Restovax User Manual

Complete Guide for Restaurant Staff

This manual is a broad reference. For the most up-to-date step-by-step instructions, see the Getting Started, POS Operations and Inventory Management guides on the Help & Support page.

Table of Contents

  1. Getting Started
  2. Dashboard Overview
  3. Taking Orders
  4. Using the Point of Sale (POS)
  5. Kitchen Display
  6. Managing Tables & Reservations
  7. Menu Management
  8. Inventory Tracking
  9. Customer Management
  10. Staff Management
  11. Recording Expenses
  12. Viewing Reports
  13. Settings
  14. Troubleshooting

Getting Started

Logging In

  1. Open your web browser and go to your Restovax URL
  2. Enter your email address
  3. Enter your password
  4. Click "Sign In"
  5. You'll be taken to the Dashboard

First Time Setup

If this is your first time logging in:

  1. Complete your restaurant profile (Settings → Restaurant Info)
  2. Add your menu items (Menu → Add Menu Item)
  3. Set up your tables (Tables → Add Table)
  4. Add your staff members (Staff → Add Staff)

Dashboard Overview

The Dashboard is your home screen. Here you'll see:

Quick Stats (Top Cards)

  • Today's Revenue: Total money earned today
  • Orders: Number of orders received today
  • Customers: How many customers you've served
  • Average Order: Average amount per order

Recent Orders

  • Shows the latest orders
  • Click on any order to see details
  • Use filters to find specific orders

Quick Actions

  • New Order: Start taking a new order
  • View Kitchen: Check what's cooking
  • Add Reservation: Book a table

💡 Tip: The dashboard updates automatically every minute with new information.

Taking Orders

Creating a New Order

Step 1: Start the Order

  1. Click "New Order" button (or go to Orders → New Order)
  2. Choose the order type:
    • Dine-In: Customer eating at the restaurant
    • Takeout: Customer picking up
    • Delivery: Delivering to customer's address

Step 2: Enter Customer Information

  1. Type the customer's name
  2. Add phone number (optional but recommended)
  3. For dine-in: Select table number
  4. For delivery: Enter delivery address

Step 3: Add Order Notes

  • Add any special instructions
  • Note allergies or preferences
  • Example: "No onions", "Extra spicy", "Peanut allergy"

Step 4: Submit

  • Click "Create Order & Add Items"
  • You'll be taken to add menu items (or use POS)

Managing Existing Orders

Viewing Orders

  1. Go to Orders from the sidebar
  2. You'll see all orders in a table
  3. Use the filter tabs:
    • All Orders: Everything
    • Pending: Waiting to be prepared
    • Preparing: Currently being made
    • Ready: Done and waiting for pickup/serving
    • Completed: Delivered/served

Searching for Orders

  • Use the search box to find orders by:
    • Order number (e.g., ORD-2847)
    • Customer name
    • Table number

Updating Order Status

  1. Click the eye icon (👁️) on any order
  2. Order details will appear
  3. Click the status button:
    • Start Preparing (for pending orders)
    • Mark as Ready (when food is done)
    • Complete Order (when served/delivered)

Printing Receipts

  • Click the printer icon (🖨️) next to any order
  • A receipt will print automatically

💡 Tip: Orders automatically flow from Pending → Preparing → Ready → Completed.

Using the Point of Sale (POS)

The POS system is optimized for quick order-taking at the counter.

Taking an Order at POS

Step 1: Start Fresh

  1. Go to Point of Sale from the sidebar
  2. You'll see:
    • Left side: Menu items
    • Right side: Current order basket

Step 2: Select Items

  1. Click on category tabs to filter items
  2. Click on an item to add it to the order
  3. Item appears in the basket on the right
  4. Click the same item again to increase quantity

Step 3: Add Modifiers

When selecting an item with options:

  1. A modal will appear
  2. Choose modifiers (e.g., "Extra Cheese", "No Onions")
  3. Add special instructions if needed
  4. Click "Add to Order"

Step 4: Review Order

In the order basket (right side):

  • Check all items are correct
  • Adjust quantities using +/- buttons
  • Remove items with the trash icon (🗑️)
  • View the total amount at bottom

Step 5: Process Payment

  1. Scroll down to "Payment" section
  2. Select payment method:
    • Cash
    • Credit/Debit Card
    • Digital Wallet
  3. Enter amount received (for cash)
  4. Click "Process Payment"
  5. Change amount will be calculated automatically
  6. Receipt prints automatically

POS Tips

  • Search: Use the search box to quickly find menu items
  • Hold Order: Save an order to come back to it later
  • Clear Order: Start over with a fresh basket
  • Quick Keys: Number keys work for quantities

⚠️ Note: Current layout improvement in progress - Payment section will be moved to top for easier access.

Kitchen Display

The Kitchen Display System shows orders that need to be prepared.

For Kitchen Staff

Understanding the Display

  • Full-Screen View: No distractions, just orders
  • Order Cards: Each card is one order
  • Color Coding:
    • 🟢 Green: Normal (less than 15 minutes old)
    • 🟡 Yellow: Warning (15-25 minutes old)
    • 🔴 Red: Urgent (more than 25 minutes old)

Order Information

Each order card shows:

  • Order number (e.g., #12345)
  • Order type (Dine-In, Takeout, Delivery)
  • Table number (for dine-in)
  • Time elapsed
  • All items with quantities
  • Modifiers and special instructions

Completing Orders

  1. Prepare the items shown on the card
  2. When done, click "Mark as Ready"
  3. Order disappears from kitchen display
  4. Order moves to "Ready" status in system

Sound Notifications

Coming Soon: Kitchen will hear a sound when:

  • New order arrives
  • Order becomes urgent (over 25 minutes)

💡 Tip: Keep an eye on the elapsed time to prioritize urgent orders first.

Managing Tables & Reservations

Floor Plan View

Viewing Your Tables

  1. Go to Tables from sidebar
  2. See visual grid of all tables
  3. Colors show status:
    • 🟢 Green: Available
    • 🟡 Yellow: Occupied
    • 🔵 Blue: Reserved
    • ⚫ Gray: Inactive

Table Information

Click on any table to see:

  • Table capacity (number of seats)
  • Current status
  • Current order (if occupied)
  • How long occupied
  • Customer name

Adding a New Table

  1. Click "Add Table" button
  2. Enter table number (e.g., T13, Table 13)
  3. Select seating capacity
  4. Choose initial status (Available or Inactive)
  5. Add location/section (e.g., "Main Hall", "Patio", "VIP")
  6. Click "Add Table"

Making Reservations

Creating a Reservation

  1. Click "New Reservation" button
  2. Fill in the form:
    • Customer Name: Required
    • Phone Number: Required for confirmation
    • Email: Optional
    • Date: Reservation date
    • Time: Reservation time
    • Number of Guests: How many people
    • Table: Select specific table or Auto-assign
    • Special Requests: Dietary needs, occasion, seating preference
  3. Click "Create Reservation"

Managing Reservations

Go to Tables → Reservations to:

  • See all upcoming reservations
  • Filter by status (Confirmed, Pending, Seated)
  • Search by customer name or phone
  • View today's reservations

When Guest Arrives

  1. Find the reservation in the list
  2. Click the checkmark (✓) icon
  3. Click "Mark as Seated"
  4. Table status automatically updates to Occupied

Table Status View

Go to Tables → Table Status for:

  • Real-time status of all tables
  • Occupancy rate percentage
  • Quick actions to assign or clear tables
  • Large cards easy to see from a distance

💡 Tip: Use Table Status view on a tablet at the host stand for quick table assignments.

Managing Menu Items

Adding a New Menu Item

  1. Go to Menu from sidebar
  2. Click "Add Menu Item" button
  3. Fill in the details:
    • Name: Item name
    • Category: Select category (Appetizers, Main Course, etc.)
    • Description: Brief description of the dish
    • Price: Selling price
    • Prep Time: How many minutes to prepare
    • Image: Upload a photo (optional)
  4. Click "Save"

Editing Items

  1. Find the item in the menu list
  2. Click the edit icon (✏️)
  3. Make your changes
  4. Click "Update"

Making Items Unavailable

When you run out of an item:

  1. Find the item
  2. Click the toggle switch
  3. Item shows as "Unavailable"
  4. Customers can't order it until you toggle it back

💡 Tip: Mark items unavailable when ingredients run out instead of deleting them.

Managing Categories

Go to Menu → Categories to:

  • View all menu categories
  • Add new categories
  • Edit category names and descriptions
  • See how many items in each category
  • Activate/deactivate categories

Adding a Category

  1. Click "Add Category"
  2. Enter category name (e.g., "Breakfast", "Beverages")
  3. Add description
  4. Set display order (lower numbers appear first)
  5. Check "Active" to make it visible
  6. Click "Create Category"

Managing Modifiers

Go to Menu → Modifiers to:

  • Create add-ons and toppings
  • Set prices for extras
  • Group modifiers (e.g., "Toppings", "Sides")

Adding a Modifier

  1. Click "Add Modifier"
  2. Enter modifier name (e.g., "Extra Cheese")
  3. Select modifier group
  4. Set price (0 for free options)
  5. Choose type:
    • Single Select: Customer picks one (e.g., "Medium", "Well Done")
    • Multi Select: Can pick multiple (e.g., multiple toppings)
  6. Click "Create"

💡 Tip: Create modifier groups first (like "Cooking Preference"), then add modifiers to those groups.

Inventory Tracking

Viewing Inventory

Go to Inventory to see:

  • All inventory items
  • Current stock levels
  • Items low on stock (⚠️ warning)
  • Items out of stock (❌ critical)
  • Total inventory value

Understanding Stock Status

  • In Stock: Current stock above minimum level
  • Low Stock: Below minimum, needs reordering
  • Out of Stock: Zero stock, urgent reorder needed

Managing Stock

Adding Inventory Item

  1. Open Inventory > Items and choose Add Item
  2. Enter item details:
    • Name (e.g., "Tomatoes")
    • SKU (stock keeping unit code)
    • Category (Vegetables, Meat, Dairy, etc.)
    • Unit (kg, liter, piece)
    • Current stock quantity
    • Minimum stock level (alert when below this)
    • Cost per unit
    • Supplier
  3. Click "Save"

Recording Stock Movements

When receiving new stock:

  1. Find the item
  2. Click "Add Stock"
  3. Enter quantity received
  4. Enter cost
  5. Add purchase order number (if any)
  6. Click "Record"

When using stock:

  • System automatically deducts stock when orders are completed
  • Manual adjustments can be made for wastage or damages

Suppliers

View and manage your suppliers:

  • Supplier name and contact information
  • Items they supply
  • Payment terms
  • Order history

💡 Tip: Set minimum stock levels to get automatic low-stock alerts.

Customer Management

Customer Database

Go to Customers to:

  • View all registered customers
  • See customer statistics
  • Track purchase history
  • Manage loyalty points

Customer Segments

  • VIP: High-value customers (spent over $500)
  • Regular: Repeat customers
  • New: First-time or recent customers

Adding a Customer

  1. Open Customers and choose Add Customer
  2. Enter information:
    • Name
    • Email (for receipts and promotions)
    • Phone number
    • Date of birth (for birthday offers)
    • Address (for delivery)
    • Preferences (dietary restrictions, favorites)
  3. Click "Save"

Loyalty Program

  • Customers earn 1 point per dollar spent
  • Points shown in customer profile
  • Redeem points for discounts
  • Track points in customer details

Viewing Customer History

  1. Click on a customer name
  2. See:
    • Total orders
    • Total spent
    • Average order value
    • Order history
    • Loyalty points balance
    • Last visit date

💡 Tip: Collect customer information to build relationships and offer personalized service.

Staff Management

Staff List

Go to Staff to see:

  • All staff members
  • Their roles (Manager, Waiter, Chef, Cashier)
  • Current status (On Duty, Off Duty, On Leave)
  • Contact information

Adding Staff Members

  1. Click "Add Staff"
  2. Enter details:
    • Full name
    • Email
    • Phone number
    • Role
    • Hourly rate (optional)
    • Date of joining
    • Emergency contact
  3. Click "Save"

Check-In / Check-Out System

For Staff

When starting your shift:

  1. Find your name in the staff list
  2. Click "Check In"
  3. Time is recorded automatically

When ending your shift:

  1. Click "Check Out"
  2. Hours worked are calculated
  3. Attendance record is saved

For Managers

View today's attendance:

  • Who's checked in
  • Check-in and check-out times
  • Hours worked
  • Late arrivals or early departures

Managing Shifts (Planned)

Future feature to:

  • Create shift schedules
  • Assign staff to shifts
  • Get notifications for shift changes
  • View shift calendar

💡 Tip: Make sure staff check in/out daily for accurate attendance and payroll.

Recording Expenses

Why Track Expenses?

Recording expenses helps you:

  • Know where money is going
  • Calculate actual profit
  • Plan budgets
  • Prepare for tax season

Adding an Expense

  1. Go to Expenses from sidebar
  2. Click "Record Expense" button
  3. Fill in the form:
    • Date: When expense occurred
    • Description: What you bought (e.g., "Fresh vegetables")
    • Vendor/Supplier: Who you paid
    • Category: Type of expense
    • Amount: How much you spent
    • Payment Method: How you paid (Cash, Card, Bank Transfer, Check)
    • Status: Paid or Pending
    • Notes: Any additional details
  4. Click "Record Expense"

Expense Categories

Common categories:

  • Food & Ingredients: Raw materials for cooking
  • Utilities: Electricity, water, gas
  • Rent: Property lease payments
  • Salaries: Staff wages
  • Equipment: Kitchen equipment, furniture
  • Marketing: Advertising, promotions
  • Maintenance: Repairs and upkeep

Adding Categories

  1. Go to Expenses → Categories tab
  2. Click "Add Category"
  3. Enter category name and description
  4. Click "Create"

Viewing Expense Summary

See expense stats:

  • This Month: Total spent this month
  • Today: Today's expenses
  • Pending: Unpaid expenses
  • Categories: Number of expense categories

Filtering Expenses

  • Click category buttons to filter by type
  • Use date picker to see specific dates
  • Search by description or vendor name

💡 Tip: Record expenses daily or weekly - don't let them pile up!

Viewing Reports

Reports are under Financial Reports in the sidebar: Sales Report, Item Report, Gross Profit Listing, Sales & Tax Summary, Category Report, Expense Report and Branch Comparison. Daily Sales shows the current day.

Types of Reports

Sales Report

Shows:

  • Daily, weekly, monthly sales
  • Sales by order type (dine-in, takeout, delivery)
  • Peak hours and slow hours
  • Payment method breakdown

Item Report

Shows:

  • Best-selling menu items
  • Slow-moving items
  • Item profitability
  • Quantity sold per item

Category Report

Shows:

  • Sales by menu category
  • Most profitable categories
  • Category trends over time

Expense Report

Shows:

  • Expenses by category
  • Monthly expense trends
  • Budget vs. actual spending
  • Top vendors

How to Use Reports

  1. Go to Reports from sidebar
  2. Select report type
  3. Choose date range
  4. View charts and tables
  5. Export to PDF or Excel (if needed)

💡 Tip: Review reports weekly to spot trends and make better business decisions.

Settings

Accessing Settings

  1. Click Settings in the sidebar
  2. You'll see tabs for different setting categories

General Settings

  • Restaurant Name: Your business name
  • Currency: $ USD, € EUR, etc.
  • Timezone: Your local timezone
  • Date Format: MM/DD/YYYY or DD/MM/YYYY
  • Time Format: 12-hour or 24-hour
  • Language: English (more languages coming)

Restaurant Info

  • Logo: Upload your restaurant logo
  • Address: Full business address
  • Phone: Contact number
  • Email: Business email
  • Business Hours: Opening and closing times for each day
  • Tax Rate: Sales tax percentage

Payment Settings

  • Payment Methods: Enable/disable payment options
  • Default Method: Cash, Card, etc.
  • Tax Inclusive: Whether prices include tax
  • Service Charge: Optional service charge percentage
  • Tip Settings: Enable tipping, suggested tip percentages

Notifications

Choose when to receive notifications:

  • New Orders: Alert when new order arrives
  • Low Stock: Alert when inventory is low
  • Reservations: Reminders for upcoming reservations
  • Staff Attendance: Alerts for no-shows
  • Email Notifications: Receive via email
  • SMS Notifications: Receive via text (planned)

Integrations

Connect with third-party services:

  • Payment Gateway: Stripe, Square (planned)
  • Email Service: Mailchimp for marketing (planned)
  • Accounting: QuickBooks, Xero (planned)
  • SMS Service: Twilio for notifications (planned)

💡 Tip: Set up your restaurant info first - it appears on receipts and reports.

Troubleshooting

Common Issues

"I can't log in"

Solutions:

  1. Check your internet connection
  2. Verify you're using the correct email
  3. Try "Forgot Password" to reset
  4. Clear your browser cache
  5. Try a different browser
  6. Contact your manager or support

"Page is not loading"

Solutions:

  1. Refresh the page (press F5)
  2. Check internet connection
  3. Clear browser cache:
    • Chrome: Ctrl+Shift+Delete
    • Safari: Cmd+Option+E
  4. Try a different browser
  5. Restart your computer

"Can't find an order"

Solutions:

  1. Check you're on the right date
  2. Try searching with different terms
  3. Check all status filters
  4. Order might be in a different status than expected
  5. Check if order was deleted by accident

"Item won't add to order"

Solutions:

  1. Check if item is marked as "Available"
  2. Go to Menu and toggle item availability
  3. Check if item has required modifiers
  4. Refresh the page

"Print not working"

Solutions:

  1. Check printer is turned on
  2. Check printer has paper
  3. Check printer cable/wireless connection
  4. Set Restovax as default printer in browser
  5. Restart printer
  6. Contact technical support

"Changes not saving"

Solutions:

  1. Check internet connection
  2. Look for error messages
  3. Try again after refreshing page
  4. Check you have permission to make changes
  5. Contact your manager

Getting Help

Contact Support

Open Help & Support from the sidebar and choose New Ticket. Describe what you were doing and what happened, and include the order number if it is about an order. You can follow replies under My Tickets.

Training Resources

  • Guides: Getting Started, POS Operations and Inventory Management, from the Help & Support page
  • Product Tour: a guided walk-through, started from Help & Support
  • FAQ: on the Help & Support page

💡 Tip: Take screenshots of errors to help support team diagnose issues faster.

Keyboard Shortcuts

Point of Sale

  • F1: Start a new order
  • F2: Jump to the search box
  • F3: Held orders
  • F4: All orders
  • F5: Take payment
  • Enter (in the search box): add the first matching item
  • Esc: Close the open window, then clear the search

Best Practices

For Waiters

  1. Check Orders Regularly: Review pending orders every 5 minutes
  2. Update Status Promptly: Move orders through statuses quickly
  3. Verify Details: Double-check order before sending to kitchen
  4. Use Notes: Add customer preferences and special requests
  5. Collect Customer Info: Build customer database for loyalty

For Kitchen Staff

  1. Monitor Kitchen Display: Keep it visible at all times
  2. Prioritize Urgent Orders: Red orders first
  3. Check Modifiers: Read special instructions carefully
  4. Update Status: Mark ready when food is plated
  5. Communicate Issues: Report missing ingredients immediately

For Managers

  1. Review Dashboard Daily: Check stats every morning
  2. Monitor Inventory: Review stock levels weekly
  3. Check Reports: Analyze reports for trends
  4. Update Menu: Keep prices and availability current
  5. Train Staff: Ensure everyone knows the system
  6. Backup Data: System backs up automatically, verify regularly

For Cashiers

  1. Verify Totals: Double-check amounts before payment
  2. Issue Receipts: Always give customers receipts
  3. Count Cash: Verify cash payments
  4. End-of-Day: Balance cash drawer with system reports
  5. Report Discrepancies: Notify manager of any issues

Quick Reference Card

Order Status Flow

New Order → Pending → Preparing → Ready → Completed

Table Status Colors

  • 🟢 Green = Available
  • 🟡 Yellow = Occupied
  • 🔵 Blue = Reserved
  • ⚫ Gray = Inactive

Kitchen Display Colors

  • 🟢 Green = Normal (0-15 min)
  • 🟡 Yellow = Warning (15-25 min)
  • 🔴 Red = Urgent (25+ min)

Customer Segments

  • 💎 VIP = $500+ spent
  • ⭐ Regular = Repeat customer
  • 🆕 New = First-time customer

Common Tasks

Task Location
Take order Orders → New Order
Quick sale Point of Sale
View kitchen Kitchen Display
Add table Tables → Add Table
Make reservation Tables → New Reservation
Add menu item Menu → Add Menu Item
Check inventory Inventory
Record expense Expenses → Record Expense
View reports Reports (coming soon)
Change settings Settings

Appendix: Glossary

  • Check-In/Check-Out: Staff attendance tracking system
  • Dine-In: Customer eating at the restaurant
  • Floor Plan: Visual layout of tables
  • KDS: Kitchen Display System - screen showing orders for kitchen
  • Modifier: Add-on option like toppings or preferences
  • POS: Point of Sale - where transactions happen
  • Reservation: Advance table booking
  • SKU: Stock Keeping Unit - unique product code
  • Takeout: Customer picking up food to go
  • Delivery: Bringing food to customer's location

User Manual Version 1.0 Last Updated: 2025-10-31 For Restovax Version 1.1

Need more help? Open a ticket from Help & Support.

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