BackOffice
for Quick-Service Restaurants

After you set up your BackOffice, check out part 2: iPad for Quick-Service Restaurants.

BackOffice is your first step in running a smarter business with ShopKeep. Set up your menu, assign register access to employees, and design your receipts all from one central hub.

Table of Contents

Build Your Menu

Before you can sell your world famous coffee, you need to set up your menu in BackOffice. Check out the sections below to add a menu item, tweak its options, and put it on the register layout.

Watch our Build Your Menu video:

Build Your Menu (Training Guide)

Add Menu Items

To get started building your menu, add each menu item one at a time.

  1. Click 'Items' and select 'Items List'.
  2. Click 'Add New'.
  3. Select 'Create' under 'Basic Item'.
  4. Fill in the menu item's details.

    Name | What the menu item is called. This appears on the button layout, receipts, & reporting.

    Department | A general grouping used for item organization, reporting, and ticket printing.

    Category | A subset of Department that is used for ticket printing.

    Sales Price | The amount customers pay.

    Track Inventory | True or False. Determines whether the menu item’s quantity is tracked.
    Set countable items like retail goods or bottled drinks to ‘True’.
    Set made-to-order items or those without a quantity to ‘False’.

  5. Click 'Save'.

For more on adding items, like how to track cost, visit our Adding Items article.

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Set Up Modifiers

Add modifiers to an item to allow customers to customize their order. Modifiers represent the different options a customer has when they order – like the size of a drink.

  1. Click the 'Modifiers' tab.

Groups – Single Choice

These are for either/or choices you give the customer. For example, a cup of coffee can be small or medium, but not both at the same time.

  1. Press 'Add a group' and enter a 'Group name'.
  2. Enter the group’s default selection.
  3. Use 'Add another option' to fill in more choices.

    Add to price | Amount to add to the sales price if selected.
    Green Check | The base or default choice the item starts with.
    Trash Can | Deletes the group / option.

  4. Press 'OK' to save changes.

Add-Ons

Add-ons include extra toppings, customizations, etc. Customers can select as many of these multiple choice modifiers as they want.

  1. Click 'Add an option'.
  2. Enter a name and optional 'Add to price'.
  3. Use 'Add another option' to add more.
  4. Click 'OK' to save changes.

“NO” Options

Set up “NO” options so customers can exclude ingredients that normally come standard with an item.

  1. Click 'Add an option'.
  2. Enter a name and optional 'Discount when OFF' price.

    Discount when OFF | Amount to subtract from the price if the customer doesn’t want the ingredient.

  3. Click 'Add another option' to set up more.
  4. Press 'OK' to save changes.

For more on modifiers, like how to copy them from one item to another, visit our Item Modifiers article.

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Register Button Layout

An organized button layout makes it easy for cashiers to find menu items and quickly add them to a customer’s order.

  1. Click 'Items' and select 'iPad Button Layout'.
  2. Type the name of an item to find it on the list.
    Click to Enlarge
  3. Drag and drop the item into a position on the layout below.

For additional help with your button layout, like how to add more pages, see our Inventory Layout article.

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Staff & Privileges

Managers need to be able to open and close the shift, cashiers need to ring sales, and prep staff need to clock in and out. Set up each staff member so they can use the register.

Watch our Manage Staff & Privileges video:

Manage Staff & Privileges

Add Staff

Add each of your staff members to give them register access and to track their contact details.

  1. Click 'Staff' and select 'Staff List'.
  2. Click 'Add Staff'.
    Click to Enlarge
  3. Fill in the employee's information.

    Enter at least a first name, last name, & register code,

    Click to Enlarge

    Register Code | For clocking in / out, ringing sales, and cashier functions.
    Register Manager | Check this box to give access to manager controls.
    BackOffice Manager | Check this box to assign the employee their own BackOffice login.

  4. Hit 'Save' to finish up.

To learn more about adding employees in BackOffice, visit our Manage Staff article.

Set Manager Privileges

Manager privileges allow you to restrict access to particular discounts so employees need manage approval to apply them.

  1. Click 'Settings' and select 'Discounts'.
  2. Choose any discount or 'Add Discount' to create a new one.
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  3. Check 'Requires Manager' to enable permissions.
  4. Click 'OK' to confirm.

Check out our full Manage Staff support article for more information.

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Receipt & Gratuity Settings

Enter the business details that will print on customer receipts and decide how customers will sign and tip for credit card transactions.

Most quick-serve businesses prefer to print receipts since it’s quicker than emailing them. If you want to set up email receipts, see our Email Receipts article.

Watch our Receipt and Gratuity Settings video:

Receipt and Gratuity Settings (Training Guide)
  1. Click 'Settings' and select 'Receipts'.
  2. Click the 'Paper Receipt' tab.

Business Info
The receipt is a reminder of a customer’s experience at your business. Enter your business information to give them a record of where they ordered that delicious pastry last week.

  1. Fill in as much Business Info as you’d like.

Gratuity Settings and More

Finish your receipt setup by configuring the Tips and Signature setting for credit transactions and add additional info to the bottom of your receipt.

  1. Click the drop down for 'Tips and Signature' and select your preference.

    Many quick-serve eateries prefer ‘Tip and signature on screen’. It’s faster and saves paper.

  2. For 'Tip and signature on screen', set the suggested tips that show on the register screen:

    Choose amount or percentage and specify how much for each.

  3. Enter any additional info you’d like to include in the 'Extra Text' field.
  4. Click 'Save' to finish up.

To learn about the other tip and gratuity options, check out our Tips and Gratuity article.

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Tax Settings

Maybe everything you sell is taxed the same or maybe you sell other goods that require a different rate. Learn to set up tax rates so you charge the right amount at the register for every item.

Watch our Manage Tax Settings video:

Manage Tax Settings

Set the Default Rate
The default tax rate is the percentage that is automatically applied to all of your taxable stock items.

  1. Click 'Settings' and select 'Taxes'.
  2. Click the default tax group.

    In this case, Sales Tax is selected as the default.

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  3. Enter your rate and press 'Update'.

    (optional) You can also give it a new name.

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Additional Tax Groups
Create additional tax groups for items that are taxed at a rate different from your default (e.g. menu items vs. retail goods like mugs).

  1. Click 'Add Tax'.
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  2. Enter a name and rate. Then, hit 'Save'.
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  3. On the navigation bar, click 'Items' and select 'Items List', Then, pick an item.
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  4. Use the 'Tax Rate' dropdown to select a tax group.
  5. Click 'OK' to save.

For more on tax, like how to assign items to tax groups in bulk, see our Manage Tax Settings article.

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Additional Features

Want to make it easier for cashiers to apply commonly used discounts, print order tickets to a prep station, or sell gift cards? Here are a few more features that’ll make running your business even easier.

Named Discounts

Do you send out coupons or run other types of promotions? Add your own preset discounts to speed up transactions where a discount is needed.

  1. Click 'Settings' and select 'Discounts'.
  2. Click 'Add Discount'.
  3. Fill in the details.
    Click to Enlarge

    Name | What the discount is called on the register.
    Receipt Description | How the discount appears on the receipt.
    Type | Discount by a dollar amount or a percentage.
    Open | Cashier inputs discount amount or percent at the register.
    Applies to | Allow it to be applied to items only, overall sale, or both.
    Requires manager | A manager will need to authorize the discount.

  4. Click 'Save'.

For more information, like how to use named discounts at the register, see our Discounts support article.

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Ticket Printing

Tickets print when a sale is tendered and contain all details of the order so your kitchen staff or baristas know what to make.

Before completing the BackOffice steps below, set up your printer and connect it to ShopKeep.

  1. Click 'Settings', then choose 'Hardware'.
  2. Click 'Edit'.
  3. Click below 'Assigned To' and select Departments/Categories of items for ticket printing.
  4. Click 'Save' to confirm.

To learn more, including how to manage ticket printer assignments on the item-level, check out our Ticket Printing support article.

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Gift Cards

Getting ready to offer gift cards to your customers is a multi-part process. Don’t worry, we’ll walk you through each step.

1. Purchase a Gift Card Kit

Visit our store to sign up for gift card processing and order gift cards.

2. Enable Gift Card Tender

When you sell a gift card, a customer will come back to use it at some point. Enable the ‘Gift Card’ tender type so you can sell and redeem gift cards at the register.

  1. Click 'Settings' and choose 'Tenders'.
  2. Under Redeemable, check the box for Gift Card.

    Changes save automatically.

3. Create a Gift Card Item

Finally, let’s create an inventory item, just like you did with your menu. This is the actual item cashiers will sell when they issue a gift card.

  1. Click 'Items' and select 'Items List'.
  2. Click 'Add Item'.
  3. Choose 'Create' under 'Basic Item'.
  4. Enter a Name: 'Gift Card'.
  5. Change 'Priced' to 'In Store'.
  6. Change 'Taxable' to 'no'.
  7. Check the box next to 'Liability'.
  8. From 'Tender', choose 'Gift Card'.
  9. Hit 'Save' to finish up.

For more on Gift Cards, like how to sell them at the register, visit our ShopKeep Gift Cards article.

Now that you’ve set up your BackOffice, check out part 2: iPad Register for Quick-Service Restaurants.

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