Everything you need to set up, configure, and get the most out of ZayPOS. From your first order to advanced features.
Welcome to ZayPOS. This guide will get you from sign-up to taking your first order in under 30 minutes. Follow the steps below in order.
💡 Need help? Our onboarding team can walk you through setup on a call. Book a session →
ZayPOS is entirely cloud-based. Access it by visiting app.zaypos.co.uk in any modern browser — Chrome, Safari, or Firefox recommended. For the best experience on a tablet, add it to your home screen.
Navigate to Settings → Organisation to configure your business name, logo, address, VAT number, and receipt footer text. These details appear on all customer-facing outputs.
If you run multiple sites, each location gets its own isolated environment with separate products, staff, and payment configuration. Contact us to set up additional locations.
ZayPOS works on any device with a modern browser. No specialist hardware is required to get started.
ZayPOS supports network thermal receipt printers via the ESC/POS protocol. Configure your printer's IP address and port in Settings → Printer. Use the test print function to verify connection.
The order screen is the heart of ZayPOS. Staff log in with their PIN, select the order type (Dine-in, Takeaway, or Delivery), then tap products to add them to the cart.
Products can have modifiers — extras, sizes, or options (e.g. "Oat milk", "Extra shot", "Large"). Required modifiers prompt staff before adding to cart. Optional modifiers can be selected freely.
ZayPOS supports cash, card, and bank transfer — individually or split across multiple methods.
When a card payment is selected, ZayPOS sends the charge to your configured payment terminal. The terminal handles the card interaction, and ZayPOS records the result automatically.
Tap Split on the payment screen to divide the bill across multiple payment methods — for example, £10 cash and £5.50 card.
Navigate to Orders → [Order] → Refund. Select full or partial refund, choose the reason, and confirm. Card refunds are processed back to the original card via your payment provider.
Go to Products → Catalogue to add, edit, or organise your menu. Products are grouped into categories which appear as tabs on the order screen.
Download the ZayPOS Excel template from Products → Import. Fill in your product names, prices, categories, and cost prices, then upload the file. Your catalogue will be populated instantly.
Enable stock tracking per product under Products → [Product] → Stock. Set a starting quantity and low-stock alert threshold. ZayPOS will alert you when stock falls below your target.
The KDS is a real-time order display for your kitchen team. Open it on any tablet or screen at app.zaypos.co.uk/kds and log in with a kitchen PIN.
Orders appear instantly when placed. Kitchen staff can mark items as Preparing, then Ready. Completed orders are automatically archived. Time elapsed is shown per order with colour urgency indicators.
Go to Tables → QR Codes to generate unique QR codes for each table. Print them and place them on tables. Customers scan the code with their phone camera — no app download needed — and place their order directly.
QR orders appear on the POS and KDS exactly like counter orders, clearly labelled with the table number and source.
Add staff under Staff → Accounts. Each staff member gets a name, role, and 4-digit PIN. Roles control access: Staff can only take orders, Managers can access reports, Admins can access all settings.
The rota is found under Staff → Rota. Drag and drop shifts onto the weekly calendar. Staff can submit availability via the staff portal. Use Auto-generate to let ZayPOS create a fair rota based on availability and performance data.
Payroll is calculated automatically from clock-in/out data. Navigate to Staff → Payroll, select the pay period, review hours, add any bonuses or deductions, and generate the payroll report. Reports are emailed automatically to your configured recipients each month.
Monitor stock under Inventory → Stock Levels. Set par levels (minimum stock targets) per item. ZayPOS will alert you by email when any item falls below par. Use the stock check scheduler to prompt regular manual counts.
Take a photo of a supplier invoice or upload a PDF to Inventory → Invoices → Upload. ZayPOS uses AI to extract item names, quantities, and prices — then updates stock levels automatically. Review and confirm before saving.
The food safety module (Complete plan) is found under Safety. Set up your equipment list (fridges, freezers, hot holding units), configure check times, and assign staff responsibility. Staff receive SMS reminders for overdue checks.
Generate a complete Food Standards Agency inspection-ready report from Safety → EHO Report. Select your date range, and ZayPOS compiles all temperature records, checklists, delivery logs, corrective actions, and training records into a single printable document.
📋 Keep your EHO report generated monthly and stored safely — inspectors can request records going back up to 3 years.