cooking begins.
4. Tap Ready when food is ready for service.
5. Mark Served when runners pick up (if used).

Expected result

• Ticket list updates as new POS/table orders are submitted.
• Status changes visible to floor staff monitoring orders.
• Printed KOT may also fire via Print Server if configured (Section 12).

What it shows

Live Kitchen Order Tickets with items, table/order number, and status.

Best practices

• Keep the tab open and device plugged in.
• Use a dedicated Chef login with only kitchen permission (no accidental menu edits).
• One kitchen screen per production line if volume is high; same outlet selected in header.
• After menu rush, clear Ready tickets so the queue stays readable.

Common mistakes

• Silver plan — Kitchen never appears; upgrade required.
• KOT Display off on outlet — sidebar link hidden even with chef permission.
• Orders saved in POS but never placed — kitchen stays empty.

Troubleshooting

FAQ — Kitchen

Why is Kitchen not visible in the sidebar?
You need Gold or Platinum, KOT Display enabled on the outlet under Outlets & Plans, and view_kitchen on the user. Silver never shows Kitchen.

Why are tickets not appearing?
Confirm orders were created and submitted from Orders or Tables, the correct outlet is selected, and internet is up (or sync offline orders). Check that the user is not on Silver.

Why does the chef see Dashboard but not Kitchen?
Edit staff permissions and enable kitchen access; verify plan and outlet KOT toggle.

Tips

• Keep the tab open and device plugged in.
• Use a dedicated kitchen user with only kitchen permission.
• If tickets do not appear, check Print Server and that orders were submitted to kitchen.

10. Tables & floor service

Requires: Gold or Platinum.

Overview

Tables manage dine-in floor layout, table status (available, occupied, reserved), and table orders. Gold supports up to 6 tables; Platinum supports unlimited tables.

Why it exists: Full-service restaurants need to know which table is eating, who serves them, and when to free the table for the next party.

When to use it: Dine-in service on Gold or Platinum; setup before first service day.

Who uses this

Plan required: Gold (max 6 tables) or Platinum (unlimited).

Permissions: Table-related permissions on staff; captains see assigned tables only.

Before you begin

• Gold or Platinum subscription active.
• Tables created under Manage Tables (/tables).
• For captains: captain staff created and tables assigned (Section 11).
• Menu ready; KOT enabled if kitchen should get tickets.

Typical workflow

Setup: Manage Tables → add tables (number, floor, capacity) → assign captain (optional) → set QR (Platinum).

Service: Table Ordering → tap table → new or open order → add items → send to kitchen → request bill → Complete when guests leave.

Expected result

• Table color/status updates on floor (available vs occupied).
• Orders linked to table appear in Orders and Kitchen.
• Completing order frees table for next guests.

Best practices

• Name tables clearly (T1, T2, or “Window-1”) so captains and kitchen match verbal calls.
• Complete table when guests leave — avoids “ghost occupied” tables.
• Use offline table mode on Gold+ only when internet is unreliable; sync when back online.

Common mistakes

• Hitting 6 table limit on Gold — upgrade to Platinum or remove unused tables.
• Not finishing table order — table stays occupied all shift.
• Captain assigned to wrong floor after layout change.

Troubleshooting

FAQ — Tables

Why is Tables missing from the sidebar?
Requires Gold or Platinum and table permissions. Silver has no table management.

Why does my table stay occupied?
Complete or finish the active order on that table from Table Ordering.

10.1 Table ordering (floor POS)

Path: Sidebar → Tables → opens Table Ordering (/table/ordering)

1. See floor layout or list of tables with status colors.
2. Filter by floor, status, or captain.
3. Tap a table → New order or view active order.
4. Add items, send to kitchen, request bill.
5. Complete or Finish when guests leave — table returns to available.

Supports offline caching on supported plans (sync when online).

10.2 Manage tables (setup)

Path: From Tables area → Manage Tables (/tables)

Gold plan: up to 6 tables. Platinum: unlimited.

10.3 Captain “My Tables”

Path: /tables/my-tables (captains with assigned tables)

Captains see only their tables and can open orders for those tables.

11. Captain system

Requires: Gold or Platinum with captain slots available.

Overview

Captains are floor staff who log in to manage assigned tables only — taking orders, sending KOT, and closing tables without full cashier access to the entire restaurant.

Why it exists: Large dining rooms need section ownership (e.g. captain for upstairs vs patio) without every waiter seeing all tables.

When to use it: Gold or Platinum when you have dine-in tables and dedicated floor staff.

Who uses this

Plan required: Gold (5 captains/outlet) or Platinum (10). Silver: 0 captains.

Before you begin

• Gold or Platinum active.
• Tables created in Manage Tables.
• Captain slots available under plan limits.

Typical workflow

Setup: Staff & Payroll → Add Staff → This is a Captain → assign all tables or specific tables → save.

Daily: Captain logs in → Tables / My Tables → serve assigned tables → close orders.

Expected result

• Captain sees only assigned tables (unless “all tables” head captain).
• Orders from captain tables flow to kitchen and billing like cashier orders.

Best practices

• Assign tables by section (floor/area) to reduce confusion.
• Head captain (“all tables”) only for supervisors.
• Reassign tables same day if staff is absent — edit table or staff record.

Common mistakes

• Creating captain on Silver — not supported.
• Exceeding captain count — upgrade or deactivate unused captain logins.
• Captain on Silver plan lands on Orders only, not tables (Section 4.2).

Troubleshooting

FAQ — Captains

Why can my captain not open Tables?
Silver captains go to Orders, not tables. Upgrade to Gold or Platinum and assign tables.

How do I move a captain to another section?
Edit staff or Manage Tables → reassign captain per table.

11.1 Create a captain (owner/manager)

1. Staff & Payroll → Add Staff.
2. Enter name, mobile, email, password.
3. Check This is a Captain (auto-assigns captain permissions).
4. Choose assignment:
   • Assign to all tables — head captain; any table, or
   • Select specific tables from the grid, or
   • Assign later from Manage Tables.
5. Save.

11.2 Captain daily use

1. Log in with captain credentials.
2. Open Tables (or My Tables).
3. View status: Available, Occupied, Reserved.
4. Open a table → manage order, send KOT, close when done.

11.3 Owner: monitor assignments

• Manage Tables — see captain on each table.
• Table Ordering — filter by captain.
• Reassign via staff edit or per-table edit.

See also: docs/CaptainSystemGuide.md in the project for technical details.

12. Print server & receipts

Path: Sidebar → Print Server

Overview

Print Server runs on a device at your restaurant and sends KOT (kitchen tickets) and customer bills to registered Bluetooth or network thermal printers.

Why it exists: Browsers and tablets cannot always print directly; Print Server holds a queue and processes print jobs reliably during rush hour.

When to use it: Web or tablet POS when you use physical printers; keep one device on during service.

Print Server runs in the background and sends KOT and bills to registered printers.

Who uses this

Plan required: Not plan-gated separately; works with any plan that creates orders/KOT.

Note: Windows desktop app hides Print Server in sidebar — printing is built into the app. Android opens native print settings from sidebar.

Before you begin

• Printer powered on, paper loaded, paired (Bluetooth) or on same network (IP).
• One on-site PC/tablet stays on with Print Server ON.
• Correct outlet in header.

Typical workflow

1. Open Print Server → turn ON.
2. Register printers → test print.
3. During service, orders enqueue KOT/bill jobs → auto process prints.
4. Retry failed jobs from queue if needed.

Expected result

• KOT prints when orders sent to kitchen (if configured).
• Bills print from order payment actions.
• Queue shows success or failed status per job.

Best practices

• Designate one primary Print Server device per outlet; avoid two servers fighting the same printer.
• Run test print after power cuts or router changes.
• Keep Bluetooth printer within range of the Print Server device.

Common mistakes

• Print Server OFF during lunch rush — nothing prints.
• Trying Print Server on Windows desktop app sidebar (link hidden — use built-in app printing).
• Wrong outlet selected — jobs go to wrong printer config.

Troubleshooting

See 12.4 and Section 26.4.

FAQ — Print Server

Why are KOTs not printing but Kitchen screen works?
Print Server may be off, printer disconnected, or jobs stuck in queue. Turn Print Server ON and retry pending jobs.

Why is Print Server missing on my PC app?
Windows desktop uses integrated printing — configure printers inside the desktop app, not the web Print Server page.

12.1 Setup

1. Open Print Server on a PC/tablet that stays on site.
2. Turn Print Server ON.
3. Register printers:
   • Bluetooth thermal printers, or
   • Network IP printers
4. Run a test print.

12.2 During service

• Orders and KOT jobs enter a queue.
• Server auto-processes when enabled.
• Failed jobs can be retried from the queue list.

12.3 Platform notes

12.4 Troubleshooting print

• One device should run Print Server with Auto process on.
• Check printer power, paper, and Bluetooth/Wi‑Fi.
• Confirm outlet is selected in header.
• Re-register printer if jobs stay “pending”.

13. Customers

Path: Sidebar → Customers
Requires: Permission + Customers enabled on outlet.

Overview

The Customers module stores guest profiles (name, phone, email, notes) for repeat visits, order history, and loyalty (Platinum).

Why it exists: Faster checkout when regulars return, marketing exports, and loyalty point tracking.

When to use it: Takeaway regulars, delivery repeat clients, or Platinum loyalty members.

Who uses this

Plan required: Module on all plans that enable Customers outlet toggle; Loyalty needs Platinum.

Permissions: view_customers + outlet Customers enabled.

Before you begin

• Enable Customers on outlet under Outlets & Plans.
• Grant staff view_customers where needed.

Typical workflow

1. Add customer at counter or link during order.
2. Search by phone on return visits.
3. Export for campaigns (follow local privacy rules).
4. View order history from customer detail when shown.

Expected result

• Customer record saved and searchable.
• Orders can reference customer for reports and loyalty.

Best practices

• Capture 10-digit mobile consistently for search.
• Add notes (“no onion”, “corporate billing”) for staff handover.

Common mistakes

• Customers toggle off on outlet — sidebar hidden.
• Duplicate profiles with slightly different phone numbers.

Troubleshooting

FAQ — Customers

Why is Customers not in the sidebar?
Enable Customers on the outlet and grant view_customers to the staff login.

Actions

Use customers for repeat visits, loyalty (Platinum), and reporting.

14. Inventory & procurement

Requires: view_inventory (and outlet Inventory enabled).

Overview

Inventory tracks raw materials and consumables (stock in, stock out, wastage, adjustments). Suppliers and Purchase Orders handle vendor ordering and goods receipt (GRN).

Why it exists: Control food cost, avoid stockouts, and document wastage for accountability.

When to use it: Daily kitchen issues, weekly purchase cycles, month-end physical counts.

Who uses this

Plan required: Inventory on Silver, Gold, and Platinum (outlet toggle required).

Before you begin

• Enable Inventory (and Suppliers / Purchase Orders if used) on outlet.
• view_inventory permission for staff who will record stock.

Typical workflow

1. Create stock items with units (kg, litre, piece).
2. Stock in when delivery arrives (or receive via GRN on PO).
3. Stock out when kitchen uses ingredients.
4. Record wastage and adjustments after physical check.
5. Watch low stock badge; use Purchase Orders to reorder.

Expected result

• Quantities update; low stock alerts appear.
• GRN receipt updates inventory from PO lines.

Best practices

• Same person counts physical stock weekly; then adjustment in system.
• Link PO to supplier for payment tracking.
• Use waste module for recurring spoilage items (e.g. dairy).

Common mistakes

• Forgetting stock out — system shows stock you do not have.
• PO received twice — double stock in.

Troubleshooting

FAQ — Inventory

Why is Inventory missing?
Enable on Outlets & Plans and assign view_inventory to the user.

What is the difference between stock in and GRN?
GRN (goods receipt) on a Purchase Order receives ordered lines into stock; stock in is a direct receipt without PO.

14.1 Main inventory

Path: Sidebar → Inventory

14.2 Advanced inventory modules

From Inventory, open sub-pages as available:

14.3 Suppliers

Path: Sidebar → Suppliers

• Maintain vendor list (name, contact, terms).
• Link suppliers to purchase orders.

14.4 Purchase orders

Path: Sidebar → Purchase Orders

1. Create PO → select supplier, lines, quantities.
2. Send or mark ordered.
3. Receive GRN when goods arrive → stock updates in inventory.

15. Billing (restaurant invoices)

Path: Sidebar → Billing
Note: This is your restaurant’s invoices to parties, not your SaaS subscription bill.

Overview

Billing (restaurant invoices) is for invoices your restaurant issues to parties (catering clients, suppliers, corporate accounts) — not your bill to Dine by Bepaar (Section 24) and not guest table bills (those come from Orders).

Why it exists: Track B2B or event invoices and mark them paid when money is received.

When to use it: Corporate lunches billed monthly, catering deposits, or vendor settlements you record in-app.

Who uses this

Permissions: view_billing + outlet Billing enabled.

Before you begin

• Enable Billing on outlet under Outlets & Plans.

Typical workflow

1. View invoice list.
2. Open invoice → review lines and totals.
3. Mark paid when settlement completes.

Expected result

• Invoice status reflects paid/unpaid for your records.

Best practices

• Do not confuse with Orders guest bills — day-to-day dine-in billing stays in POS.
• Keep GST settings on outlet aligned with invoice tax display.

Common mistakes

• Looking for SaaS subscription receipt here — use Subscription / Payment history instead.
• Billing toggle off — module hidden.

Troubleshooting

FAQ — Billing

Where is my subscription invoice?
Under Outlets & Plans or Subscription → Payment history / Receipts — not under restaurant Billing.

Actions

1. View list of invoices.
2. Open invoice for line items and totals.
3. Mark paid when settlement is done.

Enable under outlet settings: Billing.

16. Loyalty program

Path: Sidebar → Loyalty
Requires: Platinum plan, permission, outlet Loyalty enabled.

Overview

The Loyalty program lets guests earn and redeem points by tier (e.g. Silver/Gold member benefits). It ties to Customers and qualifying Orders.

Why it exists: Repeat business and measurable rewards without paper punch cards.

When to use it: Platinum outlets with steady repeat clientele; after Customers module is in use.

Who uses this

Plan required: Platinum only.

Permissions: view_loyalty + outlet Loyalty enabled.

Before you begin

• Platinum subscription active.
• Enable Loyalty on outlet.
• Customers module in use for member tracking.

Typical workflow

1. Loyalty → enable program.
2. Configure Tiers (points thresholds, benefits).
3. Orders automatically apply earning rules where configured.
4. At checkout, follow loyalty prompts (Section 8.9).
5. Export reports for campaigns.

Expected result

• Points accrue on qualifying orders; redemption shows at POS.
• Member list and transactions visible in Loyalty screens.

Best practices

• Start with simple tiers; add benefits after pilot week.
• Train cashiers to ask for phone number before payment.

Common mistakes

• Expecting loyalty on Gold/Silver — Platinum only.
• Loyalty toggle off on outlet.

Troubleshooting

FAQ — Loyalty

Why is Loyalty not available?
Requires Platinum, outlet Loyalty on, and view_loyalty permission.

Setup

1. Open Loyalty → enable program.
2. Configure Tiers (points thresholds, benefits).
3. Link earning rules to orders (automatic on qualifying orders).

Operations

• View member customers and points.
• Export customers, transactions, or full reports.
• Adjust tiers as marketing strategy changes.

17. Staff accounts

Path: Sidebar → Staff & Payroll (staff section)
Requires: manage_staff (typically owner).

Overview

Staff accounts are logins for managers, cashiers, chefs, and captains. Each staff member belongs to one outlet and has a role template or custom sidebar permissions.

Why it exists: Owners should not share owner password; permissions limit mistakes and theft risk.

When to use it: Before opening to public; whenever hiring or changing roles.

Who uses this

Plan required: Staff limits vary: 3 staff/outlet (Silver/Gold), 5 (Platinum). Captains: 0 Silver, 5 Gold, 10 Platinum.

Before you begin

• Owner login.
• Know plan limits for staff and captains.
• Outlet already created.

Typical workflow

1. Add Staff → name, mobile, email, password.
2. Pick role template or custom permissions.
3. Assign outlet.
4. Optional: Captain + tables.
5. Staff logs in with their email/password.

Expected result

• Staff sees sidebar allowed by permission AND plan.
• Deactivated staff cannot log in; history remains.

Best practices

• One login per person; no shared “cashier” account.
• Chef login: kitchen permission only.
• Review permissions after plan upgrade.

Common mistakes

• Exceeding staff cap — upgrade or deactivate old accounts.
• Captain checkbox without table assignment.
• Expecting payroll employee to log in — payroll employees are separate (17.3).

Troubleshooting

FAQ — Staff

Why can my cashier not see Kitchen?
Chef role or view_kitchen required; also need Gold+ and KOT toggle for Kitchen to work.

What is the difference between Staff and Payroll employees?
Staff = app login. Payroll employees = salary records without login (Section 18).

17.1 Add staff

1. Click Add Staff.
2. Name, mobile, email, password.
3. Choose role template or custom permissions (sidebar checkboxes).
4. Assign outlet (staff belong to one outlet).
5. Optional: mark as Captain and assign tables.
6. Save.

17.2 Limits

Plan caps staff per outlet and captains per outlet. If limit reached, upgrade plan or deactivate unused accounts.

17.3 Deactivate staff

Edit staff → Deactivate — they cannot log in but history remains.

Staff vs payroll employees

18. Payroll

Path: Sidebar → Staff & Payroll → Payroll, or /payroll/*
Requires: Gold or Platinum (not Silver).

Overview

Payroll manages salary, attendance, advances, tips, and payslips for employees who may not use the app (unlike Staff logins in Section 17).

Why it exists: Indian restaurants often pay kitchen and service staff monthly with OT, leave, and advances — separate from POS cashier logins.

When to use it: Gold or Platinum outlets with salaried or daily-wage back-of-house staff.

Payroll manages salary, attendance, and payslips for kitchen/service staff who may not have app logins.

Who uses this

Plan required: Gold or Platinum — not Silver.

Before you begin

• Upgrade from Silver if needed.
• Select outlet in header before opening payroll routes.
• Add Employees (/payroll/employees) before monthly run.
• Admin may need database payroll schema applied (see docs/payroll-system-export/README.md for technical setup).

Typical workflow

Setup: Employees → Settings (departments/shifts) → Salary config per employee → daily Attendance.

Monthly: Payroll process → select month → review draft → Approve → Mark paid → Payslip PDF/print.

Expected result

• Draft payroll calculates from attendance, leave, OT, and salary config.
• Approved records lock; payslips available per employee.

Best practices

• Mark attendance daily — month-end surprises disappear.
• Configure working days/hours before first payroll run.
• Export Reports CSV for your accountant.

Common mistakes

• Opening payroll on Silver — module unavailable.
• No outlet selected — blank or error screens.
• Confusing Staff login with Payroll employee — different menus.

Troubleshooting

FAQ — Payroll

Why is payroll missing?
Silver does not include payroll. Upgrade to Gold or Platinum, select an outlet, and ensure payroll database setup is complete if your deployer provided SQL.

Why are payslips not generating?
Finish Approve on the payroll run for that period, then open Payslip per employee. Verify attendance was entered for the month.

Can a payroll employee log into POS?
Only if you also create a Staff account — payroll employees alone have no app login.

18.1 Setup flow

1. Employees — add payroll staff (name, phone, designation, join date).
2. Settings — departments and shifts (if used).
3. Salary config — per employee: basic salary, OT rate, allowances, deductions, working days/hours.
4. Attendance — mark daily: Present, Absent, Half day, Leave, Holiday.
5. Advances — request and approve salary advances.
6. Tips — record tip pools/entries if you use tip sharing.

18.2 Monthly payroll run

1. Go to Payroll process (or Generate payroll).
2. Select payroll period (month).
3. System calculates from attendance, leaves, overtime, and salary config.
4. Review draft records.
5. Approve payroll.
6. Mark paid when disbursed.
7. Open Payslip for PDF/print per employee.

18.3 Leaves

• Staff submit or manager enters leave.
• Approve or reject.
• Unpaid leave types reduce salary per system rules.

18.4 Reports

Payroll → Reports — export CSV for accounting (types depend on screen).

18.5 Attendance statuses

19. Outlets & settings

Path: Sidebar → Outlets & Plans (owners only)

Overview

Outlets & Plans is the owner control center: create outlets, switch active outlet, toggle modules (KOT, Inventory, QR), payment settings, settlement, and backup (Platinum).

Why it exists: Multi-outlet brands and single restaurants both need one place for legal details (GST, FSSAI), feature switches, and subscription.

When to use it: Setup, plan changes, enabling new modules, deactivating a closed branch.

Who uses this

Plan required: Outlet count limits: 1 Silver, 2 Gold, 3 Platinum.

Before you begin

• Owner account.
• GST/FSSAI details ready if you print on bills.

Typical workflow

1. Add outlet or Select active outlet.
2. Edit legal and contact fields.
3. Toggle modules (KOT, Customers, QR, etc.) per plan.
4. Payment settings for customer online pay.
5. Subscription on same area or profile.

Expected result

• Header shows selected outlet name.
• Sidebar modules match toggles + plan.
• Inactive outlet stops taking new orders.

Best practices

• Turn on only modules you will use — simpler sidebar for staff.
• After plan upgrade, enable KOT or QR toggles explicitly.
• Platinum: schedule Backup before major menu overhauls.

Common mistakes

• KOT Display off while expecting Kitchen sidebar.
• GST inclusive mismatch with menu prices.
• Deleting outlet without PIN awareness when prompted.

Troubleshooting

FAQ — Outlets

Why does staff see Inventory but I do not?
Staff may have permission on an outlet where Inventory is on; select that outlet or enable toggle on yours.

Can staff switch outlets?
No — only owner switches outlets.

19.1 Outlet list

For each outlet you can:

• Select — make it active
• Edit — address, GST, FSSAI, contact
• Activate / deactivate — inactive outlets stop taking orders
• Delete — may require PIN confirmation
• Seed database — initial menu structure if empty

19.2 Per-outlet feature toggles

19.3 Payment settings (accept customer payments)

Path: Outlets → Payment settings

• Enable online payments for orders and public pages.
• Configure UPI and Cashfree linked account.
• Sync vendor status after KYC.

19.4 Settlement reports

Path: Outlets → Settlement reports

View online payment settlements and reconciliation for the outlet.

19.5 Backup & restore (Platinum)

Path: Outlets → Backup

1. Download backup — encrypted file of outlet data.
2. Store file safely off-site.
3. Restore only when needed; do not close browser during restore.

20. Public ordering & QR codes

Requires: Platinum plan.

Overview

Public ordering lets guests order from a link or table QR without creating an account. Orders appear in your Orders screen like staff-entered orders.

Why it exists: Reduce counter queue, support dine-in ordering from the table, and market via WhatsApp/Instagram.

When to use it: Platinum live service; after menu photos and payment settings are ready.

Customers order without logging in via browser link or QR scan.

Who uses this

Plan required: Platinum only.

Before you begin

• Platinum active; outlet active.
• QR Code System enabled on outlet (for table QR).
• Menu complete; items Available.
• Online payment configured if guests must prepay (Section 19.3).

Typical workflow

1. Share outlet public URL or print table QR codes.
2. Guest browses menu → cart → place order → pay online if enabled.
3. Staff sees order in Orders → kitchen flow → complete.

Expected result

• Guest order in Orders with correct table (dine-in QR) or type.
• Payment status matches your payment settings.

Best practices

• Test in incognito/private browser before printing QR tents.
• Train staff to accept public orders within 1–2 minutes during rush.
• Minimum QR print size ~5 cm × 5 cm for reliable scans.

Common mistakes

• Wrong OUTLET_ID or TABLE_ID in URL.
• Items marked unavailable — guest sees empty categories.
• Silver/Gold expecting public order — upgrade to Platinum.

Troubleshooting

See Section 26.5.

FAQ — Public ordering

Why does my QR show error or empty menu?
Platinum active, outlet active, QR Code System on, items Available, correct URL. Test link from phone on mobile data (not only Wi‑Fi).

Do guests need an account?
No — public flow is guest checkout.

20.1 Outlet public link

Format:

https://YOUR-DOMAIN/outlet/OUTLET_ID/orders

Example: https://example.com/outlet/1/orders

How to share:

1. Replace OUTLET_ID with your outlet’s numeric ID (from Outlets page or URL).
2. Copy link → WhatsApp, Instagram, website, SMS.
3. Test in incognito/private window.

20.2 Table QR codes (dine-in)

Path: Tables → Manage Tables → Table QR Codes (Platinum)

1. Enable QR per table (Toggle QR).
2. Download QR image for printing.
3. Place on table tents (min ~5 cm × 5 cm recommended).
4. Guest scans → opens table-specific menu:

https://YOUR-DOMAIN/outlet/OUTLET_ID/table/TABLE_ID/orders

20.3 Customer journey (guest)

1. Open link or scan QR.
2. See outlet name and menu.
3. Choose Dine-in, Takeaway, or Delivery.
4. For dine-in, select table.
5. Add items to cart; add notes if needed.
6. Review total (tax included per settings).
7. Place order — pay online if enabled.
8. Order appears in your Orders screen like staff-created orders.

20.4 Going live checklist

• Platinum active
• Menu complete and items Available
• Tables created (dine-in)
• QR codes printed (optional)
• Test order from phone
• Staff trained to accept public orders promptly

21. Delivery aggregators

Requires: Platinum.

Path: Outlets → select outlet → Aggregators (or /outlets/{id}/aggregators)

Overview

Delivery aggregators connect third-party platforms (Zomato, Swiggy, etc.) so incoming platform orders appear in your Aggregator Orders list and follow your kitchen workflow.

Why it exists: Avoid a separate tablet-only workflow for every app — accept and update status in one system where configured.

When to use it: Platinum restaurants receiving significant aggregator volume.

Who uses this

Plan required: Platinum.

Before you begin

• Platinum subscription.
• Platform API/credentials from aggregator partner.
• Kitchen and menu ready to fulfill external orders.

Typical workflow

1. Add integration → platform → enter credentials.
2. Sync orders → review Aggregator Orders list.
3. Update status (accept, preparing, ready, dispatched).
4. Bulk status during peak if available.

Expected result

• Platform orders visible in-app; status updates map to platform where configured.

Best practices

• Treat accepted aggregator orders like POS orders for kitchen timing.
• Keep menu availability synced with what you can actually produce.

Common mistakes

• Invalid API credentials — sync fails silently until fixed.
• Ignoring status updates — platform may penalize prep time.

Troubleshooting

FAQ — Aggregators

Which platforms are supported?
Examples include Zomato, Swiggy, Uber Eats, DoorDash, FoodPanda, GrabFood, Deliveroo, ONDC, IRCTC — configuration varies per platform.

Supported platforms (examples)

Zomato, Swiggy, Uber Eats, DoorDash, FoodPanda, GrabFood, Deliveroo, ONDC, IRCTC (configuration varies).

Workflow

1. Add integration → choose platform → enter API/credentials as instructed.
2. Sync orders — incoming aggregator orders appear in Aggregator Orders list.
3. Update status — accept, preparing, ready, dispatched (maps to platform).
4. Use bulk status for busy periods.

Treat aggregator orders like normal kitchen flow once accepted.

22. Central kitchen

Requires: Platinum, outlet flag Central Kitchen, and system central kitchen module enabled.

Overview

Central kitchen (CK) supports chains that produce at one hub and supply multiple outlets — production batches, transfers, and CK orders from branches.

Why it exists: Multi-outlet brands need production planning separate from each branch POS.

When to use it: Platinum with hub outlet flagged Central Kitchen and module enabled system-wide.

For chains that produce food at one hub for multiple outlets.

Who uses this

Plan required: Platinum + outlet Central Kitchen toggle.

Before you begin

• Platinum; correct outlet flagged as central kitchen.
• System central kitchen module enabled (deployer setting).

Typical workflow

1. Monitor Dashboard and Orders at hub.
2. Production — start/complete batches.
3. Transfers — ship to outlets.
4. Branch POS: Central Kitchen action on order when sending to hub.

Expected result

• CK orders and production states visible on hub screens.
• Transfers recorded for outlet stock reconciliation.

Best practices

• Use Planning for next-day prep based on outlet demand patterns.

Common mistakes

• Flagging wrong outlet as CK — branch POS shows CK options incorrectly.

Troubleshooting

FAQ — Central kitchen

Why do I not see Central Kitchen?
Need Platinum, outlet Central Kitchen enabled, and system module on. Regular single-outlet restaurants may not use this.

Sidebar: Central Kitchen

From POS

Some orders can be sent to central kitchen via Central Kitchen action on the order — follow modal prompts.

23. Desktop & mobile apps

Overview

Dine by Bepaar runs on Windows desktop, Android, web browser, and PWA. The Downloads page (/downloads) delivers installers after signup.

Why it exists: Counter PCs need reliable printing (Windows app); floor staff may use Android; owners may use web for setup.

When to use it: First install (Section 3); adding a second counter device; mobile captain device.

Who uses this

Before you begin

• Account created; for Windows, license key from email/WhatsApp.
• Internet for activation and login.

Typical workflow

Sign up → Downloads → install platform app → activate Windows key if applicable → log in → same outlet/subscription as web.

Expected result

• Same data as web after login; outlet and orders sync via cloud.
• Offline features per plan on Gold+ (23.6).

Best practices

• Windows for main billing printer; keep license on one PC unless support transfers.
• Web for manager backup; no license needed.
• Sync offline orders before closing day on Gold+.

Common mistakes

• Using license key on Android (not required).
• Expecting Print Server menu in Windows desktop app (built-in printing instead).

Troubleshooting

See Section 26.3 and 12.3.

FAQ — Apps

Do I need a license for every device?
Windows desktop: one license per PC (DB-XXXX-…). Android and web: no license — email/password only.

Can I use web and desktop together?
Yes — same account; ensure same outlet selected.

23.1 Downloads page

Path: /downloads (home page → Download for Windows / Download for Android)

Manual download buttons are always available if the automatic download does not start.

23.2 Windows desktop app

First-time setup (summary)

1. Sign up via Downloads flow → receive license key on email and/or WhatsApp.
2. Install .msi → launch app → enter license key → activate.
3. Log in with owner email and password.
4. Create outlet and subscription (same as web).

Daily use

• Full POS in a native window (orders, menu, kitchen, tables per your plan).
• Printing is built into the app; the web Print Server menu is not shown in the desktop app.
• Updates may be offered in-app when a new version is available.

License rules

• Format: DB-XXXX-XXXX-XXXX-XXXX
• One license = one Windows PC at a time
• Lost key: check email/WhatsApp again or contact support@dinebybepaar.com

23.3 Android app

1. Sign up → Downloads page → .apk installs automatically or via Download .apk.
2. Install and open the app.
3. Log in with email and password (no license key on Android).
4. Use mobile POS; Print Server in the sidebar opens Android printer settings when supported.

23.4 Web app (no download)

Log in at your restaurant URL in any modern browser. No license key required. Suitable for managers and backup access.

23.5 PWA (install from browser)

1. Log in on the web in Chrome/Edge.
2. Use Install / Add to Home Screen.
3. Launch like an app from the home screen.

23.6 Offline mode summary

Sync when connection returns; check for conflict messages.

24. Subscription & payments (SaaS)

This is your bill to Dine by Bepaar, separate from restaurant Billing invoices.

Overview

Subscription & payments (SaaS) is what you pay Dine by Bepaar for the software (Silver/Gold/Platinum). Paid through Cashfree. Unrelated to guest table bills or restaurant Billing invoices (Section 15).

Why it exists: SaaS access is gated by active subscription; renewal restores blocked features.

When to use it: Initial purchase, upgrade, renewal before expiry, downloading payment receipts.

Who uses this

Before you begin

• Owner login.
• Payment method for Cashfree.

Typical workflow

1. Outlets & Plans or Subscription → Manage.
2. View plan and expiry.
3. Upgrade / renew → pay.
4. Download Receipts from Payment history.

Expected result

• Active plan unlocks features per Section 2.
• Receipt available for accounting.

Best practices

• Renew a few days before expiry to avoid service interruption.
• Save receipt ID if contacting support after payment.

Common mistakes

• Paying SaaS bill but searching under restaurant Billing module.
• Staff expecting to upgrade — only owner can pay.

Troubleshooting

See 24.3 and Section 26.

FAQ — SaaS subscription

Paid but plan not active?
Wait a few minutes, refresh, check Payment history; contact support with receipt ID.

What happens when expired?
Redirect to Subscription expired; most features blocked until renewal (24.2).

24.1 Manage subscription

Path: Outlets & Plans or Subscription → Manage

• View current plan and expiry.
• Upgrade / renew — select plan → pay via Cashfree.
• View Payment history and download Receipts.

24.2 Expired subscription

If expired, you may be redirected to Subscription expired page. Most app features are blocked until renewal. Subscription pages remain accessible for payment.

24.3 Payment issues

• Payment failed: retry with another method or contact bank.
• Paid but not active: wait a few minutes; refresh; contact support with receipt ID.

25. Profile & support

Overview

Profile holds your login details and subscription summary. Support is how you reach Dine by Bepaar when this manual does not resolve the issue.

Why it exists: Self-service password changes and a single support channel with the details engineers need.

Who uses this

Before you begin

• For support tickets: outlet name/ID, role, plan, steps to reproduce, screenshot, time with timezone (26.8).

Typical workflow

1. Profile → update contact or change password.
2. If stuck, email support@dinebybepaar.com or visit /support with full context.

Expected result

• Profile saves; password change applies on next login.
• Support responds with guidance (timing depends on queue).

Best practices

• Change password when staff with shared access leaves.
• Read Section 26 before emailing support for common issues.

Common mistakes

• Emailing support without outlet ID — delays fix.
• Asking support to change subscription from staff account — owner must pay/upgrade.

FAQ — Profile & support

Where do I change password?
Profile → change password; or Forgot password on login page.

Is support in the sidebar?
Support center may be at /support direct URL — not always in sidebar.

25.1 Profile

Path: Sidebar → Profile

• Update name, email, phone.
• Change password.
• View role and subscription summary.

25.2 Support center

Path: /support (direct URL; may not be in sidebar)

• Email: support@dinebybepaar.com
• Describe outlet name, issue, and screenshots.

25.3 Legal pages

• Terms of Service — /terms
• Privacy Policy — /privacy
• Account deletion — /account-deletion

26. Quick reference & troubleshooting

Overview

This section is your fast lookup for URLs, “why is X missing?”, printing, license, public QR, payroll, and kitchen issues. Use module FAQs in Sections 6–25 for deeper answers.

Who uses this: All roles during live service when something breaks.

Before you contact support

Work through the relevant checklist below and note outlet ID, plan, role, and screenshot (26.8).

26.1 Common URLs (staff)

26.2 “I can’t see a menu item in the sidebar”

Use this four-step order every time:

1. Check plan (feature may be Platinum-only).
2. Check staff permissions (owner: Staff page).
3. Check outlet toggles on Outlets & Plans.
4. Confirm correct outlet selected in header.

Example: Kitchen missing — plan must be Gold+, KOT Display on, user needs view_kitchen, correct outlet selected.

26.3 License key or Windows activation

26.4 Orders not printing

• Print Server ON on one device.
• Printer connected and test print OK.
• Order actually sent to kitchen/print queue.
• Not only using a device without Print Server.

26.5 Public order / QR not working

• Platinum plan active.
• Outlet active.
• QR Code System enabled on outlet.
• Menu items available.
• Correct URL with outlet ID.

26.6 Payroll missing

• Upgrade from Silver to Gold or Platinum.
• Select an outlet before opening payroll.
• Run payroll schema sync if your admin provided SQL (technical setup).

26.7 Kitchen empty

• Gold+ plan.
• KOT Display enabled on outlet.
• User has kitchen permission.
• New orders submitted (not only drafts).

26.8 Contact support

Include:

• Outlet name and ID
• User role
• Plan name
• Steps to reproduce
• Screenshot or screen recording
• Time of issue (with timezone)

Appendix A — Role permission matrix

Custom permissions can override templates for individual staff.

Appendix B — Order status glossary

Exact labels may vary slightly in UI.

Appendix C — Related technical guides (for admins)

These live in the docs/ folder of the project:

Documentation map — where to find answers

Thank you for using Dine by Bepaar.
For the latest features, refer to in-app Outlets & Plans and your account manager or support team.