BackOffice Setup for Restaurants

After setting up BackOffice, check out part 2: iPad Register for Restaurants.

BackOffice is where you set up your business in ShopKeep. Learn how to create the restaurant’s menu, enable ticket printing, and perform other initial setup before using the register.

Table of Contents

Build Your Menu

Create the restaurant’s dishes, add modifiers to cover every order option, and organize the register layout so staff can find what they need.

If you have questions about adding or managing menu items, visit our Inventory FAQ.

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. Click 'Items' and select 'Item List'.
  2. Click 'Add New'.
  3. Click 'Create' under 'Basic Item'.
  4. Fill in the menu item's details.
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    Name | What cashiers see at the register and what prints on receipts. The Name must be under 255 characters. An item can be given a nickname on the register layout.

    Department | General grouping for organization, ticket printing, and reporting.

    Category | A subgroup within a department. Also used for organization, ticket printing, and reporting.

    Priced | How the register rings up the item price: In BackOffice, In Store, or by Unit.

          In BackOffice – Item has a predetermined price set in BackOffice.
          In Store – Cashier enters the sales price at the register.
          Unit Price – A fixed price per unit (oz, lb, ft, etc.) sold.

    Sales Price | Amount the customer pays.

    Taxable | Set to ‘Yes’ if tax applies to the item. Choose ‘No’ if non-taxable.

    Track Inventory | True or False. Determines whether the item’s quantity on hand is tracked.
    Use ‘False’ for items that don’t have a physical quantity on hand, such as made-to-order items.

  5. Click 'Save' to create the item.

Visit our Add Basic Items support article for help with any parts we didn’t cover.

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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. Click 'Add a group' and enter a group name.
  2. Enter the group’s default option.
  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 “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, customizations, etc. Customers can select as many different 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. Press 'OK' to save changes.

“NO” Options

Set up “NO” options to let diners exclude ingredients that usually come standard.

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

For more on modifiers, such as how to copy them from item to item, visit the Modifiers support article.

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Register Layout

An organized register layout makes navigating the menu a breeze for servers.

  1. Click 'Items' and select 'Register Layout'.
  2. Type the name of an item to find it on the list.
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  3. Drag the item into a position on the layout below.
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Visit the Register Layout article to learn how to create additional pages and change button colors.

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Ticket Printing

Tickets contain the details the kitchen needs to prepare an order, including selected modifiers and server notes. Tickets print whenever a server tenders a sale or saves a check with items assigned to a printer group.

If you have questions about your ticket printer, visit our Hardware FAQ.

  1. Set up the ticket printer and connect it to ShopKeep.

    Visit our Epson Ticket Printer article for help completing this initial setup.

  2. In BackOffice, click 'Settings' and select 'Printers'.
  3. Click ‘Add New’ and select ‘Printer Group’.
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  4. Enter a 'Name' and select departments/categories of items for ticket printing.
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  5. Select the printer(s) needed to print tickets for the group's items and click 'Save'.
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To learn how to manage ticket printer assignments on the item level, visit the Ticket Printer Setup article.

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Receipt and Gratuity Settings

Enter the business details that will print on customer receipts and decide how customers will sign and tip for credit card sales in BackOffice or from the iOS ShopKeep Register app (must be on v4.0 or above).

Most restaurants prefer to print receipts. If you want to set up email receipts, see our Receipt Setup article.

  1. Sign into BackOffice or the iOS ShopKeep Register app as the Business Owner and open receipt settings.

    In BackOffice, click ‘Settings’ and select ‘Receipts and Tips’. In the iOS ShopKeep Register app (v4.0 and above), select ‘Receipt and Tip Settings’ from the Main Menu.


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    iOS ShopKeep Register App

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Business Info

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

  1. Click the ‘Business Info’ tab.
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  2. Fill in as much 'Business Info' as desired for receipts.
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  3. Click ‘Save’ to save changes.

Gratuity Settings

Finish receipt setup by configuring the Tips and Signature settings for credit sales.

  1. Click the ‘Tips and Signature’ tab.
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  2. Click the 'Signature' drop-down and select an option, then enable the ‘Tips’ setting.

    Most restaurants choose ‘On paper’ because customers are used to writing in a tip on the business receipt copy.

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  3. (Optional) Set up suggested tip options for customers to choose from.

    Suggestions appear on paper receipts with tips enabled on receipts or on the register’s gratuity screen with tips enabled on screen (see step 2).

    a Only for ‘Tip and signature on paper receipt’, check the box to display tip suggestions on receipts.
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    a Customize each tip value and type (‘$’ or ‘%’).
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  4. Click 'Save'.

Visit the Receipt Setup 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. Servers need the register for ordering, supervisors need manager access for end-of-day duties, and cooks need to clock in/out.

If you have questions about adding staff, visit our BackOffice FAQ.

  1. Click 'Staff' and select 'Staff List'.
  2. Click 'Add Staff'.
  3. Enter at least a first name, last name, register code, and click 'Save'.
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Register Code | A 4-digit code that allows an employee to clock in and out of the register and perform cashier functions.
Register Permission | Check the ‘Manager’ box to give access to manager functions at the register.
BackOffice Permission | Select a level of BackOffice access to give to an employee. Visit our Manage Staff article to learn about the different types of BackOffice permissions.
Don’t see ‘BackOffice Permission’? Visit our Staff Troubleshooting guide for help.

Visit the Manage Staff article to learn about changing employee settings.

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Restaurant Register Type

From adding the number of guests to a check to learning your average price per guest, enable the Restaurant register type to take advantage of additional features built specifically for restaurants.

  1. In BackOffice, click 'General' under ‘Register Settings'.
  2. Scroll down to 'Register Type' and select 'Restaurant' from the dropdown menu.
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  3. Click 'Save'.

Visit our full Register Type: Restaurant article to learn how to use all restaurant-specific features.

Additional Features

Have more than one register? Offer discounts to employees? ShopKeep can help you set these up so your staff can manage everything with just a few taps.

Serverless Sync™

Enable Serverless Sync so that a check saved on one register is automatically synced to the others.

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

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

Check out our full Serverless Sync support article to learn how this feature works at the register.

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Default Home Screen

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

  1. Click 'Settings' and select 'General'.
  2. Choose 'New Sale', 'Saved Sales' or ‘Tables’ as your default home screen.
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  3. 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 the same or maybe you sell other items (e.g. alcohol) that require a different rate. Enter the default tax rate that will be automatically applied to taxable items, then set up additional rates to override the default for specific items.

  1. Click 'Settings' and select 'Taxes'.
  2. Click the default tax rate indicated by the checkmark.
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  3. Enter the tax rate details, then click ‘Update’.
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    Name | Name of the tax rate as it appears in BackOffice reporting (e.g. “Prepared Food Tax”).
    Rate | Percentage of tax charged for this tax rate (e.g. 7%, 8.875%, etc.).
    Set as Default | When checked, the tax rate becomes the default tax applied to all items not assigned to a tax rate.

  4. (Optional) Follow the steps here to set up additional tax rates and assign items to taxes.

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Do you offer senior citizen or employee discounts? Set up your own specific discounts to track how particular discounts are applied at the register.

  1. Click 'Settings' and select 'Discounts'.
  2. Click 'Add Discount'.
  3. Fill in the details and click 'Save'.
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Name | Name of the discount as it appears on the register and in BackOffice reporting.
Receipt Description | Name of the discount as it appears on receipts.
Type | Select whether the discount is a dollar amount or a percent.
Amount/Percent | Depending on the Type chosen, enter the dollar amount or percent of the discount.
Open | Cashier enters discount amount/percent at the register. If checked, the Amount/Percent field is disabled.
Applies to | Allow it to be applied to individual items, to entire transactions, or to both.
Requires manager | Check this box to require a manager code before a cashier can apply the discount.

Visit the Discounts support article to learn about how to apply discounts at the register.

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