Getting started with Eatery Club: the order of setup steps

This article shows the setup route: the order to do things in, and which article describes each step in detail. The order is not arbitrary: a city has to exist before a restaurant can be created, and menu synchronization needs a connected ERP account and a selected terminal. Once the route is done, a guest sees your restaurant’s menu, places an order with an available payment method, and the order is passed to your point-of-sale (POS) system.

What you need before you start

• The Owner role for the «Платіжні системи» (Payment systems), «Ролі» (Roles) and «Eatery-Адміністратори» (Eatery administrators) sections. The rest of the steps can be done by a user with the matching permissions.
• Access to your POS system and someone who can work in it: the menu and the prices are maintained there.
• Keys from your payment provider — the provider issues them, not Eatery Club.

If a section, a button, or an action is not displayed, check the permissions of your role. If necessary, contact the account Owner or Eatery Club support.

The order of the steps

1. City. If the city you need does not exist yet, create it: a restaurant cannot be created without a city.
2. The Eatery Club team creates the restaurant. You cannot create a restaurant yourself. Write to your Eatery Club sales manager at sales@eatery.club and fill in the form. The team will create the restaurant and open it for setup. The list of fields on the restaurant card is in the restaurant setup guide.
3. The ERP account first, then the terminal. These are two separate actions. Set up the ERP account together with Eatery Club support: the connection details depend on the POS system. The restaurant is then linked to the account, and you select a terminal on the restaurant card, that is, a specific location in the POS system. Menu synchronization requires a connected ERP account and a selected restaurant terminal.
4. You do the rest of the setup in the admin panel: the menu, payment, delivery, and team access.

The menu

The menu is maintained in the POS system and reaches the admin panel during synchronization. A product added by hand in the admin panel will not have the ERP ID the system needs to pass an order to the POS. The «Продукти» (Products) page carries its own warning: products created by hand do not reach your accounting system.

Change the price, the weight, and the ingredients in the POS system: the next synchronization updates the data in the admin panel. If the prices in the admin panel and in the POS system do not match, the order will not be passed to the POS system.

Categories depend on the POS system. Poster synchronizes them on its own. For Syrve (iiko), categories are created manually and linked to products. For other POS systems, check the procedure with support.

After synchronization, new objects stay inactive, so activate the ones you need.

• Working with products
• Menu categories
• Allergens

Payment

Payment setup takes three steps:

1. Add a payment system.
2. Create a payment type based on it.
3. Link the payment type to restaurants and service types.

Until the third step is done, a guest will not see the payment method on the checkout page.

Get the access keys for connecting the payment system from your payment provider. Agree the key format and the procedure for replacing keys with Eatery Club support. Before launch, place a test order for a small amount.

Delivery

Delivery zones are drawn as polygons on a map. For each area you set the price, the minimum order amount, and the delivery time; discount levels are added when they are needed. If zones are configured, the «Радіус доставки (км.)» (Delivery radius, km) and «Стандартна ціна доставки» (Default delivery fee) fields on the restaurant card have no effect.

• Delivery zones

Team access

If the standard set of permissions is not enough, the Owner creates a separate role and chooses the list of permissions.

How to check that everything works

A category is shown to guests only when all of the conditions are met at the same time:

• it is active;
• it is available for ordering;
• it is linked to the restaurant you need;
• it matches the working hours and the service types;
• it contains at least one active product;
• it is linked to a supercategory, if supercategories are used.

Then place a test order for a small amount and open it in the «Замовлення» (Orders) section. The «ID замовлення» (Order ID) field on the card must be filled in: this is the ERP ID, and it appears after the order is passed to the POS system.

If the field is empty, the order has not been passed yet. Check these four things in turn: the ERP account card is active, the restaurant you need is in its «Ресторани» (Restaurants) field, a «Термінал» (Terminal) is selected on the restaurant card, and the «Відправляти замовлення даного ресторану в ERP?» (Send this restaurant’s orders to the ERP?) switch is on. If all four are in place and the field is still empty, contact Eatery Club support and give them the order numbers and the times.