Help & how-to

Everything, explained.

For guests and the team — how to order, run the counter, manage stock, and more.

Ordering (customers)At the counter Kitchen & displays Floor & tables Inventory & supply Loyalty & stickers Owner & admin

Ordering (customers)

How do I place an order?

Order for dine-in, pickup, or delivery from the menu.

1.Open the menu and tap items to add them to your cart.
2.For each drink, pick size (S/M/L), hot/iced, strength and sugar.
3.Open your cart and choose Dine-in, Pickup, or Delivery.
4.Enter your details and place the order.

Tap any item card to see its taste notes, ingredients and allergens.

Dine-in: what's the table PIN?

A 4-digit PIN your server gives you, tied to your table.

1.Scan the QR on your table (or pick your table number).
2.Ask your server for the table's 4-digit PIN and enter it.
3.Place the order — your server approves it and it goes to the kitchen.

The PIN stops anyone else from adding orders to your table's bill.

How do I rate my order?

Leave a star rating (+ optional note) once your order is done.

1.Open your account → Your orders.
2.On any completed order, tap the stars under it and add a note if you like.
3.Submit — the cafe sees it instantly in their dashboard.

Ratings help the team fix anything that wasn't perfect — low scores are flagged for the owner.

How do Orbéan beans work?

Earn 1 bean per ₹10 spent; 2 beans = ₹1 off.

1.Give your phone number at the counter — that's your beans account.
2.Beans add up automatically; we WhatsApp / email you the new balance.
3.Ask the cashier to redeem beans for money off any bill (2 beans = ₹1).
4.See your balance anytime at orbeanbrews.com/account.

Put the same phone in your account profile to see the balance online.

Do I pay online for pickup / delivery?

Yes — pickup & delivery are prepaid by UPI. No cash on delivery.

1.Choose Pickup or Delivery and place the order.
2.Pay with any UPI app (GPay, PhonePe…) on the confirmation screen.
3.We start preparing once your payment is confirmed.

Dine-in can still pay at the counter or table.

Prepay protects everyone — we never make an order that isn't paid for.

Sugar-free / diabetic options?

Every drink can be made no-sugar, and strength is adjustable.

1.On a drink, set Sugar to 'No sugar' and skip syrups.
2.Set Strength to Mild, Regular or Strong to taste.

Look for the 🌿 note — stevia is available at the counter.

At the counter

Ring up an order (cashier)

Tap items, customise each line, pick a table, charge.

1.Tap menu items to add them to the bill.
2.On a line, set S/M/L and hot/iced; open ⚙ Options for strength, sugar and add-ons.
3.Pick a table (T1–T10) or Takeaway.
4.Tap Charge, confirm with your PIN, and choose UPI or counter payment.

Strength & sugar flow to the kitchen ticket, receipt and the customer display automatically.

Email a digital receipt

Send the customer a branded GST receipt to their inbox — no paper needed.

1.In the cashier Live queue, tap ✉ on the order.
2.Type the customer's email and tap Send receipt.
3.Customers signed in on the site can also self-send from their account: each order has an ‘✉ Email my receipt’ button.

Needs RESEND_API_KEY + RECEIPT_FROM (a verified domain in Resend) set in the environment.

The emailed receipt mirrors the printed one — same totals, GST split, invoice number and tender breakdown.

Call the manager / ask for help

One tap raises a help ping that alerts every station.

1.Tap 🆘 Call manager (top of the till, kitchen and staff screens).
2.A red 🆘 toast + chime fires on every ops tablet, naming the station that called.
3.No PIN — help is instant; it shows ‘Sent ✓’ to confirm.

Mute is per-tablet (🔔/🔕 in the notification box), but a help call still shows the toast everywhere.

Shift tasks (shared to-dos)

A quick shared checklist for the current shift — separate from the fixed forms.

1.Staff Portal → 🧾 Shift Tasks.
2.Type a task and Add; tap any task to tick it done; ‘Clear done’ wipes the finished ones.
3.Each task shows who added and who completed it.

Use it for one-off jobs (‘refill napkins’, ‘descale machine’) — the Opening Checklist & Handover stay for the standing routine.

Live notifications & chimes

Every station pops a small live alert (and a chime) when something needs you.

1.A black notification box appears bottom-right on the till, waiter, kitchen and staff screens.
2.Till/Waiter: a dine-in order needs approval, a UPI is claimed, or an order is ready.
3.Kitchen: a new ticket arrived. Tap a toast to dismiss it; they auto-clear after a few seconds.
4.Tap 🔔/🔕 in the box to mute or unmute the chime on that tablet.

Mute is per-tablet — silence the front counter while the kitchen keeps its ding.

Billing when the wifi drops

Keep taking orders offline — they queue locally and sync automatically.

1.An ⏰ ‘Offline’ badge appears on the cashier and kitchen when the connection drops.
2.Charge orders as normal — they save to the tablet and show in the live queue instantly.
3.KOTs and receipts print over Bluetooth, which needs no internet.
4.When wifi returns, queued orders sync on their own — no action needed.

GST invoice numbers and loyalty beans need the server — they're assigned on a reprint once you're back online.

Keep the tablet on the shop account; the local cache survives reloads.

Split a bill across guests

Divide one check between guests — evenly or item-by-item — and print a slip each.

1.Ring up the full bill, then tap ⑂ Split bill across guests.
2.Set the number of guests; choose Even or By item.
3.By item: tap a guest number on each line to assign it.
4.Tap 🖨 Print guest slips — each guest gets their share (taxes folded in).

Shares always add up to the exact bill total — no rounding drift.

This splits the CHECK. To take one check with cash + card + UPI together, use Split on the payment selector instead.

Pay at end (fire now, settle later)

Send a table's order to the kitchen without taking payment, then settle when they leave.

1.Ring up the order and tap 🍳 Send to kitchen · pay at end — it fires to the kitchen, unpaid.
2.Orders carry a tag: ● Payment pending / ● Pay at end / ✓ Paid.
3.When the guest leaves, find the bill under 💳 To settle and tap Settle → pick Cash / Card / UPI.
4.Settling records the tender, assigns the GST invoice and adds beans (if a phone is on file).

Bean redemption + split tender happen at settle for pay-at-end bills (the fire step takes full price).

UPI at settle still needs the usual ‘mark PAID’ once the bank alert lands.

Cash drawer & float reconciliation

Open the till with a float, track expected cash, count down at close.

1.Open shift → enter the cash you counted in (the float). PIN-signed.
2.As cash bills are charged, ‘Expected in drawer’ grows automatically.
3.Pay out → log petty cash leaving the drawer (e.g. a milk run).
4.Close drawer → count the cash; the till shows Over / Short / Balanced and banks the variance.

Only the CASH portion of a bill hits the drawer — card and UPI don't.

Expected = opening float + cash sales − payouts. A repeated shortfall is worth investigating.

Open the cash drawer (drawer kick)

Optionally pop an electronic cash drawer when you take cash, or on demand.

1.Turn it on in Control suite → Cash drawer, and pick how it's wired.
2.Printer DK port (recommended): plug the drawer's RJ11/RJ12 into the receipt printer — it pops over the same Bluetooth link as receipts.
3.USB controller (advanced): pair a powered CDC USB kicker from this panel via WebUSB (Chrome only).
4.🔓 Open drawer pops it with no sale attached — PIN-signed and logged to the audit trail.

With ‘Auto-open on cash payment’ on, the drawer pops itself whenever a charge or settle takes cash.

A tablet's USB data lines can't power a solenoid — there's always a powered kicker (the printer, or a USB controller box) in the path.

Default kick command opens pin 2 (1B 70 00 19 FA); pin-5 drawers use 1B 70 01 19 FA.

Confirm a UPI payment

The customer pays to the on-screen QR; you mark it paid.

1.The customer scans the UPI QR on the customer display and pays.
2.Check your bank/UPI alert for the credit.
3.Tap 'Mark paid' on the order once you see it.

Auto-confirmation needs a payment gateway — for now it's a quick manual check.

Connect the receipt / KOT printer

Pair a Bluetooth thermal printer once per tablet.

1.Tap 'Connect printer' and pick your Bluetooth printer.
2.Receipts print from the cashier; kitchen tickets (KOT) print on the KDS.

Web Bluetooth works on Android Chrome tablets. Open the site over https://.

Kitchen & displays

Kitchen Display (KDS)

Live tickets, oldest first, with a countdown per order.

1.Tickets show a draining timer (green → amber → red) against the prep promise.
2.Tap a ticket to advance it: new → preparing → ready → done.
3.Use 📣 to call the customer, 🖨 to reprint the KOT.

Completing a ticket auto-deducts the recipe's stock (if a recipe is set).

Customer Display (CDS)

Faces the guest — live bill, animated drink, and the UPI QR.

1.It mirrors the cashier's current order in real time.
2.When you choose UPI, it shows a full-screen QR for the exact amount.

It stays awake during service (screen wake-lock).

Floor & tables

Seat a table & issue its PIN

Open a sitting; the system mints a 4-digit table PIN.

1.On the floor view, tap an open table to seat guests.
2.Read out the table's PIN so they can order from their phones.
3.Use ↻ New to reissue a PIN if needed.

Move a table / transfer a bill

Shift guests to another table, carrying their orders & PIN.

1.Open the table and choose move/transfer to the target table.
2.Close a table when guests leave to free it up.

Approve a mobile dine-in order

Phone orders wait for a waiter before the kitchen sees them.

1.Pending orders appear on the Live Floor / cashier with a 'needs approval' chip.
2.Tap ✓ approve to send it to the kitchen, or reject it.

Run ready dishes to tables (Waiter)

The Waiter tab leads with a ‘Ready to run’ board — what's up and where it goes.

1.Open the Waiter tab — ready dishes show first, each with its table and items.
2.Tap 📣 Call to announce it by voice; carry it out, then tap ✓ Served.
3.‘Served’ closes the order and deducts its recipe stock (once), same as a kitchen bump.

The waiter tab hides cashier-only bits (takings, UPI verify, cash drawer) so it stays focused on the floor — approvals and order-taking are still here.

Inventory & supply

Add a stock item

A guided wizard — mostly taps, almost no typing.

1.Inventory → ＋ Add item.
2.Name → category → unit → opening stock + low-alert → cost → vendor → review.
3.Tap Create item (PIN-signed).

Receive / use / count / waste stock

One number-pad sheet handles every stock change.

1.Tap an item's quantity (or Receive/Use/Count/🗑).
2.Pick the mode, tap the +1/+5/+10/+25 presets or the keypad.
3.For waste, choose a reason — it's priced onto the owner's losses board.

Count = stocktake (set the real amount). Everything is PIN-signed and logged.

Recipes — auto stock deduction

Map a drink to the stock it uses so it deducts itself per sale.

1.Inventory → 🧪 Recipes.
2.Pick a menu item, tap an ingredient, key the amount per cup (e.g. 18 g beans).
3.Save. Completing that drink on the KDS now deducts the stock automatically.

S/M/L scale automatically. Amounts can be in g/ml even if stock is in kg/L.

Customise units & categories

Tailor the lists to your shop.

1.Inventory → ⚙ Configure.
2.Add or remove units, categories and waste reasons, then Save.

86 / mark something out of stock

Stop an item being ordered the second you run out — everywhere at once.

1.Staff Portal → 🚫 86 / Stock-out.
2.Tap an item to mark it out (PIN-signed); tap again — or a chip up top — to restore it.
3.It instantly disappears from the /order menu and greys out (with an '86' tag) on the till.

Works for built-in AND custom menu items, on a single shared list.

‘Restore all’ clears the whole out-of-stock list when the delivery lands.

Batches & expiry (FEFO)

Track perishables by batch + expiry date; stock rotates first-expired-first-out.

1.On an item, tap 🗓 Batches → add a batch with its quantity and expiry date.
2.Once an item has batches, its on-hand mirrors the batch total.
3.Sales (recipe auto-deduct) and ‘Use FEFO −’ always draw the soonest-to-expire batch first.
4.Bin an expired batch from the panel — it's logged as wastage at cost.

Items show an ⏰ expiring / expired chip; the ‘⏰ Expiring’ filter lists them all.

Plain (non-perishable) items don't need batches — leave them as a simple quantity.

Food cost % & AVT variance

Live theoretical food-cost % and how much stock leaves beyond what sales explain.

1.Map recipes in Inventory → 🧪 Recipe Studio (items + add-ons).
2.Set each ingredient's cost (Inventory → item → cost per unit).
3.Insights shows Food cost & margin (today) and Stock variance (7-day AVT).

Food cost % = recipe cost of goods ÷ net sales (ex-GST). Aim for ≤ 35%.

AVT variance = recorded wastage + stock-count shortfalls ÷ theoretical use. Over ~5% means leakage to chase.

Coverage matters: only items with a recipe AND a cost are counted — the card shows how many of today's sold items are mapped.

Import / export stock (Excel)

Bulk-load or back up your inventory as CSV.

1.⬇ CSV exports everything (opens in Excel).
2.⬆ CSV imports a file — it adds new items and updates existing ones by name.

Vendors, purchases & dues

Track what you bought and what you still owe each vendor.

1.＋ Vendor adds a supplier.
2.＋ Purchase records a bill: vendor → amount → paid now or on credit → (optionally) receive stock.
3.Each vendor shows DUE owed; tap 'mark paid' when settled.

This tracks accounts only — actual payments happen in your bank/UPI.

Loyalty & stickers

Loyalty tiers (White → Gold)

Guests climb 5 tiers each quarter on visits or spend.

1.Customers show their member QR at the counter to earn.
2.Tiers reset every quarter, so everyone re-ranks.

Print drink stickers

Gang cup labels + collectible cards onto pre-cut A4.

1.Sticker Studio → add cup/card stickers from recent orders to the tray.
2.Pick the cup size, check the cut spec, then 🖨 Print (100% scale, A4, margins None).
3.Mark printed — it also grants each guest their digital collectible.

Cut spec gives exact mm so you can pre-cut/die-cut your sticker paper.

Digital collectibles

Every printed card has a twin in the guest's account.

1.Granted automatically when you mark stickers printed.
2.Guests see them in their account's 'Your collectibles' shelf.

Owner & admin

Owner insights

Live KPIs, hourly/7-day trends, top items, service stats.

1.Admin → Insights. Everything updates live from orders.

Exceptions & losses board

A live timeline of every leaked rupee.

1.Admin → Insights → Exceptions & losses.
2.See refunds, cancels, comps and wastage by day, with total leakage and who was involved.
3.Filter by range/kind and export CSV.

Refund, comp or cancel an order

All logged to the exceptions board, PIN-signed.

1.Open an order's ✎ editor.
2.Refund, Comp (on the house, with a reason) or Cancel — two-tap to confirm.

An order can't be both comped and refunded — that would double-count the loss.

Staff PINs

Every staff action is filed under a 4-digit PIN.

1.Admin → Manage → Staff to add people and their PINs.
2.Staff tap their name + PIN once; it stays active for the whole session window — no re-PIN on every action.

Set the session window (default 30 min) in Admin → Manage → Settings. The clock refreshes with each action; only idle time re-locks.

Control suite

Every operational switch in one place — saves live to every screen.

1.Admin → Control.
2.Storefront: open/pause ordering, and toggle Dine-in / Pickup / Delivery on or off.
3.Online rules: minimum order + delivery fee. Payments: your UPI VPA.
4.Kitchen SLA + staff session window live here too. Tap Save all settings.

Slammed? Switch a channel off (e.g. pause Delivery) and new orders of that type stop instantly.

Growth: banner, offers, coupons, audience

Marketing now lives in the one Manage cockpit, under the Growth tabs.

1.Admin → Manage → Growth (Banner · Offers · Coupons · Audience).
2.Banner: a gold ribbon on /order, with an optional button + show-from/until schedule.
3.Offers: timed promos (happy-hour) that appear & vanish on /order automatically.
4.Coupons: % or ₹ codes with min-order, cap and expiry. Audience: export/copy every email or open a BCC campaign in your mail app.

Manage is now one place: Shop (menu/team/customers/feedback) + Growth — no more separate Marketing page.

Set an offer's start & end to run a happy hour — no need to remember to switch it off.

Kitchen timing & breach alerts

KDS tickets go amber, then red (with an alarm) as they age.

1.Set Warn and Breach minutes in Admin → Manage → Settings (default 10 / 15).
2.Tickets turn amber at the warn minute, red + alarm at the breach minute.
3.During a rush the promise stretches automatically so a queue isn't all red.

Rush kicks in past the active-ticket count you set, adding grace minutes per tier.

Swiggy / Zomato orders (setup)

Pipe aggregator orders straight onto the kitchen display.

1.Set AGGREGATOR_WEBHOOK_SECRET in the environment (any long random string).
2.In the aggregator's webhook settings, point order events at /api/aggregator and send that secret in the x-aggregator-secret header.
3.Orders are normalised and tagged by platform; with a Firebase Admin service account set they auto-create kitchen tickets.

This is a scaffold — it needs your Swiggy/Zomato partner webhook access and the Admin service account to fully go live.

WhatsApp Business (setup)

Send loyalty + order messages and receive replies via WhatsApp.

1.Create a Meta WhatsApp Business app; set WHATSAPP_TOKEN + WHATSAPP_PHONE_ID.
2.For inbound, set WHATSAPP_VERIFY_TOKEN and point Meta's webhook at /api/whatsapp (it answers the verification challenge).
3.Outbound (beans/balance, order updates) then sends automatically when a customer phone is on file.

Business-initiated messages outside the 24-hour window need an approved Meta message template.

Ultra Tester (site health)

One-tap self-test of the whole system.

1.Admin → 🩺 Tester → Run all tests.
2.It checks logic, Firestore, config and device capabilities, then reports health.

It cleans up its own test data automatically — safe to run anytime.