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 add the menu for your restaurant, enable ticket printing, and perform other initial setup before using the register.

Table of Contents

Build Your Menu

Before servers can start taking orders, you need to set up your menu in BackOffice or from the iOS ShopKeep Register app (v4.0 and above). Learn how to add the dishes you sell, add modifiers to cover every order option, and create item shortcuts for the register so staff can find what they need.

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

Add Menu Items

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

  1. Visit the Item List in BackOffice or from the iOS ShopKeep Register app (v4.0 or above).

    In BackOffice, click ‘Items’ and select ‘Item List’. In the iOS ShopKeep Register app (v4.0 and above, Business Owners and BackOffice Managers only), select ‘Manage Items’ from the Main Menu.

    BackOffice

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    iOS ShopKeep Register App

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  2. Click 'Add New'.
  3. Click 'Create' under 'Basic Item'.
  4. Fill in the details of the menu item.
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    Name What the menu item is called. This appears on the item shortcuts panel, receipts, and reporting.

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

    Category | Subgroup within a department that is used for organization, ticket printing, and reporting.

    Sales Price | Amount the customer pays. This field is only available if Price Type is set to Fixed or Unit Price.

    Price Type | How the item’s price is entered: Fixed, At the Register, or by Unit Price.

          Fixed – Item has a predetermined price set in BackOffice. Restaurants typically use fixed pricing for most menu items.
          At the Register – Cashier enters the sales price at the register. Use this option for market-priced menu items or those with prices that change often.
          Unit Price – A fixed price per unit (oz, lb, ft, etc.) sold.

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

    Track Quantity on Hand | Controls whether the quantity on hand of the item will be updated after sales and returns.
    Disable for made-to-order items or those without a quantity.

  5. Click the default save option or click the arrow to select another save option to finish creating the item.
      Save and create new | Save the current item and create a new basic item.
      Save and keep editing | Save the current item and remain on the details page to make adjustments.
      Save and close | Save the current item and return to the Item List.

    The last used selection will be remembered as the default save option.

Visit our Add Basic Items article for help with fields we did not cover, such as ‘Cost per Item’ and ‘Supplier’.

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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, such as choosing the kind of cheese for a burger.

  1. Click the 'Modifiers' tab.

Groups – Single Choice

Single choice modifiers are for either/or choices you give the customer. For example, a burger can be cooked medium or medium-rare but not both ways at once.

  1. Click 'Add a group' and enter a group name.
  2. Enter the default option for the group.
  3. Use 'Add another option' to create more choices.

    Add to Price | Amount added to the sales price if selected.
    Green Check | Base or default choice the item starts with.
    Trash Can | Deletes the group or option.

  4. Click 'OK' to save changes.

Add-Ons

Add-ons include toppings, customizations, and other extras a customer can add to a dish. Customer can select as many add-ons as they want but no more than one of each.

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

“NO” Options

“NO” options allow diners to exclude ingredients that usually come standard with a menu item.

  1. Click 'Add an option' under '"NO" Options'
  2. Enter a name and optional ‘Discount when OFF’ price.

    Discount when OFF | Amount subtracted from the price if the customer does not want the ingredient.

  3. Use 'Add another option' to set up more '"NO" options'.
  4. Click 'OK' to save changes.

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

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Item Shortcuts

An organized item shortcuts panel makes navigating the menu at the register a breeze for servers.

  1. Visit the item shortcuts setup page in BackOffice or from iOS ShopKeep Register app.

    In BackOffice, click ‘Items’ and select ‘Item Shortcuts’. In the iOS ShopKeep Register app (v4.0 and above, Business Owners and BackOffice Managers only), select ‘Edit Shortcuts’ from the Main Menu.

    BackOffice

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    iOS ShopKeep Register App

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  2. Type the name of an item to find it on the list.
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  3. Drag the item from the list to a position on the shortcuts panel.
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Visit the Item Shortcuts article to learn how to create additional pages and change shortcut 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 or saves a sale with items assigned to a printer group.

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

  1. Follow the steps here to set up a 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 and/or categories of items for ticket printing.
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  5. Select the printer(s) needed to print tickets for the items in the group 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.

    BackOffice                              

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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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    b 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

Servers need the register for ordering, supervisors need manager access for end-of-day duties, and cooks need to clock in and out. Set up each staff member in BackOffice so they can use the register.

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

  1. In BackOffice, click 'Staff' and select 'Staff List'.
  2. Click 'Add Staff'.
  3. If prompted, set a new register code for the Business Owner and tap 'Enable PIN'.
  4. Enter at least a first name, last name, register code, select a role, and click 'Save'.
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Register Code | 4-digit code that allows an employee to clock in and out and sign into the register.
Role | Select ‘Cashier’ or ‘Manager’. Cashiers can run sales, returns, and perform other cashier functions at the register. Managers can perform cashier functions and manager functions, such as opening the register shift and cash drawer.
BackOffice Access | 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 Access’? 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 sale to tracking the average price per guest, enable the Restaurant Register Type to take advantage of additional features built specifically for restaurants.

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

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

Table Layout

The Table Layout feature allows you to create a floor plan of your restaurant that staff can use to quickly start and locate orders according to how tables are arranged. Enable the Table Layout in BackOffice to be able to customize and use the layout at the register.
This feature is only available on the ShopKeep Register for iOS.

  1. In BackOffice, click ‘Settings’ and select ‘General’.
  2. Check the ‘Enable’ box in the ‘Tables’ section, then click ‘Save’.

    Follow the steps here to customize and use the table layout.

Additional Features

Have more than one register or want to change the default home screen? Here are a few more key features we have handpicked for restaurants.

Serverless Sync™

Enable Serverless Sync so that a sale saved on one register will be automatically synced to other registers on the same network.
This feature is only available on the ShopKeep Register for iOS. For the ShopKeep Register on non-iPad devices, learn about check syncing here.

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

  1. In BackOffice, 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'.
  5. Complete the remaining setup steps on the register.

Visit our full Serverless Sync article to learn how this feature works at the register.

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Default Home Screen

Some restaurants prefer to see the Saves Sales or Tables screen after signing in to the register so servers can view saved sales and the table layout right away. Decide which screen (New Sale, Saved Sales, or Tables) is the default for your restaurant.
This feature is only available on the ShopKeep Register for iOS.

  1. In BackOffice, click 'Settings' and select 'General'.
  2. Select ‘New Sale’, ‘Saved Sales’ or ‘Tables’ as the default home screen for all registers on your account.
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  3. Click 'Save'.

Visit the Default Home Screen 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. In BackOffice, 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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