BackOffice Setup for Restaurants

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

BackOffice is where you begin to set up your business in ShopKeep. Create the restaurant’s menu, set up ticket printing, and design your receipt before moving on to the iPad register.

Table of Contents

Build Your Menu

Set up all of the restaurant’s dishes, add customizations to accommodate every diner, and organize everything so staff can focus on taking care of customers.

Check out our Build Your Menu video below:

Build Your Menu (Training Guide)

Add a Menu Item

Add the entrees, appetizers, and other menu items the restaurant offers so servers can ring in customer orders at the register.

  1. Tap 'Items' and select 'Items List'.
  2. Click 'Add Item'.
  3. 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’.

  4. Tap 'Save' to create the item.

Visit our Adding Items support article for help with any of the parts we did not cover.

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Modifiers

Add modifiers to an item to allow diners to customize their order. Modifiers represent the different options a customer has when they order – like the kind of cheese on a burger.

  1. Click the 'Modifiers' tab.

Groups – Single Choice

These are for either/or choices you give the customer. For example, a burger can be cooked medium or medium-rare, but not both.

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

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

  4. Press 'OK' to save changes.

Options – Multiple Choice

Think of these as add-ons: extra toppings, customization options, etc. The customer can select as many different multiple choice modifiers as they’d like.

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

“NO” Options

Set up “NO” options to let diners exclude ingredients that normally come standard with the dish.

  1. Tap 'Add an option'.
  2. Enter a name and optional ‘Discount when OFF’ price.
  3. Click 'Add another option' to set up more.
  4. Press 'OK' to save changes.

For more on modifiers, including how to copy them from one item to another, visit the Item Modifiers support article.

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Register Button Layout

A well organized layout means the difference between frustrated waitstaff and a clean, simple interaction with the register.

  1. Tap '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.

Check out the Inventory Layout support article to learn how to create additional pages and change menu item button colors.

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Ticket Printing

Tickets print to the kitchen whenever a server tenders a sale or saves a check. They contain all order details so the cooks know what to make and how to make it.

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

  1. Tap 'Settings' and select 'Hardware'.
  2. Click 'Edit' next to the ticket printer.
  3. Click below 'Assigned To' and select Departments/Categories of items for ticket printing.
    Click to Enlarge
  4. Tap 'Save' to confirm.

Visit the Ticket Printing support article to learn more, including how to manage printer assignments on the item-level.

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Receipt and Gratuity Settings

Set up the information that prints on your receipts and choose how customers sign and tip when paying with a credit card.

Most restaurants prefer to print customer receipts. If you’d like to set up email receipts, see our Email Receipts support article.

Check out our Receipt and Gratuity Settings video below:

Receipt and Gratuity Settings (Training Guide)
  1. Tap 'Settings' and select 'Receipts'.

Business Info

Instagrams aside, the receipt is a memento of your customers experience at your restaurant. Include useful information like location and contact details.

  1. Click the 'Paper Receipt' tab.
  2. Fill in as much Business Info as desired.
    Click to Enlarge

Gratuity Settings and More

To finish up, set how customers sign and tip for credit card sales and complete your receipt customization.

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

    Most restaurants choose ‘Tip and signature on paper receipt’ because their customers are used to it.

  2. Enter any additional info you’d like to include in the 'Extra Text' field.
  3. (optional) Check the boxes to set customer delivery info to print on tickets, checks, and/or receipts.
  4. Click 'Save' to finish up.

Visit the Paper Receipts support article for more details on each part of the receipt.

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Add Staff

“Staff” is ShopKeep’s term for anyone who works in your restaurant. Waitstaff need the register to handle orders, supervisors need manager access for end-of-day duties, and kitchen staff need to clock in/out.

Watch our Manage Staff & Privileges video below:

Manage Staff & Privileges
  1. Tap 'Staff' and select 'Staff List'.
  2. Click 'Add Staff'.
  3. Enter at least a first name, last name, register code, and tap 'Save'.
    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.
  • Visit the Manage Staff support article to learn about editing/deleting staff members and changing employee settings.

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    Additional Features

    Use more then one register? Run specials of the day or happy hours? ShopKeep can help you set these up so your staff can manage everything with just a few clicks.

    Serverless Sync™

    Many restaurants use more than one register. Enable Serverless Sync so that a check opened on one register can be managed from any of the others.

    Before enabling this feature, review our list of recommendations for using Serverless Sync.

    1. Tap 'Settings' and select 'General'.
    2. Click the box to enable Serverless Sync.
    3. Follow the link to review the checklist and tap 'I'm ready!'.
    4. Tap 'Save' to finish up.
    5. Complete the remaining setup steps on the iPad.

    Check out our full Serverless Sync support article for more info on requirements and usage.

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    Default Home Screen

    Some restaurants prefer to see the Checks screen when signing in to the register so servers immediately manage their open checks. Decide which screen (Transactions or Checks) is the default for your restaurant.

    1. Tap 'Settings' and select 'General'.
    2. Choose 'Transactions' or 'Checks' as your default home screen and click 'Save'.

    Check out the Default Home Screen support article for a preview of what each screen looks like.

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    Tax Settings

    Maybe your entire menu is taxed at the same percentage or perhaps you sell other items (i.e. alcohol) that need a different rate. Start by setting the default rate that is automatically assigned to all items.

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

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

    3. Enter a new default rate and press 'Update'.

    Visit the Manage Tax Settings support article to set up and assign additional tax groups to override the default for selected items.

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    Named Discounts

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

    1. Tap 'Settings' and select 'Discounts'.
    2. Click 'Add Discount'.
    3. Fill in the details and click 'Save'.
    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 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.
  • Visit the Named Discounts support article to learn about discount settings and how to apply discounts at the register.

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