All In One Restaurant POS

What this guide covers

This version is written for business owners and staff, not developers.

It explains the screens and workflows visible in the JoelsaPOS app files you shared.

Menu setup, staff setup, payments, printers, online orders, kitchen use, reports and backups are all included.

Quick Start Checklist

1. Before You Begin

• Use an Android tablet that will stay charged during service.
• Connect the device to a reliable internet connection, especially if you plan to take card payments or online orders.
• Turn Bluetooth on before pairing printers or other hardware.
• Prepare your menu information in advance: categories, items, prices, optional sizes, and any meal deals.
• Prepare your staff list and the PIN each staff member should use.
• Decide whether you will use Tap to Pay on the device itself or a separate Stripe Terminal card reader.

Recommended first setup order:
Payment settings → Card reader → Printers → Integrations / selling modes → Tables → Stock → Categories → Products → Menu → Staff → Test sale

2. Installing the App

1. Download the app from Play Store.

https://play.google.com/store/apps/details?id=com.joelsa.joelsapos

3. Logging In for the First Time

Owner login or registration

1. On the login screen, choose Owner Login / Register.
2. If your business is new, tap Register Merchant.
3. Enter your business name, email address and password.
4. Check the country field if it has picked your country automatically before finishing registration.
5. After registration, the app takes you into the POS system as the business owner.
6. If your account already exists, simply enter the merchant email and password on the login screen.

Staff login

1. Staff do not use the owner email and password screen. The owner has to add staff and their PIN before staff can login.
2. They choose Staff Login and enter their PIN.
3. If the PIN is correct and the staff account is active, the app opens under that staff member name and role.

Important: The owner account should be created first. After that, create staff users from the Admin / Staff management area so team members can sign in with PINs.

4. POS Home Screen Overview

• POS: This is the POS screen.
• Orders: Available to managers and owners to review previous orders and refunds.
• Kitchen: Opens the kitchen display workflow.
• Online Orders: Website orders manage panel. Accept/reject online orders here.
• Admin / Management: Available to managers and owners for business setup and configuration.
• Switch user / Logout: Used when changing staff members during a shift.

5. Admin / Management Area

• Stock Management
• Categories
• Products
• Menu Builder
• Staff Management
• Card Reader Setup
• Printers
• Payment Settings
• Tables
• Backup
• Reports
• Settings

Think of this area as your control room. Most of the initial setup happens here before your team starts serving customers.

6. Business Selling Modes and Integrations

The Settings screen controls how your business sells. These switches affect which order-type buttons appear on the POS screen and which online-order options are available.

1. Open Admin / Management → Settings.
2. Review whether Delivery, Collection and Takeaway should be enabled for your business.
3. Check the online orders section if your website and payment setup are ready.
4. Choose the online order mode: Collection only, Delivery only, or Both.
5. If your business has a website domain, save it on this screen so your online setup can be linked correctly.
6. Once that is saved you will receive an email with instructions on how to integrate online orders.
7. If needed, resend the installation email from the same screen.

If you need help or need a new website, please contact support: joelsapos@joelsapos.com

7. Table Setup for Eat-In Service

1. Open Admin / Management → Tables.
2. Enable tables if your cafe or restaurant offers table service.
3. Tap Add and enter a table name such as Table 1, Garden 2 or Window 4.
4. Enter the number of seats for that table.
5. Repeat until every table has been added.
6. Edit or remove tables whenever your floor plan changes.

• If tables are disabled, staff will not assign eat-in orders to tables.
• If you are takeaway-only, you can leave this feature turned off.

8. Stock Setup (optional)

1. Open Admin / Management → Stock Management.
2. Add the raw items you buy or count, such as chicken, rice, chips, oil, coffee beans, milk or cans.
3. For each stock item, enter the unit you use, such as kg, g, pcs, ml or L.
4. Enter the starting quantity.
5. Add the cost per unit if you want better reporting and stock control.
6. Use the search box to find and update stock items later.

Stock items become especially useful when you link them to products as ingredients or recipes.

9. Categories Setup

1. Open Admin / Management → Categories.
2. Create the broad sections that will appear in the selling screen, such as Drinks, Starters, Mains, Desserts or Sides.
3. Use sort order if you want categories to appear in a specific left-to-right order on the POS screen.
4. Disable categories you no longer use instead of deleting them immediately.

10. Product Setup

Products are the items your team will actually sell. This is one of the most important setup areas in the whole system.

10.1 Adding a basic product

1. Open Admin / Management → Products.
2. Tap Add Product.
3. Enter the product name.
4. Choose the correct category.
5. Add an image if you want the item to be easier to identify on screen.
6. Optionally add SKU, barcode and description.
7. Choose the pricing method and save the product.

10.2 Single-price products

1. Choose Single price for standard items sold at one fixed price, such as a can of drink or one portion size.
2. Enter the selling price.
3. Enter tax percentage if you use it.
4. Save the product.

10.3 Variant pricing

1. Choose Variants if the same product has more than one price or size, such as Small, Regular and Large.
2. Save the main product first.
3. Add each variant with its own name, price and optional tax rate.
4. Use this for size upgrades, premium options or any item sold in multiple versions.

10.4 Meal items

1. If a product is a meal or bundle, save the meal product first.
2. Open the meal items area.
3. Select the products that belong inside the meal.
4. Set the quantity for each included item where needed.
5. Save the meal items.

10.5 Ingredients / recipe links if you need stock management

1. After saving a product, open the Ingredients / Recipe section.
2. Choose the stock item used in that product.
3. Enter the quantity used per product or per variant.
4. Repeat for all main ingredients.
5. This allows the app to connect sales to stock usage more accurately.

Practical examples:
Latte: link coffee beans and milk.
Burger meal: add the burger as a meal and include fries and a drink where appropriate.
Large chips: use variants if you sell Small and Large portions.

11. Menu Builder

1. Open Admin / Management → Menu Builder.
2. Create a menu name if you want to organise the products that appear for sale.
3. Select the menu you want to edit.
4. Tap Manage Products.
5. Move available products into the active menu.
6. Remove products from the menu if they should not currently be sold.
7. Activate the menu you want the team to use.

This is useful if you run different menus, such as breakfast, lunch, seasonal or event menus.

12. Payment Setup

12.1 Payment Settings

1. Open Admin / Management → Payment Settings.
2. Check the Stripe status shown on the screen.
3. If onboarding has not been completed, start the onboarding process and follow each step carefully.
4. Finish all requested identity and business checks in Stripe.
5. When asked to register a terminal location, enter the location name, address line, city and postcode.
6. Save the location. This is important for supported card-reader features.
7. Return to the Payment Settings screen and confirm the payment setup now shows as ready.

• If payment onboarding is incomplete, card payments may not work.
• If no terminal location has been saved, some Stripe hardware and payment features will not be available.

12.2 Choosing a Card Reader

1. Open Admin / Management → Card Reader Setup.

Option 1: Tap to Pay (Use your Own Android phone.No extra device needed)

2. With this Pos system you have the ability to use your own android phone as a card reader when you process the payment via the POS screen.When you click card payment method on pos screen the payment amount will display on your phone screen with contactless or with the pin entry. This works very simply by dowloading our card reader app. Then on POS -> Payment settings select Tap to Pay.
3. Download the JoelsaPOS Card Reader Terminal App from the link below:

Download Card reader

4. Open the Tap-to-Pay app.
5. Log in using the same owner (merchant) email and password used in your POS app.
6. Once logged in, your device is ready to accept contactless payments (cards, Apple Pay, Google Pay).

Option 2: Stripe Terminal (Using a physical card reader)

7. Select Stripe Terminal if you want to use a separate card reader device.
8. To order a card reader:
   • Log in to your Stripe Dashboard
   • Go to Payments → Terminal → Hardware
   • Choose a compatible reader (e.g., WisePOS E, BBPOS, etc.)
   • Enter your business location and shipping details
   • Complete the purchase
9. Once your reader arrives:
   • Turn it on
   • Connect it to Wi-Fi (follow the device instructions)
   • Ensure it is linked to the same Stripe account connected to JoelsaPOS
10. Return to the POS app. The system will automatically check for available Stripe readers. Your reader should appear if correctly linked.
11. Tap Save to confirm your selected payment method.
12. Run a test transaction before opening your business to customers.

13. Printer Setup

1. Turn on the printer and make sure Bluetooth is enabled on the Android device.
2. Open Admin / Management → Printers.
3. Tap Scan Printers to search for nearby devices.
4. When your receipt printer appears, tap Set POS.
5. When your kitchen printer appears, tap Set Kitchen.
6. Print a test receipt from a sale as your final check.

• Use a dedicated receipt printer for customer receipts.
• Use a separate kitchen printer if you want food tickets to print directly in the kitchen.

14. Staff Management

14.1 Adding staff members

1. Open Admin / Management → Staff Management.
2. Enter the staff name.
3. Choose a PIN with at least four digits.
4. Choose the role: owner, manager or staff.
5. Tap Add Staff.
6. Repeat for each team member.

• Owner: full access.
• Manager: broad operational access, including key management screens.
• Staff: day-to-day service use with more limited access.

14.2 Managing existing staff

1. Open the Current Staff list.
2. Use Disable if a staff member should no longer log in.
3. Use Enable to reactivate someone.
4. Use Reset PIN when a team member forgets their PIN.
5. Use Permissions when you want to allow or deny specific actions beyond the basic role.

14.3 Staff permissions

The permissions screen lets you fine-tune what a specific staff member can do. For example, you might let one senior team member handle refunds or reports while keeping those actions hidden from newer staff.

1. Open a staff member from the Current Staff list and tap Permissions.
2. Review the permission list.
3. Choose Allow to give access.
4. Choose Deny to block access.
5. Choose Clear to remove your override and return to the normal role behaviour.

15. Starting a Shift

1. Log in as the correct staff member.
2. Open POS from the home screen.
3. Confirm the menu items are visible and printers are online.
4. Check the payment device or Tap to Pay method is ready.
5. Run a small test print or test item if this is a new setup or a busy day.
6. Begin taking orders.

The app also tracks work periods. Later, when you use Close Shift, the current period closes and a new one can begin.

16. Taking a Sale at the POS

16.1 Start the order

1. Open POS.
2. Choose the order type that matches the customer: Table, Takeaway, Collection or Delivery.
3. If tables are enabled, assign the order to the correct table.
4. Use category tabs to move around the menu quickly.
5. Tap products to add them to the cart.

16.2 Review the cart

1. Check the items and quantities on the right side of the POS screen. Cart can be scrolled up and down by swiping the screen.
2. Increase or reduce quantities where needed.
3. Confirm the subtotal, tax, discounts and total are correct.
4. If needed, print the kitchen ticket before payment so preparation can begin.

16.3 Useful order actions

• Tables: assign or change the table.
• Print: print a customer receipt or order output depending on the context.
• Discount: apply a discount before payment.
• Print To Kitchen: send the order to the kitchen printer.
• Void: clear the current cart if the order should be cancelled before completion.
• Mark Complete: use when the order has been fully finished.

16.4 Taking payment

1. Tap Cash for cash payments and follow the cash payment screen.
2. Tap the card payment button when taking card payments.
3. If you use Tap to Pay, hold the card terminal device on top of the customer's card to collect the payment.
4. If you use Stripe Terminal, follow the prompts on the connected card reader.
5. Wait for confirmation before handing over goods or closing the order.

17. Kitchen Workflow

1. Open Kitchen from the home screen or use printed kitchen tickets if that is your preferred workflow.
2. Review incoming food items and orders.
3. Prepare the items.
4. Mark items or orders as completed when ready.
5. Coordinate this with the front-of-house team so collection, delivery or table service happens smoothly.

18. Online Orders Workflow

The Online Orders screen is designed for live website orders and separates them into clear groups such as incoming, today's active orders, collected orders and filtered history.

1. Open Online Orders from the home screen.
2. Watch the incoming section for new pending orders.
3. Open the latest order and review items, customer details and notes.
4. Accept the order when you can prepare it.
5. Reject the order if you cannot fulfil it.
6. When the order is prepared, mark it Ready.
7. When the customer has picked it up, mark it Collected.
8. Use Print Receipt when needed.
9. If a payment issue occurs, use the refund or cancellation options carefully.
10. To set up your online ordering website, follow the instructions below.

Website Setup Instructions

To activate your online ordering website, follow these steps carefully.

Step 1: Check Your Email

• You will receive an email after registration.
• This email contains:
  • A download link for your website files
  • An installation link

Step 2: Download Website Files

1. Open the email
2. Click the download link
3. Save the file (usually a .zip file)

Step 3: Upload Files to public_html

Using cPanel (recommended):

1. Log into your hosting account
2. Open File Manager
3. Go to public_html
4. Click Upload and upload the zip file
5. Right-click the file and click Extract

Step 4: Create a Database (Required)

1. Go to MySQL Databases in cPanel
2. Create a database
3. Create a database user
4. Add the user to the database
5. Enable ALL PRIVILEGES

You will need:

• Database name
• Database user
• Database password
• Host (usually localhost)

Step 5: Run Installer

1. Click the installation link from your email
2. This will open your website installer page

Step 6: Enter Database Details

• DB Host: localhost
• DB Name: your database name
• DB User: your database user
• DB Password: your password

Step 7: Create Admin Login

• Choose a username (e.g. admin)
• Choose a secure password

Step 8: Complete Installation

Click Install. If successful, you will see a confirmation message.

Step 9: Menu Upload

Before syncing your menu to the website, make sure your menu has already been fully set up in the Menu Builder inside your POS app. This is required for the website menu to display correctly.

In your POS app, go to Admin → Menu Builder and make sure:

• Your main categories have been created
• Any subcategories have been added if needed
• Products have been assigned to the correct categories
• Prices have been set
• Items are marked as available
• Product images have been added if you want them to appear online

Once your menu structure is ready, go to Admin → Settings and click the button "Click here to Sync menu with Website".

This will upload your menu, categories, products, options, and product images to your website. After the sync is complete, visit your online ordering page: https://yoursite.com/order-online/ to view your live menu.

Important: Any time you make changes to your menu in the POS app or Menu Builder, you should run the sync again so the website updates correctly.

Common Issues

• Database connection failed: Check credentials and privileges
• Installer not loading: Ensure files are inside public_html
• Missing files: Ensure the zip file was extracted properly

• The screen shows useful order details such as status, customer information, delivery address when relevant, notes and ready-time information.
• Managers should review rejected or refunded orders regularly.

19. Order History and Refunds

1. Open Orders from the home screen. This area is available to managers and owners.
2. Use the date filter to find the correct order period.
3. Use the payment filter to narrow results further.
4. Open an order to review items, total, payment method and payment status.
5. If a refund is needed, start it from the order record and enter the correct amount.
6. Always check that the remaining refundable amount is sufficient before confirming the refund.

20. Reports

The Reports screen is designed to help you understand what happened in a shift or across a date range.

1. Open Admin / Management → Reports.
2. Choose the report type: Sales, Products, Stock or Staff.
3. Decide whether you want to report by work period or by date.
4. For date-based reports, choose Today, Week or a custom range.
5. Review the totals on screen.
6. Print the report if you need a paper record.

• Sales reports help you see orders, total sales, tax and payment breakdowns.
• Product reports help you spot best-selling items.
• Stock reports help identify current quantities.
• Staff reports help compare activity and performance.

21. Backup and Restore

21.1 Create and export a backup

1. Open Admin / Management → Backup.
2. Create a fresh backup before making major changes or before replacing a device.
3. Export the backup to a safe folder or storage location.
4. Keep more than one backup over time rather than relying on a single file.

21.2 Import and restore a backup

1. Use Import when you need to bring a backup file into the app first.
2. Use Restore only when you are sure the selected backup is the one you want to return to.
3. After restore, the app restarts. Check your data carefully before continuing with service.

22. End-of-Day Routine

1. Finish or clear any open orders.
2. Check online orders for anything still pending.
3. Make sure kitchen tickets have all been completed.
4. Review the Orders screen for unusual issues, voids or refunds.
5. Print or review your reports.
6. Create a backup.
7. Use Close Shift in the POS screen to close the current work period.
8. Log out or switch user before handing the device to another team member.

23. Best Practices for Running a Cafe or Restaurant with JoelsaPOS

• Use clear product names so staff can find items quickly during busy periods.
• Keep categories simple and practical rather than overly detailed.
• Use variants for sizes instead of creating many duplicate products.
• Review staff permissions every time roles change.
• Test printers after any Bluetooth or device change.
• Check online orders readiness before advertising online ordering to customers.
• Run regular backups.
• Do a short test sale after major menu, payment or printer changes.

24. Troubleshooting Guide

25. Training Plan for New Staff

1. Teach staff how to sign in with their PIN.
2. Teach them how to start a sale and choose the correct order type.
3. Teach them how to send orders to the kitchen and how to print receipts.
4. Teach them when to ask a manager for help, especially for refunds, voids or disabled screens.
5. Run 3 to 5 practice orders before the first live shift.

26. Final Go-Live Checklist

• Owner account works
• Staff PINs created
• Card payments tested
• Cash payments tested
• POS printer working
• Kitchen printer working
• Categories complete
• Products complete
• Active menu selected
• Tables configured if needed
• Online orders checked if enabled
• Backup created before opening