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Workflows For Creating Your Product List

For experienced users who need a fast reference.

Need detailed instructions? Go to the full guide

Prerequisites

  • Access to HQ (Head Office system)
  • Manager or admin permissions
  • Price lists already set up

Common Quick Tasks

Task / ActionQuick Steps
Add tagsTags section → Type tag name → Click to add
Add instruction groupsInstructions section → Edit → Tick groups → Save
Add product imageImage section → Choose from files → Select file → Open
Enable free textTick “Allow Free Text” box
Enable open priceTick “Allow Open Price” box
Assign print headerPrint Header dropdown → Select header
Edit one productDouble-click product → Make changes → Save
Edit multiple productsTick boxes → Open in new tab → Edit each → Save

How To Add a New Product

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1. To Create

  1. Open Products Page → Go to Products in navigation bar → Click Products
  2. Click Add Product
  3. Enter Name (what staff see)
  4. Enter Short Name (what appears on receipts)
  5. Click Create

2. Add Price

  1. In Pricing section, click +
  2. Enter price
  3. Select price list (usually “Default”)
  4. Click Save
  1. In Cost section, click edit button
  2. Enter product cost
  3. Click Save

4. Add Barcodes (If Applicable)

  1. In Barcode section, click +
  2. Type or scan barcode
  3. Click Save

5. Save Product

Click Save at bottom right

✅ Product is now ready to sell!

Setting Up Instruction Groups

Instructions are products that attach to another product and provide extra information such as cooking, serving, or preparation directions (e.g., milk type for coffees, sauce selection for steak).

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1. To Create Instructions

  1. In HQ, go to Products → Products
  2. Open any product and scroll to the Instructions box
  3. Click the edit button (pencil icon) to open the Manage Instructions window
  4. Press the + button at the top of the instruction groups list
  5. Type a name for your new group and click Create

2. Adding Instructions to a Group

  1. Select the group in the Manage Instructions window
  2. In the group properties, click the add an item box
  3. Search for the product and click to add it
  4. Drag the double bar icon to reorder instructions

3. Setting Min/Max Levels

Setting a group minimum greater than 0 makes the Instructions window appear automatically when the product is added to a sale.

SettingPurposeExample
Group MinimumMinimum instructions requiredSteak heat: min 1 (must choose rare/medium/well done)
Group MaximumMaximum instructions allowedFree sauce: max 1 (only 1 free sauce)
Instruction Default QtyAuto-selected when window opensChips & salad: default 1 (most common choice)
Instruction MaxMax times one instruction can be addedSandwich fillings: max 1 each, group max 3
Click Here For An Example

Example: Steak with Instructions

A steak needs: cooking level (1 required), 2 sides, and 1 free sauce.

Steak Heat Group: Min 1, Max 1 → options: Rare, Medium Rare, Medium, Medium Well, Well Done

Mains Sides Group: Min 0, Max 2 → options: Chips, Salad, Mash, Vegetables

Sauce Group: Min 0, Max 1 → options: Gravy, Mushroom, Pepper, Diane

Instruction Groups are shared across all products. Check if a group already exists before creating a new one.

Setting Up Product Sizes

Product sizes link multiple sizes of the same product together so you can switch between sizes with a single button press (e.g., change a small coffee to large, schooner of beer to pint).

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1. Create Products For Each Size

  1. Go to Products → Product Sizes and ensure your sizes exist (create any that don’t)
  2. Create a parent product (e.g., “Tooheys New Keg”) - set its Parent as itself and assign a Size Modifier
  3. Create products for each size (e.g., Pot, Schooner, Pint) - set their Parent as the parent product and assign appropriate Size Modifiers
  4. Add Preselect Product Size or Select Product Size function buttons to your keyboard
Adding Buttons to Your Keyboard

2. Creating a New Product Size

  1. In HQ, go to Products → Product Sizes
  2. Press the + button at the end of the list
  3. Type a name and press Save
Click Here For An Example

Example: Beer Sizes

Setting up Tooheys New with Pot, Schooner, and Pint:

  1. Ensure sizes Keg, Pot, Schooner, Pint exist in Product Sizes
  2. Create Tooheys New Keg - Size: KEG, Parent: itself
  3. Create Tooheys New Pot - Size: POT, Parent: Tooheys New Keg
  4. Create Tooheys New Schooner - Size: SCHOONER, Parent: Tooheys New Keg
  5. Create Tooheys New Pint - Size: PINT, Parent: Tooheys New Keg
  6. Add Schooner as a keyboard button, add Select Product Size buttons for POT and PINT

Sizes are not specific to the type of product. The same ‘Small’ and ‘Large’ sizes work across coffees, pizzas, and T-shirts. If you need sizes to only work on specific products, create specific sizes like ‘Small Coffee’ and ‘Small Pizza’.

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Workflows For Organising Products with Tags