# Welcome
Welcome to the comprehensive documentation for Boss It's POS system. Whether you're a new user getting started, an experienced operator looking to maximise efficiency, or an administrator managing system configurations, this documentation hub has been designed to support you every step of the way.
This documentation provides everything you need to know about our POS system, including:
**Product Information**
Detailed guides covering all aspects of the system's functionality, from basic operations to advanced features. Each section is crafted to help you understand not just how to use the system, but how to use it effectively.
**Process Documentation**
Step-by-step procedures for common tasks, troubleshooting guides, and best practices. These resources ensure you can handle day-to-day operations with confidence.
***
As new features are added to the system and common questions arise, we update these guides to ensure they remain current and useful.
# Getting Help
## AI Support
If you have any questions, you may utilise the **Search** bar or click the **AI icon** beside it to pull up the AI Assistant.
## Boss It Customer Support
For additional support, don't hesitate to **email us** and we will provide the necessary assistance.
# Users and Access
This section describes how to deal with users and access management.
# Logging In
## Understanding the PIN Types
There are two types of PINs used in the system:
#### **Personal PIN**
* Used for
* logging into the **Admin Portal**
* logging in **initially to the POS** (when entering a phone number)
* logging in to the **Driver App**
* Always used in combination with the user’s phone number (including the country code).
{% hint style="success" %}
**Rule of Thumb**: If you are entering a phone number, always use the Personal PIN.
{% endhint %}
#### **Venue PIN**
* Used when a staff member logs into the **POS without entering their phone number**.
* This PIN identifies the user **within a specific venue**.
* A staff member working across **multiple venues** will be assigned a **different Venue PIN for each location**.
* Note: A staff member cannot have the same Venue PIN across different locations. This will be a clash of numbers for people.
## Logging In to the Admin Portal
1. Visit[ https://admin.gobossit.com/](https://admin.gobossit.com/).
2. Enter your **phone number, including the country code**.
3. Input your **Personal PIN** to log in.
## Logging In on the POS
#### Phone Number and Personal PIN Login
This method is typically used **once** or **rarely**, usually when a staff member is logging into a new device for the first time.
1. On the POS screen, enter your **phone number (with country prefix)** and **your Personal PIN**.
2. Select the appropriate **venue** and **device**.
3. You’ll then be logged in and can begin using the POS.
#### Venue PIN Login
This is the **standard daily login** used by most staff members.
1. On the POS screen, enter your **Venue PIN (no phone number required)**.
2. You’ll be logged in and identified for that specific venue.
## Logging In on the Driver App
Log in using your **phone number and Personal PIN**.
# User Profile Types
## Role Hierarchy
1. Owner
2. Senior Manager
3. Manager
4. Supervisor
5. Staff
6. Driver
## Profile Type-Based Access and Visibility
#### Staff Visibility
Users can **only view and manage users below them**. For example:
* An Owner can view and manage **all other roles**.
* A Manager can view and manage Supervisors, Staff, and Drivers, but not Owners, Senior Managers, and other Managers.
> **Note**: A user cannot view or edit their own permissions. Only someone in a higher role can make such changes.
## Profile Type Specifics
#### Admin Portal Access
Staff and Drivers **cannot** use the Admin Portal.
#### Order Visibility in the POS
The system automatically limits what orders different users can see based on their profile type. Lower-level users (like drivers and staff) can only see orders for the current shift, while managers and supervisors can see orders for the current shift plus future orders. Owners and senior managers can see everything, including past orders.
#### Payment Method Visibility
Drivers can **never** view payment methods.
# Shared Logins - Not Recommended
**We strongly advise against using shared logins among staff members.**
Some businesses attempt to simplify access by creating generic profiles such as “Staff 1” and “Staff 2” for multiple staff members to use. While this might seem convenient, it is **strongly discouraged**. It becomes impossible to track which individual performed specific actions such as order voids, refunds, etc.
# Adding a User
## Adding a User
{% tabs %}
{% tab title="In the Admin Portal" %}
#### In the Admin Portal:
1. Log in to the [**Admin Portal**](https://admin.gobossit.com/) and navigate to **Workforce > Users.**
2. Click **Add user**.
3. Fill in the **user’s information**:
1. **Name**
2. **Phone Number** (including country code, e.g., 353 or 44)
3. **Email Address**
4. **Profile Type**
5. **Permission level** (if set, see [Permission Presets](/users-and-access/user-permissions/permission-presets) for details)
6. **Show in Schedule? —** Toggle whether the user appears in Shift Schedule or not (see [Roster](/users-and-access/labour-management/roster) for details)
4. Click **Create**. The user will receive their Personal PIN and Venue PIN via **SMS and Email**.
{% endtab %}
{% tab title="In the POS" %}
#### In the POS:
1. In the POS, click on the **Settings** icon.
2. Select **Users Management**.
3. Click **Add User.**
4. Fill in the **user’s information**:
1. **Name**
2. **Phone Number** (including country code, e.g., 353 or 44)
3. **Email Address**
4. **Role**
5. **Permission level** (if set, see [Permission Presets](/users-and-access/user-permissions/permission-presets) for details)
5. Click **Create**. The user will receive their Personal PIN and Venue PIN via **SMS and Email**.
{% endtab %}
{% endtabs %}
## Receiving Credentials
Once a user is **created** or if a user's **credentials are reset**, they will receive their PIN via **SMS and Email**.
**For the Personal PIN:**
> Subject: Your PIN
>
> Message: Your personal PIN: 3220 (This PIN is to log in to your Driver app if you are set up as a driver or to assign your POS and KDS if you have manager permissions)
**For the Venue PIN:**
> Subject: Your PIN
>
> Message: Your PIN for venue Flame Pizza Ballsbridge: 3737 (This PIN allows you access to the POS to carry out day to day transactions)
# User Permissions
# Setting Up or Updating User Permissions
{% tabs %}
{% tab title="In the Admin Portal" %}
#### In the Admin Portal:
1. Log in to the [**Admin Portal**](https://admin.gobossit.com/) and navigate to **Workforce > Users.**
2. Select the **relevant user**.
3. Click the **Permissions** tab.
4. Assign the appropriate **POS and Admin permissions** as needed.
{% hint style="warning" %}
You may only assign a permission to others if you already hold that permission yourself.
{% endhint %}
{% endtab %}
{% tab title="In the POS" %}
#### In the POS:
1. In the POS, click on the **Settings** icon.
2. Select **Staff Management**.
3. Select the **relevant staff member**.
4. Click the **Permissions** tab.
5. Assign the appropriate **POS and Admin permissions** as needed.
{% hint style="warning" %}
You may only assign a permission to others if you already hold that permission yourself.
{% endhint %}
{% endtab %}
{% endtabs %}
{% hint style="info" %}
**Permission changes require re-log in**.
Once permissions are updated, changes do not apply immediately during an active session. The system loads user permissions at log in. If changes are made while the user is still logged in, they must log out and log back in to see updated permissions.
Alternatively, in the POS, you can go to **Settings** then click **Clear cache and reload config**. This allows permissions to be updated without being required to log out.
{% endhint %}
{% hint style="info" %}
Permissions tab is disabled for Owners as they always have all permissions.
{% endhint %}
# Permission Presets
Permission presets let you manage user permissions efficiently. Instead of setting them one by one for each person, you can create standard templates and apply them to multiple users. If you edit a preset, the changes automatically update for everyone that the preset is applied to.
# Creating Permission Presets
1. In the [**Admin Portal**](https://admin.gobossit.com/), go to the **group level**.
2. Navigate to **Workforce > Permission Presets**.
3. Click **Add preset**.
4. Enter the **Name** and select the **relevant permissions**.
5. Click **Create.**
# Applying Permission Preset to a User
1. In the [**Admin Portal**](https://admin.gobossit.com/), navigate to **Workforce > Users**.
2. Select relevant **user**.
3. Go to the **Permissions** tab and select the preset from the **Permission set** dropdown.
{% hint style="warning" %}
A permission set can be applied only if you already have all the permissions it includes. If you lack any permission within a set, that set appears greyed out.
{% endhint %}
A confirmation message will appear: *"Are you sure you want to change the permission set to \[permission preset]?"*
Once a preset is applied, the user's permissions will reflect those defined in the preset and individual permission toggles become read-only.
# Managing and Updating Presets
1. In the [**Admin Portal**](https://admin.gobossit.com/), go to the **group level**.
2. Navigate to **Workforce > Permission Presets**.
3. Select the **preset** you wish to modify.
4. Make the necessary **permission changes**.
5. Click **Save.**
A confirmation message will appear: *"Are you sure you want to update this permission? The changes will be applied to all staff members who have this permission assigned."*
When you save changes to a permission preset, all users that the preset is applied to will automatically receive the updated permissions. No individual staff member updates are required.
{% hint style="info" %}
**Permission changes require re-log in**.
Once permissions are updated, changes do not apply immediately during an active session. The system loads user permissions at log in. If changes are made while the user is still logged in, they must log out and log back in to see updated permissions.
Alternatively, in the POS, you can go to **Settings** then click **Clear cache and reload config**. This allows permissions to be updated without being required to log out.
{% endhint %}
# Limitations on Permission Presets
You cannot combine preset and custom permissions for the same user.
If a user is using a preset, individual permission toggles become read-only. All permissions are managed through the preset only. Any changes must be made at the preset level.
If a user requires custom permissions, the assigned preset must first be removed. Once removed, the system keeps the permissions that were previously applied, allowing you to customise them individually. However, the user will no longer receive automatic updates when changes are made to the preset.
# Permission-Based Interface Behaviour
The system automatically adjusts what users can see and interact with based on the permissions assigned to them.
**In the POS:**
* If the user doesn’t have permission for a specific function (e.g. staff management), the button or option will be **greyed out**.
**In the Admin Portal:**
* If a user lacks permission for certain features (e.g., staff management, services, reports). those options are **completely hidden**.
# List of POS Permissions
User can access assistants
User can access brand providers — [Brand Providers in POS](/brands/brand-providers/brand-providers-in-pos)
User can access breakdown report — [Sales Report](/analytics/reports-in-the-pos/sales-report)
User can access payzone reports
User can access petty cash — [Petty Cash](/petty-cash)
User can access providers report — [Channels Report](/analytics/reports-in-the-pos/channels-report)
User can manage users on the POS — [Resetting a User's Credentials](/users-and-access/resetting-a-users-credentials)[Disabling a User](/users-and-access/disabling-a-user)
User can refund online order payment and cancel online order — [Issuing a Online Full Refund (POS)](/refunds/types-of-refunds/online-full-refund-pos/issuing-a-online-full-refund-pos)
User can refund payment on checkout — [Refunds on Checkout](/pos/order-creation/checkout/payments/refunds-on-checkout)
User can create custom item on POS — [Custom Product](/pos/order-creation/adding-a-product/custom-product)
User can create retroactive refunds — [Retroactive Refund in the POS](/refunds/types-of-refunds/retroactive-refund/retroactive-refund-in-the-pos)
User can edit delivery fee — [Delivery Charge Adjustment](/pos/order-creation/checkout/adjustments/delivery-charge-adjustment)
User can edit venue config
User can open cash drawer on POS
User can press “All” button to pack all items on packing screen
User can remove items from basket — [Removing a Product](/pos/order-creation/removing-a-product)
User can sync brand provider menu — [Brand Providers in POS](/brands/brand-providers/brand-providers-in-pos)
User can tag (comp/void) a singular order — [Comp / Void on Paid Orders](/pos/order-modification/details/comp-void/comp-void-on-paid-orders)
User can toggle brand providers activity — [Brand Providers in POS](/brands/brand-providers/brand-providers-in-pos)
User can soft delete an order — [Soft Delete](/pos/order-modification/details/soft-delete)
User can apply discount to an order — [Applying Discounts (POS)](/discounts/discounts-in-the-pos/applying-discounts-pos#applying-a-preset-discount)
User can edit delivery surcharge — [System Behaviour](/delivery-areas/system-behaviour#pos)
User can sync venue provider menus — [Menu Syncing](/providers/menu-syncing#in-the-pos)
User can toggle venue provider activity — [Toggling Providers On/Off](/providers/toggling-providers-on-off#in-the-pos)
Can set venue delivery workload mode — [Setting Workload Modes](/workload/setting-workload-modes#in-the-pos)
Can set venue workload mode — [Setting Workload Modes](/workload/setting-workload-modes#in-the-pos)
User can access shift reports — [End of Day Report](/end-of-day-report)
User can set activity of products
User can press settings button on the POS — [POS Settings](/pos/pos-settings)
User can create custom discount (no reason) — [Applying Discounts (POS)](/discounts/discounts-in-the-pos/applying-discounts-pos#applying-a-custom-discount)
User can transfer orders from one venue to another
User can waive all delivery charges — [System Behaviour](/delivery-areas/system-behaviour#pos)
User can waive delivery surcharge — [System Behaviour](/delivery-areas/system-behaviour#pos)
# List of Admin Permissions
User can access allergens — [Allergens](/menu/allergens)
User can access areas — [Areas and Tables](/services/service-types/table/areas-and-tables)
User can access basket upsells — [Upsell Configuration](/menu/upsells/upsell-configuration)
User can access breakdown — [Breakdown](/analytics/breakdown)
User can access assistants
User can access brand providers — [Brand Providers](/brands/brand-providers)
User can access brands — [Brands in the Admin Portal](/brands/brands-in-the-admin-portal)
User can access card payment invoice data
User can access weekly summary dashboard of card payments invoices — [Weekly Summary](/payment-terminals/viva-wallet/payment-scheduling-and-invoicing/weekly-summary)
User can view history of menu sync tasks — [Menu Syncing](/providers/menu-syncing#sync-history)
User can access order transfer report — [Order Transfers Report](/analytics/order-transfers-report)
User can access payment methods — [Payment Tenders](/payment-tenders)
User can access petty cash — [Petty Cash in the Admin Portal](/petty-cash/petty-cash-in-the-admin-portal)
User can access the platform comparison report — [Platform Comparison Report](/analytics/platform-comparison-report)
User can access the vat analysis report — [Tax Report](/analytics/tax-report)
User can access venue config — [Venue Configuration](/venue-configuration)
User can access venue details— [Venue Details](/venue-details)
User can refund online order payment and cancel online order — [Orders](/orders)
User can sync brand provider menu — [Menu Sync for Brand Providers](/brands/brand-providers/menu-sync-for-brand-providers)
User can toggle brand providers activity — [Toggling Providers On/Off](/providers/toggling-providers-on-off#in-the-admin-portal)
User can view product reporting
Can view raw data for stock movements / history
User can view stock order data
User can view uncounted stock products — [Uncounted Stock Products](/stock/stock-count/uncounted-stock-products)
User can access cash drawer — [Cash Drawer Records in the Admin Portal](/till-cash-drawer/cash-drawer-records-in-the-admin-portal)
User can access categories — [Categories](/menu/categories)
User can access clock in out
User can access cooking reports
User can access customers
User can soft delete an order
User can access delivery order report — [Order Performance Report](/analytics/order-performance-report)
User can access Delivery total status report
User can access department open hours — [Department Hours](/web-app/department-hours)
User can access departments — [Departments](/menu/departments)
User can access device reports — [Device Reports](/analytics/device-reports)
User can access devices — [Venue Devices](/venue-devices)
User can create devices — [Venue Devices](/venue-devices)
User can delete devices — [Venue Devices](/venue-devices)
User can read devices — [Venue Devices](/venue-devices)
User can update devices — [Venue Devices](/venue-devices)
User can access driver cashout history
User can access Driver performance report
User can access delivery shift report
User can access Stock supplier orders — [Stock Supplier Orders](/stock/stock-suppliers/stock-supplier-orders)
User can access extra sections
User can access floor plan — [Managing Floor Plan](/services/service-types/table/managing-floor-plan)
User can access home dashboard
User can access product sales by hour — [Hourly Product Sales Report](/analytics/hourly-product-sales-report)
User can access hourly reports — [Hourly Report](/analytics/hourly-report)
User can access Labor report
User can delete Venue stock orders — [Deleting an Internal Order](/stock/stock-transfer/stock-internal-ordering/deleting-an-internal-order)
User can access Venue to Venue stock ordering — [Stock Internal Ordering](/stock/stock-transfer/stock-internal-ordering)
User can access Labour vs Sales analysis report
User can access the main menu — [Menu](/web-app/order-creation/menu)
User can access Manufacturing jobs — [Manufacturing Jobs](/manufacturing/manufacturing-jobs)
User can delete Manufacturing jobs — [Deleting a Manufacturing Job](/manufacturing/manufacturing-jobs/deleting-a-manufacturing-job)
User can access map — [Map](/logistics/map)
User can access menus — [Menu](/menu)
User can access online invoices — [Accessing your Online Invoice](/invoicing/online-invoicing/accessing-your-online-invoice)
User can access orders — [Order History](/orders/order-history)
User can access to orders value changes report
User can access packing reports
User can access card payment invoices
User can access price levels — [Price Schedules](/menu/price-schedules)
User can access printers
User can create printers
User can delete printers
User can update printers
User can access product availabilities — [Product Availabilities](/menu/product-availabilities)
User can access product sales — [Product Sales Report](/analytics/product-sales-report)
User can access products — [Products](/menu/products)
User can access providers — [Providers](/providers)
User can access providers report — [Channnels](/analytics/channnels)
User can sync venue provider menus — [Menu Syncing](/providers/menu-syncing#in-the-admin-portal)
User can toggle venue provider activity — [Toggling Providers On/Off](/providers/toggling-providers-on-off#in-the-admin-portal)
User can access Root product sales report — [Root Product Sales Report](/analytics/root-product-sales-report)
User can access sales mix summary report — [Sales Mix Summary](/analytics/sales-mix-summary)
User can access service open hours — [External Schedule](/services/external-schedule)
User can access services — [Services](/services)
User can toggle service activity — [Activating / Deactivating a Service](/services/activating-deactivating-a-service)
User can access shift hours — [Shift Hours](/end-of-day-report/shift-hours)
User can access shift reports — [End of Day Report](/end-of-day-report)
User can access shift schedules —
User can access users — [Users and Access](/users-and-access)
User can access stations — [Kitchen Station Management](/pos/kitchen-display-system-kds/kitchen-station-management)
User can access stock counts — [Stock Count](/stock/stock-count)
User can delete stock counts — [Deleting a Stock Count](/stock/stock-count/deleting-a-stock-count)
User can access stock current levels report
User can access stock daily reports
User can access stock items history — [Stock Ledger](/stock/stock-ledger)
User can access Stock ordering — [Stock Supplier Orders](/stock/stock-suppliers/stock-supplier-orders)
User can access Stocks requests — [Stock Requests](/stock/stock-transfer/stock-requests)
User can access stock shipments — [Stock Shipments](/stock/stock-shipments)
User can create stock shipments — [Stock Shipments](/stock/stock-shipments)
User can read stock shipments — [Stock Shipments](/stock/stock-shipments)
User can access stock transfers — [Stock Transfer](/stock/stock-transfer)
User can access system sales summary report
User can access system stock counts — [Stock Count](/stock/stock-count)
User can access tables — [Areas and Tables](/services/service-types/table/areas-and-tables)
User can access tag reasons report — [Tags Report](/analytics/tags-report)
User can access Tax Rate Report — [Tax Report](/analytics/tax-report)
User can access attendance — [Attendance](/users-and-access/labour-management/attendance)
User can access attendance screens
User can access audit trail report — [Audit Trail Report](/analytics/audit-trail-report)
User can access average order report — [Average Order Value Report](/analytics/average-order-value-report)
User can access driver hours vs runs report
User can access driver tips reporting — [Driver Tips Report](/logistics/driver-tips-report)
User can access periodic reports — [Periodic Reports](/analytics/periodic-reports)
User can access special occasions
User can access stock demand forecasts — [Demand Forecast](/stock/demand-forecast)
User can transfer orders from one venue to another
User can access release notes
User can access Stock counting and variance report — [Stock Counting and Variance Report](/analytics/stock-counting-and-variance-report)
User can access order/order item notes — [Preset Notes](/pos/order-creation/adding-a-product/notes/preset-notes)
User can access website
User can access venue workload modes — [Workload](/workload)
Can set venue workload modes — [Setting Workload Modes](/workload/setting-workload-modes)
# Resetting a User's Credentials
{% tabs %}
{% tab title="In the Admin Portal" %}
#### In the Admin Portal:
1. Log in to the [**Admin Portal**](https://admin.gobossit.com/) and navigate to **Workforce > Users.**
2. Select the **relevant user**.
3. To reset credentials:
1. For the **Personal PIN**, click on **Reset personal PIN / Re-activate**.
2. For the **Venue PIN**, click **Reset Till / POS PIN**.
{% endtab %}
{% tab title="In the POS" %}
#### In the POS:
1. In the POS, click on the **Settings** icon.
2. Select **Staff Management**.
3. Select the **relevant staff member**.
4. To reset credentials:
1. For the **Personal PIN**, click on **Reset personal PIN / Re-activate**.
2. For the **Venue PIN**, click **Reset Till / POS PIN**.
{% endtab %}
{% endtabs %}
# Disabling a User
#### In the Admin Portal:
1. Log in to the [**Admin Portal**](https://admin.gobossit.com/) and navigate to **Workforce > Users.**
2. Find the user you want to disable and untick **Active?** box.
#### In the POS:
1. In the POS, click on the **Settings** icon.
2. Navigate to **Users Management**
3. Disable toggle for the staff member you want to disable.
## Disabling vs Deleting a User
While the system offers an option to delete a user, **we do not recommend using it**. Deleting a user removes their profile, which means, any past records linked to that user will show as “Unknown”, making it difficult to track historical data accurately.
{% hint style="success" %}
**Best Practice:**
Instead of deleting, we strongly recommend disabling the user. Disabling preserves all their past activity and records.
{% endhint %}
# Disabled Account
After **10 failed login attempts with the phone number login**, the user’s account is **automatically deactivated**. This applies to the whole system. You will see an **error message** saying: “User has been deactivated.” Someone with a higher role is needed to **reactivate** the user.
{% content-ref url="/pages/i1n4ysjPnA1hOKpv4gTU" %}
[Resetting a User's Credentials](/users-and-access/resetting-a-users-credentials)
{% endcontent-ref %}
# POS Auto Logout Feature
The POS has an auto log out feature. If no one touches the screen during a set period of time, it will automatically log out and show the Venue PIN screen. To set the duration:
1. On the POS, go to **Settings**.
2. Under **Other**, select **Auto logout**.
3. Select the duration you prefer.
This feature allows permissions to constantly be updated because users are logging in and out constantly.
## Auto Logout for Sensitive Flow
Sensitive flows are defined as flows where auto-logout could result in lost progress or data. This includes:
* creating an order
* editing an order
* completing a voucher purchase
When the POS screen is within a sensitive flow, a longer duration for the auto logout can be set.
1. On the POS, go to **Settings**.
2. Under **Other**, select **Auto logout for sensitive flow**.
3. Select the duration you prefer.
{% hint style="warning" %}
When the screen is in any other screen aside from the mentioned sensitive flows, the standard auto logout duration is applied.
{% endhint %}
# Labour Management
# Users in Group
On the group level, you have access to all the users across all venues.
# Adding a User in Group
1. In the [**Admin Portal**](https://admin.gobossit.com/)**,** go to the group level.
2. Navigate to **Workforce > Users.**
3. Fill in the details:
1. Name
2. Phone
3. Email (optional)
4. Role (see [Venue Group Roles](/users-and-access/labour-management/users-in-group/venue-group-roles) for information)
# Venue Group Roles
## Owner
Full access to all group settings and can manage all users
## Manager
Full access to group settings, can manage Staff and below
## Franchisee
Can only operate within venues they are assigned to
## Staff
Basic access, can manage their own profile only
## Guest
Cannot access the group dashboard
{% hint style="info" %}
All users added from a venue level are automatically assigned the Guest role.
{% endhint %}
# User Information
You are able to store different useful information about a user.
# User Details Tab
* **Preferred Name** – display name (may differ from legal name)
* **Employee ID** – unique identifier used to reference this person
* **Role** – their role in the group (see [Venue Group Roles](/users-and-access/labour-management/users-in-group/venue-group-roles))
* **Active across the group** – whether the profile is active across the whole group
* **Show in rosters?** – whether they appear in the schedule
# User Venues Tab
This is a list of venues in which the user is added to. This page allows you to assign the user to one or more **venues.** For each venue, you can set a **venue-level role** and assign a **permission set** ([Permission Presets](/users-and-access/user-permissions/permission-presets)).
# User Positions Tab
This tracks job history and compensation over time.
## Adding a Position
1. On the Positions tab, click Add Position.
2. Fill in the details:
* **Position title** – job title
* **Occupation** – select relevant occupation ([User Occupations](/users-and-access/labour-management/user-occupations))
* **Department** – select relevant department ([User Departments](/users-and-access/labour-management/user-departments))
* **Start date (Mondays)** – position starts must align to a Monday
* **Compensation type** – hourly / daily / weekly / monthly basis for pay
* **Standard pay rate** – base rate for normal hours
* **Overtime pay rate** – rate paid once standard hours are exceeded
* **Bank holiday rate** – special rate for public holidays
* **Sunday rate** – special rate for Sunday work
* **Overtime eligible** – whether this position qualifies for overtime pay
* **Pay for breaks** – whether break time is paid
* **Count break hours for overtime** – whether paid breaks count toward the overtime threshold calculation
* **Payment frequency** – how often they're actually paid out (weekly/biweekly/monthly/unknown) — noted as reference only
* **Standard hours** – expected/contracted hours
* **Default shift length (hrs)** – default duration when scheduling a shift for this position
* **Default break length (hrs)** – default break duration per shift
* **Notes** – free text
3. Click **Add Position**.
{% hint style="success" %}
A position can be future-dated. This means that position information updates automatically on the scheduled date.
{% endhint %}
# User Employment Tab
Overall employment contract terms (separate from position-specific pay).
* **Employment type**
* **Start date / End date**
* **Minimum/Maximum weekly hours**
* **Maximum daily hours**
# User Contact Tab
* **Contact info** – residential address, alternate mobile, home number
* **Emergency contact** – name, relationship to employee, and their contact details
# User Visa / Passport Tab
Immigration/right-to-work documentation.
* **Nationality/country**
* **Passport** – number and expiry
* **Visa** – number and expiry (for tracking work eligibility and renewal deadlines)
# User Medical Tab
Health and safety info relevant to duty of care.
* **Medical conditions**
* **Allergies**
* **Emergency procedures** – what to do in a medical emergency for this person
# User Other Tab
* **Background check status** – cleared / pending / failed
* **Certifications/licenses** – e.g. food safety, first aid
* **Notes** – catch-all free text
# User Departments
User Departments are used to group your staff members.
## Creating a User Department
1. In the [**Admin Portal**](https://admin.gobossit.com/)**,** go to the group level.
2. Navigate to **Workforce > Departments.**
3. Click **Add Department.**
4. Fill in the **Name.**
5. Click **Create.**
## Assigning a User Department to a User
The user department can be assigned to a user under the user's current Position. Please see [User Positions Tab](/users-and-access/labour-management/users-in-group/user-information/user-positions-tab) for more information.
# User Occupations
User Occupations are used to group your staff members.
## Creating a User Occupation
1. In the [**Admin Portal**](https://admin.gobossit.com/)**,** go to the group level.
2. Navigate to **Workforce > Occupations.**
3. Click **Add Occupation.**
4. Fill in the **Name.**
5. Click **Create.**
## Assigning a User Occupation to a User
The user occupation can be assigned to a user under the user's current Position. Please see [User Positions Tab](/users-and-access/labour-management/users-in-group/user-information/user-positions-tab) for more information.
# Auto-Close Attendances
{% hint style="info" %}
To enable this feature, please reach out to support.
{% endhint %}
The **Auto-Close Attendances** feature automatically closes open work and break attendances when an employee forgets to clock out.
This helps prevent attendances from remaining open indefinitely while still allowing employees to work beyond their scheduled shift if needed.
### How it works
When an attendance is left open, the system compares the attendance start time with the employee's configured **Default Shift Length** (for work attendances) or **Default Break Length** (for break attendances).
The system waits for the configured **Buffer** period before automatically closing the attendance.
The automatic close check runs every **30 minutes**.
#### Work attendances
For work attendances, the system calculates:
**Attendance Start Time + Default Shift Length + Buffer**
Once this time has been reached, the attendance is automatically closed.
#### Break attendances
For break attendances, the system calculates:
**Attendance Start Time + Default Break Length + Buffer**
Once this time has been reached, the break attendance is automatically closed.
### Example
An employee:
* Clocks in at **9:00 AM**
* Has a **Default Shift Length** of **8 hours**
* The **Auto Close Attendance After** setting is **240 minutes (4 hours)**
The expected end of the shift is **5:00 PM**.
The system waits an additional **4 hours**, meaning the attendance becomes eligible for automatic closure at **9:00 PM**.
When the attendance is auto-closed, the recorded end time is **5:00 PM** (the scheduled end of the shift), not **9:00 PM**.
### Recommended setting
A value of **240 minutes (4 hours)** is recommended.
This provides up to 4 hours of overtime before an unattended shift is automatically closed.
### Important notes
* The auto-close check runs every **30 minutes**, so attendances may not be closed immediately after the grace period expires.
* The feature evaluates **each attendance independently**. If an employee clocks out and later starts a new attendance, the auto-close calculation begins from the start time of the new attendance.
* Default Shift Length and Default Break Length are configured on the employee's **Position**. The default values are **8 hours** for shifts and **0.5 hours (30 minutes)** for breaks.
# Roster
The **Roster** page allows users to create and manage staff schedules for any given week. It provides a clear overview of staff members and their assigned shifts. It allows managers to allocate shifts, check staff availability, and keep track of the total hours timetabled for each employee over any week.
This is where Users Shifts are defined for the End of Day Report. [Users Shifts](/end-of-day-report/end-of-day-report-contents/users-shifts)
## Accessing the Roster
In the [**Admin Portal**](https://admin.gobossit.com/)**,** navigate to **Workforce > Roster.**
### Week Navigation
* Use the **left and right arrows** next to the date range to move to the previous or next week.
* The **date range picker** (e.g. Jul 13 – Jul 19, 2026) lets you select a specific week from the dropdown list.
* The **Current** button snaps the view back to the present week at any time.
* Today's column is highlighted (e.g. 17 Fri (Today)) for quick reference
### Display Settings
Click the **eye icon** to open display options:
* **12h / 24h toggle** — switches all shift times between 12-hour (e.g. 6:00pm–2:00am) and 24-hour (e.g. 18:00–02:00) format.
* **Schedule toggle** — switches between scheduling per day or per user.
* **Sort toggle** — switches staff ordering between:
* **By name** — staff listed A–Z within each department.
* **By shift** — staff ordered by shift timing/sequence through the day, so shifts cascade in start-time order rather than by name.
* **Hide unapproved** — hides unapproved leaves.
### Filtering the Roster
Click the **filter icon** to narrow the roster view by:
* **Search** — find a specific staff member by name.
* **Department** — filter to a specific department (defined in [User Departments](/users-and-access/labour-management/user-departments)).
* **Occupation** — filter by occupation (defined in [User Occupations](/users-and-access/labour-management/user-occupations)).
Click on **Clear filters** to reset all active filters.
## Managing the Roster
### Creating a Shift
Click the **plus (+) sign** in any staff member's day cell to add a shift.
* Type a start and end time directly (e.g. 12-18).
* **Midnight crossover:** for shifts that go past midnight (e.g. 18:00–02:00), the system automatically splits the shift — the portion after midnight (00:00–02:00) is placed on the **next day's** column, while the first portion (18:00–00:00) stays on the original day.
Keyboard navigation can be used to reduce mouse usage and make creating large schedules much faster. After entering a shift, use **Tab** or **Enter** to move to the next cell. Choose between two navigation modes:
* **By User** – complete one employee's week before moving to the next.
* **By Day** – complete one day for all employees before moving to the next day.
### Editing a Shift
Edit shifts by clicking on an existing shift and updating as needed.
### Removing a Shift
To remove shifts, click on the **bin** icon on the relevant shift.
{% hint style="info" %}
This only displays users that have **Show in roster enabled**. This is configured in [User Details Tab](/users-and-access/labour-management/users-in-group/user-information/user-details-tab).
{% endhint %}
### Favourite Shifts
Saved shift presets appear as chips at the bottom of the page (e.g. 12:00-20:00, 18:00-02:00) for quick reuse.
* **Using a favourite shift:** drag and drop it onto a staff member's day cell to apply the time range automatically.
* **Creating a favourite shift:** click the plus (+) sign and type the time range save a new shift.
* **Deleting a favourite shift:** drag it onto the trash icon to remove it.
## Totals
* **Day totals:** the top of each day shows total scheduled hours and cost for that day across all staff.
* **Department totals:** shows subtotals for hours and cost within the department
* **Staff totals:** the right-most column shows total for each staff member's scheduled hours for the week.
* **Overall week total:** the top-right column shows the overall week total (hours and cost)
* **Shift breakdown and total:** hovering over a staff member's total or a shift shows a cost breakdown — standard hours/rate/cost, overtime hours/rate/cost (where applicable), and a combined total. Overtime thresholds and rates are configured in [User Positions Tab](/users-and-access/labour-management/users-in-group/user-information/user-positions-tab).
## Publish and Actions
The Publish button locks the roster for that week, preventing further edits. Use this once the week's schedule is finalised.
{% hint style="info" %}
Publishing only locks the week — it does **not** automatically notify staff. To notify staff, use **Email users** from the Actions menu separately.
{% endhint %}
The Actions menu allows you to:
* **Email users** — sends the roster/shift details to staff via email.
* **Copy to another week** — duplicates the entire current week's roster to a different week, useful for repeating schedules.
**Note:** If a user has scheduled leaves for the selected week, the shift will not copy to the days with leave.
# Attendance
The **Attendance** page allows managers to review and manage employee working hours by comparing scheduled shifts with actual worked time. It provides a clear overview of attendance, breaks, and any discrepancies that require attention.
If there are missing clock-ins, clock-outs, or incomplete attendance records, the affected day is highlighted in **red**, making it easy to identify shifts that require review.
## Accessing the Attendance Page
{% hint style="warning" %}
Only users with this permission can access this page: **"User can access attendance"**.
{% endhint %}
In the [**Admin Portal**](https://admin.gobossit.com/) **Venue level** navigate to **Workforce > Attendance**.
### Changing the Attendance View
Attendance is displayed by week, with employees grouped under their assigned department.
#### Navigate Between Weeks
Use the **Previous** and **Next** arrows at the top of the page to move between attendance periods.
You can:
* View the **current week**.
* Navigate to **previous weeks** to review historical attendance.
* Move to **future weeks** to view scheduled attendance.
The Attendance page automatically updates to display the selected week.
#### Change the Time Format
Attendance times can be displayed in either:
* **24-hour format** (e.g. **14:00–22:00**)
* **12-hour format** (e.g. **2:00 PM–10:00 PM**)
Switching between time formats changes only how the times are displayed and does not affect the recorded attendance data.
#### Filters
Clicking the filter icon opens a filter panel with:
* **Search** — free-text search, likely by staff name.
* **Department** — dropdown to filter the table down to one or more departments (e.g. Drivers, Inner Staff).
* **Occupation** — dropdown to filter by role/job title within a department.
* **Clear filters** — resets all filter selections back to default (no filters applied).
## Content
### Day sections
* Each day of the selected week has its own collapsible section.
* The day header shows a **total** for that day: total hours and total cost.
* A **+ button** on the day header allows adding a new shift entry directly for that day.
### Department/group rows
* Staff are grouped under their department (e.g. **Drivers**, **Inner Staff**).
* Each group row is collapsible and shows **subtotals** for that group across all columns (Scheduled Work, Actual Work, Scheduled Break, Actual Break, Total Scheduled, Total Worked), including cost in brackets.
### Individual staff rows
Each employee record displays:
| Column | Description |
| ------------------- | --------------------------------------------------------------------- |
| **Scheduled Work** | The shift assigned to the employee in the roster. |
| **Actual Work** | The hours recorded from the employee's clock in and clock out events. |
| **Scheduled Break** | The break planned in the roster. |
| **Actual Break** | The break recorded during the employee's shift. |
| **Total Scheduled** | Total scheduled working hours for the day. |
| **Total Worked** | Total hours actually worked after attendance has been recorded. |
## Adding or Editing Attendance
Attendance can be adjusted directly from this page.
To add or edit attendance:
1. Locate the employee and date.
2. Click the **+** button in the relevant section.
3. Enter the required work or break times.
4. Save your changes.
Managers can update attendance to correct:
* Missed clock-ins
* Missed clock-outs
* Incorrect working hours
* Break adjustments
* Manual attendance entries
### Attendance Discrepancies
When the system detects missing or incomplete attendance information, the affected day is highlighted in **red**.
Common reasons include:
* The employee was scheduled but did not clock in.
* The employee forgot to clock out.
* Attendance has not yet been entered.
* Scheduled hours do not match the recorded working hours.
* Incomplete or missing break records.
A highlighted day acts as a visual warning that attendance requires review before payroll is processed.
#### Example
In the example above, **Friday** and **Saturday** is highlighted in **red**.
This indicates that one or more attendance records for that day contain a discrepancy, such as:
* Missing clock-in or clock-out records.
* Scheduled shifts with no recorded work.
* Incomplete attendance information requiring manager review.
Managers should open the highlighted day, review each employee's attendance, and update any missing information before finalising payroll.
### Attendance Limits
The Attendance page highlights when employees exceed or fall below their configured daily or weekly working hour limits. This makes it easier to identify attendance records that require review before payroll or schedule approval.
# Scheduled vs Worked Report
The Scheduled vs Worked Report displays information on who have clocked in and out within the selected week.
In the [**Admin Portal**](https://admin.gobossit.com/), navigate to **Workfoce > Scheduled vs Worked reports**.
Use the **arrows** beside the date range to move between weeks. Each column represents a day of the week, and each row shows a staff member’s recorded hours.
## Shift Duration
The report displays staff shift information such as:
* Scheduled hours
* Discrepancy between scheduled and total hours worked
* Total hours worked
{% hint style="info" %}
Shift data comes directly from:
* Shift schedule - [Roster](/users-and-access/labour-management/roster)
* Staff clock in/out and break records - [Staff Clock In and Clock Out](/pos/staff-clock-in-and-clock-out)
{% endhint %}
## Total Hours
The rightmost column displays each staff member's total hours for the selected week. A Total row at the bottom shows the combined hours for all staff for the day.
# Services
# Service Types
# Table
Used for dine-in orders where customers are seated at a table within the venue.
## Order Creation
* Must select a **table**.
This can be done by either selecting a table on a **grid** or via **floor plan**.
You can also **filter** it by areas.
# Areas and Tables
## Creating an Area:
1. In the [**Admin Portal**](https://admin.gobossit.com/), navigate to **Layout > Areas**.
2. Click **Add area**.
3. Enter the area name.
4. Click **Create**.
## Creating a Table:
1. In the [**Admin Portal**](https://admin.gobossit.com/), navigate to **Layout > Tables**.
2. You can either add one table or add multiple tables.
1. To add **one table**,
1. Click **Add table**.
2. Enter table number.
3. Select area.
4. Click **Create.**
2. To add **multiple tables,**
1. Click **Add multiple**.
2. Select area.
3. Enter **starting number** and **number of tables**.
4. Click **Add tables**.
> **Note:** You can use both letters and numbers when naming tables. However, the **Add multiple** option only supports numeric values.
{% hint style="warning" %}
To keep tables displayed in **ascending order**, **use a leading 0** (01, 02, 03). The system treats table names as text, not numeric values. Without the leading 0, the tables will appear out of order as it will display 1, 10, and 2.
{% endhint %}
## Updating Table Details
1. In the [**Admin Portal**](https://admin.gobossit.com/), navigate to **Layout > Tables**.
2. Select the table you wish to edit.
3. Update the details.
4. Click **Save**.
# Managing Floor Plan
Add a floor plan for each area to match your venue layout. You can place different shapes such as rectangle tables, round tables, doors, windows, and more.
1. In the [**Admin Portal**](https://admin.gobossit.com/), navigate to **Layout > Floor plan**.
2. Select the area you want to edit.
3. Add the elements, then arrange them to reflect your venue layout.
4. Click **Save**.
# Takeaway
For walk-in customers who order and take the food with them
## Order Creation
* **No required fields.**
* Customer name is **optional**.
# Collection
For pre-ordered food that the customer picks up at the venue
## Order Creation
* Must input the **customer's phone number and name**.
* **No address is needed**, since the customer collects at the venue.
* Uses the **customer database** to look up previous customer data.
# Delivery
For orders that the venue delivers to the customer
## Order Creation
* Requires the customer's **phone number, name, and address**.
* Uses **customer database** to lookup previous customer data, including previous addresses used.
* Address suggestions are provided as the user types.
* Can search for address using either a street address or a postcode, whichever is preferable for the venue
* Option to add a Flat Number is also available.
# Adding a Service
1. In the [**Admin Portal**](https://admin.gobossit.com/), navigate to **Channels > Services.**
2. Click on **Add service**.
3. Fill in the details.
1. **Name**
2. **Display Name**
3. **Service Type**
4. **List Order —** determines the **sequence in which services or items appear** (ascending order)
5. **Active?**
4. Click on **Create**.
# Activating / Deactivating a Service
1. In the [**Admin Portal**](https://admin.gobossit.com/), navigate to **Services.**
2. Tick or untick the **Active?** box to activate or deactivate a service.
## Disabling vs Deleting a Service
While the system offers an option to delete a service, **we do not recommend using it**. If a service is deleted, all past orders tied to that service will lose the reference and may appear as "Unknown." This may be an issue when generating service-specific reports.
{% hint style="success" %}
**Best Practice:**
Instead of deleting the service, **we strongly recommend disabling it instead**. This keeps all historical data intact while removing it from active use.
{% endhint %}
# Service Configuration
Each service can be configured in the [**Admin Portal**](https://admin.gobossit.com/)**.**
1. In the [**Admin Portal**](https://admin.gobossit.com/), navigate to **Channels > Services**.
2. Select the service and go to **Config** tab.
## Delivery fee amount
This sets the **base amount** for the **delivery fee**. Surcharge zones can increase this value.
> **Note**: This amount can be adjusted manually for each order in the POS at checkout.
## Driver surplus
This sets the amount that is given to the delivery driver on top of the delivery fee amount for every order.
> **Note:** This can be set to negative values (e.g., -€1.00, -€2.00). This results in lower driver payment than delivery fee.
[Driver Surplus](/pos/driver-station/driver-fee-types/driver-surplus)
## Time slot days
Venues can allow customers to book a time slot **up to a specified number of days in advance**.
## Online pre order hours buffer
This sets the minimum time gap (in hours) required between when a pre-order is placed and when it can be scheduled for fulfilment. It ensures staff have adequate preparation time.
## Time slot interval
Interval in minutes for time slot suggestions for online orders.
> Available intervals are 5, 10, 15, 30, or 60 minutes.
{% hint style="info" %}
For POS time slot intervals, please reach out to support.
{% endhint %}
## Scheduled order quantity limit
The capacity of a time slot for scheduled online orders for the service.
## Online checkout note
This is a **message** shown to customers at **online checkout** (e.g., instructions, disclaimers).
## Online order confirmation note
This is a **message** shown to the customer **after they place an order online**. It appears on the online order details / history page.
## Alert for payment selection
When ticked, the POS will display a message saying *"Continue without payment?"* if **no payment method was selected**. This prevents staff from accidentally skipping payment collection.
> Delivery service would not usually have this alert since payment is often collected after delivery.
>
> Takeaway service, however, typically require payment upfront, so the alert should remain enabled to ensure staff don’t skip payment unintentionally.
## Alert on new order completion
On the POS, when a staff member clicks on the Complete button, it will display a message saying *“Are you sure this order should be completed? Any orders that are completed will not go to cooking / KDS screens.”.* This **prevents premature completion of orders** where the button is clicked by accident.
## Allow quick payment in order flow
This enables Quick Pay to be accessible in order creation. [Quick Pay](/services/quick-pay)
## Auto complete order on quick payment
This enables auto-complete for orders processed via Quick Pay. [Quick Pay](/services/quick-pay)
## Online minimum order value
This sets the lowest order amount a customer must reach to place an order online.
## Show orders on waiting room
When the waiting room and this configuration are both enabled, orders from this service go to the Waiting Room first. [Waiting Room](/pos/waiting-room)
## Online allow pre orders
When enabled, customers can place online orders for a future time or date, rather than only for immediate fulfilment.
# External Schedule
{% hint style="info" %}
Only users with this permission can access External Schedule: **"User can access service open hours".**
{% endhint %}
In the [**Admin Portal**](https://admin.gobossit.com/), navigate to **Timing > External Schedule**.
External Schedule allows venues to define their service operational hours. These hours apply to online platforms (Web/App) and integrations (except Deliveroo). It can be configured on a daily basis, allowing different operating schedules throughout the week.
* Monday to Sunday: Individual day configuration
* Time Format: 24-hour format (e.g., 09:00 - 22:00)
## Setting Daily Hours
For each day of the week, you can:
* Set opening time and set closing time.
* Add multiple service periods (e.g., 09:00 - 14:00 and 17:00 - 22:00).
* Some venues operate with breaks between service periods. This can be configured by adding multiple service periods for each relevant day.
* Remove operating hours to mark the day as closed.
{% hint style="info" %}
Only owners are allowed to remove all intervals for a given day.
Other users are able to add new intervals and update existing intervals, but they cannot delete. If the service has multiple service periods, users are able to delete some but at least one will remain.
{% endhint %}
## Midnight Crossover Rules
When service hours extend **past midnight** (e.g., Friday night leading into Saturday morning), the crossover hours should be configured under the next day's service hours.
> **Example:**
>
> If a service operates from 18:00 Friday to 02:00 Saturday (i.e., 2 hours past midnight of Friday night), this is configured as:
>
> * **Friday**: 18:00 — 23:59
> * **Saturday**: 00:00 — 02:00
>
> Add another service hour interval to capture actual Saturday hours.
>
> * **Saturday**: 00:00 — 02:00 ; 18:00 — 23:59
# Favourite Service
A **favourite service** can be set for faster order creation. You can only select either **Table** or **Takeaway** as the favourite service.
### How to Set Favourite Service
1. In the POS, go to **Settings**.
2. Under **Order**, select **Favourite service.**
3. Select the service.
Once set, you'll have a **"Star" icon** on the left-hand side of the POS. This indicates your selected Favourite Service and allows for **quicker access** when creating new orders.
# Quick Pay
**Quick Pay** allows staff to process payment more efficiently by adding quick payment buttons directly to the order creation screen. This allows instant payment selection without opening the full payment window.
This can be enabled or disabled **per service**.
> Even when Quick Pay is enabled, users can go to the "Checkout" screen and take all standard actions.
## How to Enable Quick Pay
1. In the [**Admin Portal**](https://admin.gobossit.com/), navigate to **Channels > Services**.
2. Select relevant **service** then go to **Config** tab.
3. Enable **Allow quick payment in order flow** option.
4. Click **Save**.
{% hint style="info" %}
#### Auto complete order on quick payment
This enables auto-complete for orders processed via Quick Pay.
{% endhint %}
# Changing Service of an Order
1. On the Order History screen of the POS, click the **order** that you want to change.
2. Click **Checkout**.
3. Use the **service dropdown** and change the service to the appropriate type.
4. If additional data is needed, the system will prompt you to fill those out.
For example:
* Changing from Takeaway to Table will require a table selection.
* Changing from Collection to Delivery will require you to enter the delivery address.
5. If the service change introduces additional charges (e.g., a delivery fee), you'll have the option to either collect the additional payment or waive the fee manually by editing it.
6. Click **Send**.
# Filtering by Service
On various screens across the POS system, you can filter orders based on their service type.
## Order History Screen
You can filter the list of orders by service type to quickly locate specific transactions.
### How to Filter Orders on the Order History Screen
1. On the POS, open the **Order History screen**.
2. Click on **Service**.
3. Select which **Service** you want to display.
## Kitchen Display Screen (KDS)
You can filter each screen to display only the orders relevant to the services configured for it. For example, one kitchen KDS may show only Table and Takeaway orders, while another displays only Delivery. This helps staff reduce distractions and prioritise orders
### How to Filter Orders on the KDS
1. On the POS, open the **KDS screen**.
2. Click on the **Settings** icon.
3. Under **General Settings**, click on **Services**.
4. Select which **Service(s)** you want to display.
## Packing Screen
You can filter by service to split cooking flows by screens so that the venue can prioritise specific orders on a specific screen.
### How to Filter Orders on the Packing Screen
1. On the POS, open the **KDS screen**.
2. Click on the **Settings** icon.
3. Under **General Settings**, click on **Services**.
4. Select which **Service(s)** you want to display.
# Waiting Room
The **Waiting Room** is a feature that temporarily holds new orders before they are processed or sent to the kitchen.
If a venue has the Waiting Room enabled, each service can be configured to **use or skip** the Waiting Room. When enabled for a service, new orders of that type will appear in the Waiting Room screen, instead of being sent directly to the kitchen.
> For example:
>
> You might enable the Waiting Room for Delivery orders to allow review or grouping, while Table orders can bypass it for faster service.
{% content-ref url="/pages/aDSCLu5l3FYxTSfwaZZW" %}
[Waiting Room](/pos/waiting-room)
{% endcontent-ref %}
# Product Pricing and Availability by Service
Each product can be tailored per service type.
### Service-Based Pricing
A product can have different prices depending on the selected service. VAT can also be adjusted depending on the service type.
> For example, a Pepperoni Pizza may cost €12 for Table, but €13.50 for Delivery to cover packaging fees.
### Service-Based Availability
Products can be unavailable for specific services.
> For example, Chocolate Ice Cream may be available for Table and Takeaway, but disabled for Delivery.
### Removing Product Availability for a Service
If you want to make a product **unavailable** for a specific service, you can either **delete** or **deactivate** its pricing entry for that service.
1. In the [**Admin Portal**](https://admin.gobossit.com/), navigate to **Menu >** **Products**.
2. Select the product.
3. Go to the **Prices** tab.
4. Select the pricing entry and click on **Delete** if you want to delete it, or untick the **Active?** box to deactivate it.
# Reports on Services
You can view how each service is contributing to overall sales and performance across multiple report views.
#### For a specific venue:
* Analytics > Breakdown - provides a clear split of sales by service
#### In the Group Level:
* Analytics > Orders > Orders by service
* Analytics > Breakdown
* Analytics > Group Performance > Service tab
# Availability of Services Online
While your POS system can support **all service types**, you may wish to **limit what customers see online**. For example, showing only Collection as an option on your ordering website.
#### Managing Services Online
1. In the [**Admin Portal**](https://admin.gobossit.com/), go to the **group level**.
2. Navigate to **Website**.
3. On the **Services** section, you can either **Delete** the services you don't want to offer online or click **Add service** to expand available options.
# Availability of Services on the Kiosk
The availability of services on the kiosk **cannot be configured through the Admin Portal**.
The **Kiosk** supports the following service types:
* **Table**
* **Takeaway**
* **Delivery**
{% hint style="info" %}
Collection service is **not available** on the kiosk. This is because the kiosk is typically used within the venue (for table and takeaway) or at external locations where delivery is offered instead of collection.
{% endhint %}
{% content-ref url="/pages/ye73zEGpBqu4ZdgLm7lB" %}
[Delivery on Kiosk](/kiosk/delivery-on-kiosk)
{% endcontent-ref %}
# Filtering Orders by Service in the Admin Portal
To find or export orders in the [**Admin Portal**](https://admin.gobossit.com/)**:**
1. Navigate to **Orders > History**.
2. Select the desired date range to view orders within that period.
3. To narrow down your search to a specific service, click the **Filter** button.
4. Under the **Service** dropdown, select the service type you want to display.
5. Exporting the filtered orders is optional. If needed, you can export the filtered orders by clicking on the **Export** button.
# Providers
This section covers managing your various sales channels across both the POS and external platforms such as UberEats, Deliveroo, Just Eat, etc.
# Toggling Providers On/Off
{% hint style="warning" %}
Provider management functions are permission-based. Only users with these permissions can access and manage providers:
* User can sync venue provider menus
* User can toggle venue provider activity
These are split into two permissions to separate routine menu updates from higher-impact actions like disabling providers. Syncing the menu is generally safe as it's for pushing menu updates. On the other hand, enabling or disabling providers carries broader business implications so it can be limited to certain authorized users.
{% endhint %}
Toggling providers on and off allows you to control whether a provider is accepting orders. This is useful for managing order volume during busy periods or temporarily pausing a provider for operational reasons. Turning a provider off prevents new orders from coming in, which helps when staff cannot handle additional demand.
#### To toggle providers on/off:
{% tabs %}
{% tab title="In the POS" %}
1. In the POS, click on the **Settings** button.
2. Click on **Providers management**.
3. Use the **On/Off switch** to enable or disable the provider.
{% endtab %}
{% tab title="In the Admin Portal" %}
1. In the [**Admin Portal**](https://admin.gobossit.com/), navigate to **Channels > Providers**.
2. Tick or untick the **Active?** box.
{% endtab %}
{% endtabs %}
# Menu Syncing
{% hint style="warning" %}
Provider management functions are permission-based. Only users with these permissions can access and manage providers:
* User can sync venue provider menus
* User can toggle venue provider activity
These are split into two permissions to separate routine menu updates from higher-impact actions like disabling providers. Syncing the menu is generally safe as it's for pushing menu updates. On the other hand, enabling or disabling providers carries broader business implications so it can be limited to certain authorized users.
{% endhint %}
Syncing the menu ensures that any changes you've made to the menu—like pricing updates, product availability or new items—are **reflected across all platforms**. Without syncing, outdated information will appear on your sales channels. This may lead to issues like errors in pricing or displaying unavailable products.
#### To sync the menu:
{% tabs %}
{% tab title="In the POS" %}
1. In the POS, click on the **Settings** button.
2. Click on **Providers management**.
3. Click on the **Sync Menu** button.
{% endtab %}
{% tab title="In the Admin Portal" %}
1. In the [**Admin Portal**](https://admin.gobossit.com/), navigate to **Channels > Providers**.
2. Click on **Sync menu** for the relevant provider.
{% endtab %}
{% endtabs %}
#### Limits on Menu Sync
The menu sync button only allows one sync every 60 seconds for every provider.
## Sync History
In the [**Admin Portal**](https://admin.gobossit.com/), navigate to **Channels > Sync History**.
In the Admin Portal, you can view a log of menu sync activities. This shows when syncs occurred, who initiated them, and the status of each sync.
# Product Pricing and Availability by Provider
You can set different prices for each product based on the **provider** and the **service type**. It helps accommodate external platform fees or other costs specific to external providers.
> For example, you might charge a higher price for delivery orders placed through UberEats compare to delivery orders made via your own online ordering system.
## Updating Product Pricing
To update product pricing based on service and provider:
1. In the [**Admin Portal**](https://admin.gobossit.com/), navigate to **Menu >** **Products**.
2. Select the product.
3. Go to the **Prices** tab.
4. Update pricing entry for desired service and provider.
> **Note**: You can also activate/deactivate pricing entries by through the **Active?** box, or you can **Delete** them entirely.
# Reports on Providers
You can view how each provider is contributing to overall sales and performance across multiple report views.
## Channels Report
This displays the total payments received per provider.
> **Note**: The quantity refers to the **number of payments**, not the number of orders.
To access this report:
1. Go to the [**Admin Portal**](https://admin.gobossit.com/)**.**
2. Navigate to **Analytics >** **Channels**.
## Average Order Value
This shows the **number of orders** and the **average order value** per provider, allowing easy comparison between channels.
To access this report:
1. Go to the [**Admin Portal**](https://admin.gobossit.com/)**.**
2. Navigate to **Analytics >** **Average Order Value**.
# Filtering Orders by Provider in the Admin Portal
To find or export orders in the [**Admin Portal**](https://admin.gobossit.com/)**:**
1. Navigate to **Orders > History**.
2. Select the desired date range to view orders within that period.
3. To narrow down your search to a specific provider, click the **Filter** button.
4. Under the **Order source** dropdown, select the provider you want to display.
5. Exporting the filtered orders is optional. If needed, you can export the filtered orders by clicking on the **Export** button.
# POS
# Order Creation
# Service Conditions
To start creating an order, we need to gather customer details. The required information varies depending on the service.
# Table
To create a Table order in the POS, you have the option to **select a table** or **skip table selection and add it later**.
## Selecting a Table
Selecting a table can be done from either the **grid** or the **floor plan**. You can also **filter** tables by areas.
## Skipping Table Entry
You also have the option to s**kip** table selection, and **add it later**.
#### To skip table selection:
Click the **Skip** button on the upper right-hand side.
#### To add a table to an existing order:
1. In the POS, go to the **Order History** screen.
2. Select the **relevant order**.
3. Click **Checkout**.
4. On the upper right-hand side, click the **Edit** icon (beside service type).
5. Select the **appropriate table**.
# Takeaway
Creating a Takeaway order in the POS:
* **No required fields.**
* Customer name is **optional**.
# Collection
Creating a Collection order in the POS:
* You must input the **customer's phone number and name**.
* **No address is needed**, since the customer collects at the venue.
* Uses the **customer database** to look up previous customer data.
# Delivery
Creating a Delivery order in the POS:
* Requires the customer's **phone number, name, and address**.
* Uses **customer database** to lookup previous customer data, including previous addresses used.
# Customer Details
Collection and Delivery services use the **Customer Database** for **faster customer lookup**.
## Existing Customers
When entering the **phone number**, it provides you **suggestions** based on customer information currently in the database. The more you type, the narrower the search results are.
For Delivery orders, as you enter the phone number, it also shows you address suggestions that are associated with the customers. Clicking on the address **automatically fills in the fields**.
If an existing customer wants to use a **new address**, you can select the **customer's name and phone number**, then **add the new address** in the address tab.
## New Customers
If information is not in the customer database yet, you can **enter the details manually**. You can click between the **Phone**, **Name**, and **Address** tabs at the top.
After entering the customer details, click on **Save** on the upper right-hand corner.
# Address / Delivery
## Address Lookup
When adding an address, there are three search options you can use:
* **Default search**
* Start typing the address and the system will search via the map database to suggest matches
* **Reserve search**
* Enter only the postcode to bring up matching addresses within that area
* **Manual input**
* Manually enter details like flat number, street address, and postcode without relying on search results
The address search shows a **pin** on the map for users to check if the location is correct.
{% hint style="info" %}
The pin of an order is based on default search result. Updating an order's address by manual input will not change the pin.
{% endhint %}
## Delivery Area
For Delivery orders in the POS, if the address entered is **outside the serviceable delivery zone**, a message will appear alerting you.
You'll be prompted to either:
* **Accept the order**, with the option to add or waive a delivery surcharge, or
* **Reject the order**, if the venue chooses not to serve that address
{% hint style="warning" %}
The ability to edit delivery surcharge is controlled by three different permissions:
* User can edit delivery surcharge — for clearing or editing the Delivery surcharge field.
* User can waive delivery surcharge — for waiving delivery surcharge
* User can waive all delivery charges — for waiving all delivery charges (basic + surcharge)
{% endhint %}
# Pre Order
To place a pre-order, you can easily enter the order details into the POS system, **including the desired collection or delivery time specified by the customer**. This order will then be displayed on the appropriate Kitchen Display System (KDS) when it is time to start preparing the food.
When entering the customer information, you can **adjust the time**.
1. Click on the **Time** option.
2. Select the appropriate **date and time**. Or you can also use the pre-set offsets from the current time.
3. Click **Save.**
{% hint style="danger" %}
Please note that the time should be entered in a **24-hour format**.
{% endhint %}
## Time Slots
The pre-order screen also shows you a list of **time slots for the selected day** with the corresponding **number of orders**. This helps staff easily visualize available ordering windows for the selected day. This supports better planning and ensures orders are spaced out in a manageable way, especially during busy periods.
# Menu
After adding customer details, you'll be brought to the **Menu** screen.
At the bottom, you have three view options:
* **All Menu**: This shows the **departments** or the main product categories, which expand to show individual products.
* **Featured**: This displays **featured products** you up.
* **Mixed**: This shows **both** departments and featured products. Departments will still expand when in this view.
# Adding a Product
This section covers the process of adding products to an order, including how to apply modifications, attach notes, and use quick action buttons for efficient order creation.
# Product Behaviour
Product behaviour depends on its product type.
* **Regular** - does not open a configuration screen.
* **Meal, Combo, Detailed, Splittable** - opens a customisation screen
# Modifying Components
If a product opens, you will move into the **product customisation** screen.
## Adding or Removing Ingredients
You can **add** or **remove** ingredients. In the basket, added ingredients are indicated by "*Extra*" and removed ingredients are indicated by "*No*" (e.g., Extra cheese, No Basil Pesto Oil).
When you fulfil the conditions of a section (e.g., 6 maximum), it will automatically move to the next section.
# Meals
Meals are combinations of products that are grouped and sold together.
#### To customise a product within a meal:
From the **basket or order details**, tap on the **product within the meal**. This will allow you to modify the ingredients of that specific product.
# Notes
Notes can be added to an order to include extra details that are not related to stock. These are typically used for random instructions or comments that the kitchen or staff may need to use, but don't affect pricing or stock levels.
## Quick Notes
Quick Notes are preset note options that save time when adding common instructions to an order. To access this list, click the **three dots** next to the Note field.
> Quick notes can be combined by selecting multiple options in the Quick Notes box.
>
> You can also manually enter additional notes after selecting from Quick Notes. This allows you to start with a preset option and then add customised instructions if needed.
## Adding Notes
### Within a Product
This can be done in the Note field at the bottom.
### In the Basket or Order Details
You can use the Note field in the basket to add a note to the **last product you added**.
### Meals
A note cannot be added to the meal. It needs to be added to a **specific product** within the meal.
# Preset Notes
Preset Notes are pre-written modifiers, kitchen instructions, or customer requests configured in the Admin Portal. These are typically used to save time and reduce manual typing errors when staff add common instructions to an order on the POS.
## Managing Preset Notes
To manage preset notes, go to the [**Admin Portal**](https://admin.gobossit.com/), then navigate to **Venue > Preset Notes**.
### Adding a Preset Note
To create a new preset note, click the **Add note** button in the top right corner of the page. You will need to enter the note's text (e.g., "Add Salt") and select its designated type.
* **Order Item:** These notes apply to specific items within an order. For example, "No ice" applies directly to a specific beverage or food product within the customer's basket.
* **Order:** These notes apply to the order as a whole. Examples include "Add chopsticks" or "Add Cutlery," which dictate how the overall order should be packaged or fulfilled, rather than modifying a single item.
# Custom Product
In the POS, you can create a custom product if needed.
#### To create a custom product:
1. At the bottom of the menu screen, tap on **Custom.**
2. Enter the **product name**, **quantity**, **price** and select the applicable **VAT rate.**
{% hint style="warning" %}
This function is controlled by a specific user permission: **“User can create custom item on POS”**. Only users with this permission enabled will be able to create custom products.
{% endhint %}
# Product Search
To quickly locate a product in the POS, use the **Search** function.
1. At the bottom of the menu screen, click **Search**.
2. On the Product Search screen, enter your search query in the Search field.
Products matching the search will be **displayed** and **grouped by department** for easier browsing and selection.
# Quick Actions
The menu screen features several quick action buttons designed to make the order creation process efficient.
## Within a Product
* **Quantity** — At the top, you are able to increase or decrease the quantity of the item.
* **New** — This button allows you to add the same product without the customisations you've already made.
* **Done** — If you are done with the customisations for this particular order[^1], click on Done.
* **Remove all extras** — This allows you to remove all ingredients in a particular section.
* **Note** — You can add a note to the product using the *Note* field below. Select the three dots beside it to open *Quick Note*, which provides a list of preset notes for quicker access.
## In the Basket or Order Details
This shows products that are added in the order. From here, you can click on the products if you want to update them.
* **Show all and Chosen** — Clicking on Chosen will display **only the ingredients that are selected**. You can click Show all to display all the ingredients.
* **Delete —** This is for removing the product from the order.
* **Note** — This field lets you add a note to **the last product you added**. Select the three dots beside it to open *Quick Note*, which provides a list of preset notes for quicker access.
* **Quantity** — This allows you to increase or decrease the quantity of **the last product you added**. This makes it more efficient to add multiple quantities of a regular product that does not open the customisation screen.
[^1]: this particular item
# Course Assignment (Table Service Only)
For **Table** service, each product can be assigned a course—**Starter, Main, Dessert,** or **Drink**.
## Assigning a Course
1. On the basket, click on the **product**.
2. Select appropriate **course**.
3. Click **Done**.
## Default Course
You can also set a default course for individual products. To do this:
1. In the [**Admin Portal**](https://admin.gobossit.com/), navigate to **Menu** > **Products**.
2. Select the **product**, then open the **Details** tab.
3. On the **Default Course** dropdown, select appropriate course.
> This default course can still be changed manually during order creation if needed.
## Filtering by Course
You can also **filter the basket by course**. To do this, click on the **Filter** **icon** and **select the course** you want to display.
# Removing a Product
To remove a product from the order, click on the product from the basket then click on the **Delete** icon.
# Checkout
# Checkout vs Send
After adding the products to the basket, you have two options:
* **Checkout** — This opens the payment screen, allowing you to take the immediate payment before sending the order.
* **Send** — This pushes the order directly to the kitchen without taking the payment. This is ideal for table or collection services where the payment is collected later.
{% hint style="success" %}
Use **Send** when the customer will pay after the meal, and **Checkout** when payment is made upfront.
{% endhint %}
# Payments
# Payment Types
The POS system supports different payment methods.
* Card payments
* Cash payments
* Voucher payments
> It’s possible to customise the **order of payment methods** displayed on the POS for easier access and convenience.\
> This setup cannot be done in the Admin Portal—**please contact us to request this change**.
**Payment methods** are always accessible on the **Checkout** screen.\
Optionally, they can also be made available directly from the **Basket** screen for faster processing.
See Quick Pay details:
{% content-ref url="/pages/HlgdZd45wB6MmKVJIJn0" %}
[Quick Pay](/services/quick-pay)
{% endcontent-ref %}
# Card Payment
Card payments can be processed with either an integrated card payment or a non-integrated card payment.
## Integrated Card Payment
When a card terminal is integrated with the POS system, the two devices communicate directly. Once you select the card payment method on the POS, the exact amount is automatically sent to the terminal without the need to key it in manually. Once the customer completes the transaction on the terminal, the POS system is **automatically updated**, streamlining the checkout process and reducing the risk of manual errors.
> If a terminal that's supposed to be connected is not communicating due to a technical issue (such as Wi-Fi disconnection), a **"Force payment"** option will appear. In this case, you can proceed with **Force payment** to manually finalize the payment process.
## Non-Integrated Card Payment
In a **non-integrated** setup, selecting the **Card** payment method on the POS will **not attempt any device connection**. Instead, the system will **immediately register the payment**, functioning similarly to how a cash payment is recorded.
# Configuring VivaWallet Integration (POS)
1. On the Viva payment terminal, open **Settings** (bottom-right corner).
2. Select **About** and locate the **Source Terminal ID**.
3. Enter the Terminal ID into the POS under **Payment Terminal > VivaWallet Terminal ID**.
{% hint style="success" %}
When a **terminal icon** is visible on the **Card payment** button, this means that the terminal is successfully integrated. If user does not see the icon, please contact our support team.
{% endhint %}
# Cash Payment
When cash is selected as the payment method, the **amount due is automatically entered by default**, and the **change is shown as** €**0.00**. If the customer provides a different amount, you can manually enter the **amount received**, and the POS will calculate and display the change accordingly.
The **cash drawer can be opened**, allowing you to store the cash and issue the correct change.
{% hint style="warning" %}
Only users with the permission **“User can open cash drawer on POS”** enabled will be able to open the drawer.
{% endhint %}
> It is possible to configure the POS so that the **cash drawer opens automatically** when a cash payment is made. This setup is not accessible to users and must be configured by the appropriate support team upon request.
# Multiple Payments
The POS system supports flexible payment handling, including multiple payments and split bills.
## Multiple Payments
Customer can pay using more than one payment method (e.g., a combination of cash and card, or two different cards).
#### To process multiple payments:
1. On the Checkout page, you can either **enter the amount** to be paid or choose from **pre-set values** (e.g., €5.00, €10.00, €20.00) or **fractional options** (e.g., ½, ⅓, ¼ of the total)
2. Select the **payment method** to process the first part of the payment.
3. Repeat the process for the remaining balance using another method if needed.
# Split Order
Orders can be split by selecting specific items to be paid for. Click on **Split** on the checkout page to access the Split Bill screen.
# Groups and Transferring Products in Split Order
## Creating Groups
When entering the split order screen, all order items are initially placed in **Group 1**. To create a new group:
1. Select the item(s) you wish to transfer.
2. Click **Add new group**.
The selected items will move to the newly created group, whilst the remaining items stay in the original group.
The amount due for each group is automatically calculated as products are added to or removed from the group.
## Products with Multiple Quantities
For products with multiple quantities (e.g., 2x Coke), you can transfer individual units or all units. You can use the **minus (-), plus (+), or All** button to change the desired unit to transfer.
## Splitting Products into Parts
Products can be divided into fractional portions:
1. Select the product(s) you wish to split.
2. Choose the number of parts to divide it into.
3. Transfer each portion to the appropriate group.
## Deposit Return Scheme in Split Order
The deposit return scheme amount automatically transfers together with the product associated with it.
## Additional Order Items
The system remembers the grouping that's done for the order. When product(s) are added later on, they will **automatically go to Group 1**. These additional products can then be transferred and added to the existing groups.
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