BackOffice Setup for Restaurants

BackOffice is where you set up your business in ShopKeep. 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 button layout so staff can find what they need.

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

Check out our Build Your Menu video below:

Build Your Menu (Training Guide - Restaurant)

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 'Items 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 button layout.

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

    Category | A more specific subset of a department.

    SKU | A unique identifier created in BackOffice for each item, also used for ShopKeep Label Printing.

    Priced | How the item’s price is entered, including In BackOffice, In Store, or by Unit.

          In BackOffice – The price is set in BackOffice. When the item is selected at the register, this price is applied and cannot be adjusted at the register.
          In Store – Enter a price when the item is selected at the register.
          Unit Price – Price is calculated based on the amount sold (lb, oz).

    Sales Price | Amount the customer pays.

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

    Tax Rate | Select an item-specific tax rate which overrides the default.

    UPC | 8, 12, or 13 digit barcode from the product that can be scanned at the register. UPC codes cannot begin with a 2, 4, 5, or contain any letters.

    Track Inventory | True Updates inventory quantities after sales. False does not track inventory totals and is typically used for services or items that are made to order.

    Quantity | Total amount of the item in stock. Once the quantity reaches 0, it becomes negative if the item continues to sell.

    Cost | The cost of the item to the business. Cost cannot be updated on this page once saved.

    Liability | A liability item is an item that when sold does not add to sales such as gift cards.

  5. Click 'OK' to create the item.

Visit our Adding Items support article for more help with creating inventory items in BackOffice.

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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 leave out 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, like how to copy them from item to item, visit the Item Modifiers article.

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Register Button Layout

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

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

Visit the Inventory Layout article to learn how to create menu pages and change button colors.

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Ticket Printing

Tickets contain 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 your ticket printer and connect it to ShopKeep.

    Visit our SP700 Setup article for help completing this initial setup.

  2. Click 'Settings' and select 'Printers'.
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  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) you want 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 SP700 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 transactions.

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

Check out our Receipt and Gratuity Settings video below:

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

Business Info

Instagrams aside, the receipt is a reminder of a customer’s experience at your restaurant. Include useful information like location and contact details.

  1. Fill in as much 'Business Info' as desired.
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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. 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 your staff, visit our BackOffice FAQ.

Watch our Manage Staff & Privileges video below:

Manage Staff & Privileges (training guide)
  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 | 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.
  • Don’t see ‘BackOffice Manager’? Visit our Staff Troubleshooting guide for help.

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

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    Additional Features

    Use more than 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 taps.

    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. 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 and click 'I'm ready!'.
    4. Click '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 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 'Transactions' or 'Checks' 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 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. Click '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 article to set up additional tax groups to override the default rate.

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    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. Click 'Settings' and select 'Discounts'.
    2. Click 'Add Discount'.
    3. Fill in the details and click 'Save'.
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  • Name | What the discount is called on the register.
  • Receipt Description | How the discount appears on the receipt.
  • Type | Dollar amount or percentage.
  • Open | Cashier enters discount amount/percent at register.
  • Applies to | Allow it to be applied to items only, the overall sale, or both.
  • Requires manager | A manager will need to authorize the discount.
  • Visit the Discounts support article to learn about how to apply discounts at the register.

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

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