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Creating Your Product List By Adding Products To Sell
What you’ll learn
After reading this guide, you’ll be able to:
- Add new products to your system so they’re ready to sell at the till
- Set up prices, costs, and barcodes for accurate sales and reporting
- Configure product options like instruction groups and sizes to match how you actually sell
What you’ll need
Before you start, make sure you have:
- Access to the HQ (Head Office system)
- Manager or admin permissions to create products
- Your product information ready (names, prices, costs)
- Price lists already set up in your system (learn how to set up price lists)
Understanding products in your system
Products are the items you sell to customers - whether that’s a coffee, a pizza, a retail item, or a service.
Each product record stores everything the system needs to process a sale:
- Name and short name: What appears on the till screen and receipts
- Prices: How much customers pay (you can have different prices for different situations)
- Cost: How much the product costs you (used to calculate profit)
- Barcodes: For quick scanning at the till
- Options: Like instruction groups (milk type for coffee) or sizes (small/large)
📖 What this means: Think of a product record as a complete profile for each item you sell. Once it’s set up, your team can sell it at the till immediately.
How to add a new product
Step 1: Open the products page
- Go to the Products section in the navigation bar
- Click Products
You’ll see your complete product list.
💡 Tip: Use the search box at the top to quickly find existing products. It searches names, descriptions, and notes.
Step 2: Create the product
- Click the Add Product button
- Enter a Name (this is what staff will see at the till)
- Enter a Short Name (this appears on receipts and reports)
- Click Create
🚨 Heads up: You must fill in both the name and short name - the system won’t let you create a product without them.
Step 3: Add a price
You need at least one price for customers to buy this product.
- In the Pricing section, click the + button
- Enter the price customers will pay
- Select your price list from the dropdown (usually “Default” for most businesses)
- Click Save
💡 Example: Setting up a cappuccino
At The Beach Cafe, they’re adding a cappuccino:
- Name: Cappuccino
- Short Name: Capp
- Price: $4.50 on the “Default” price list
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Step 4: Add the product cost (optional but recommended)
This helps you track profit in your reports.
- In the Cost section, click the edit button (pencil icon)
- Enter how much this product costs you to make or buy
- Click Save
✅ Best practice: Always enter costs for your products. This gives you accurate profit reports and helps you make better business decisions.
Step 5: Add barcodes (if applicable)
If your product has a barcode, add it now:
- In the Barcode section, click the + button
- Type or scan the barcode
- Click Save
Step 6: Save your product
Click Save at the bottom right of the page.
Your product is now ready to sell! 🎉
Common product setup tasks
Adding tags to organize your products
Tags help you group products together (like “Hot Drinks” or “Food” or “Gluten Free”).
⚠️ Important: You must set up your tags before you can add them to products.
To add a tag:
- In the Tags section, start typing the tag name
- Click the tag when it appears in the list
- Repeat for any additional tags
To remove a tag:
- Click the X on the tag
Setting up instruction groups (product options)
Instruction groups let customers customize products when ordering - like choosing milk type for coffee or cooking level for steak.
💡 Example: Coffee customization
Joe’s Coffee Shop sets up instruction groups so customers can choose:
- Milk type (full cream, skim, soy, almond)
- Size (small, medium, large)
- Extras (extra shot, decaf, sugar free syrup)
When staff add a coffee to a sale, these options automatically pop up.
⚠️ Important: You need to create your instruction groups before assigning them to products.
To assign instruction groups:
- In the Instructions section, click the edit button (pencil icon)
- Tick the instruction groups you want for this product
- Drag the double-line icons to arrange the order they’ll appear at the till
- Click Save
Setting up multiple sizes for a product
Product sizes let you link different sizes together - like small, medium, and large coffees - so staff can switch between them with one button at the till.
💡 Example: Beer sizes at The Riverside Pub
Instead of having separate buttons for every beer in every size, they set up:
- All their beers as “Schooner” size buttons on the main keyboard
- A single “Pint” button that changes any beer from schooner to pint
This saves screen space and makes the till faster to use.
Learn how to set up product sizes
Adding product images
Images automatically appear on till buttons, making them easier for staff to find.
To add an image:
- Click Choose from files in the image section
- Select the image file from your computer
- Click Open
To remove an image:
- Click the bin icon below the image
🚨 Heads up: If you remove an image from a product that already has a button on your till keyboard, and that button has no text, the button will become blank. You’ll need to add text to the button or recreate it.
Setting up “free text” products
Free text products let staff type a custom description at the till during a sale - useful for miscellaneous items or special orders.
✅ Best practice: Use free text products for one-off items you don’t want to create full product records for (like “Custom cake decoration” or “Special order item”).
To enable free text:
- Tick the Allow Free Text box
The product will still use its default name, but staff can change it if needed.
Setting up “open price” products
Open price products let staff enter a custom price at the till - useful for variable-price items or special discounts.
✅ Best practice: Limit who can use open price products with staff permissions to prevent pricing errors.
To enable open price:
- Tick the Allow Open Price box
The product will still use its default price, but staff can change it if needed.
Assigning print headers
Print headers create subheadings on kitchen dockets to help organize orders (like “MAINS” or “DRINKS” or “DESSERTS”).
To assign a print header:
- Click the Print Header dropdown
- Select the header you want
You need to set up print headers before assigning them to products.
Editing existing products
Editing one product
- Go to the Products page
- Double-click the product you want to edit
- Make your changes
- Click Save
💡 Tip: Click Revert if you want to discard changes since you last saved.
Editing multiple products at once
- Go to the Products page
- Tick the box on the left of each product you want to edit
- Click Open in new tab in the top right
- Each product opens in its own tab at the top of the screen
- Edit each product and save
💡 Tip: This is great for making the same change to several products - like updating costs or adding a new tag to a category.
Managing your product list
Sorting and searching
| Action | How to do it |
|---|---|
| Sort by any column | Click the column header |
| Rearrange columns | Click and drag a column header |
| Resize columns | Drag the edge of a column header |
| Change rows per page | Use the dropdown at the bottom right |
| Navigate pages | Use the arrows at the bottom right |
| Search products | Type in the search box - it searches names, descriptions, and notes |
| Preview a product | Click once on a product - details appear on the right |
Checking product history
Want to see who changed a product and when?
- Open the product for editing
- Click Product History in the top right
- Review the history panel on the right
- Insert = when the product was created
- Update = when changes were saved
Next steps
Now that your products are set up, you’re ready to:
- Add products to your till keyboard so staff can select them during sales
- Set up staff permissions to control who can edit products
- Configure stock tracking if you want to monitor inventory levels