Quick Start Guide
This guide walks you through setting up Smatyx from scratch. By the end, you'll have a working menu, a configured store, and be ready to take orders.
The setup follows a natural order: create menu items first, organize them into menus, then set up a store. If you have staff, add them last.
Before You Begin
Make sure you're logged in to Smatyx and have selected a workspace. If you don't see any workspace, you may need to accept an invitation first. Check your email for an invite link from the account owner. See Account & Login for details.
If you created the Smatyx account, you're the owner with full access. Skip straight to Step 1.
If someone else set up the account and invited you, your access depends on your assigned role. You'll need permissions for menu management, store configuration, and (optionally) employee management. Missing access? Ask your account owner to check your role.
Step 1: Create Your Menu Items
Menu items are your individual dishes, drinks, sides, and extras. Create items before menus, because menus are built by selecting from existing items.
- Go to All apps > Menu & Products > Items and tap Add item
- Enter the Name, what the item is called (e.g., "Margherita Pizza", "Iced Latte"). Optional but useful:
- The item's picture - shows on the self-ordering menu when guests browse on their phone
- Description - visible to guests on self-ordering
- Allergens - mark allergens (gluten, nuts, dairy, sesame, and more). Clearly displayed to guests
- Under Pricing, enter the Price (include VAT), the selling price. The VAT rule is for different tax rates on dine-in vs take-away vs delivery
- Under Add-on, optional, tap New add on to let customers customize orders. Example: "Choose your size" with Small/Medium/Large at different prices, or "Extra toppings" with multiple selections. You can set min/max per group
- Under Inventory & Production, optional: an SKU, a short code for the item (tap Suggest code to get one), and the Recipe instructions, how to make the dish. Helpful for new staff or complex dishes
- Tap Create
Create VAT rules from All apps > Menu & Products > VAT. A new item is Active. Turn it off to hide the item from menus for a while.
Step 2: Organize Items into Menus
Menus are what staff and guests actually see when placing an order.
- Go to All apps > Menu & Products > Menus and tap Add menu
- Give it a Name like "Main Menu", "Lunch Menu", or "Bar Menu". Like items, menus have a Status: Active, Draft or Inactive. Only active menus are available for ordering
- Organize items into sections (categories): tap New menu section, name it, then tap Select existing menu items to put items in it. A typical setup:
- Starters - Spring rolls, Soup of the day, Bruschetta
- Mains - Margherita Pizza, Grilled Salmon, Pad Thai
- Drinks - Iced Latte, Fresh Orange Juice, House Wine
- Desserts - Tiramisu, Chocolate Cake
- Tap Create
You can have multiple menus for different purposes. A full dinner menu, a shorter lunch menu, a simplified self-ordering menu. Each operates independently.
Step 3: Set Up Your Store
A "store" (sales point) represents a physical location where orders are taken. Even with one restaurant, you need at least one store before using the POS.
- Go to All apps > Setup > Locations and tap Add location
- Enter the Name, your restaurant or location name, and the Address, the physical address. The store's place on the map is set from it
- Under Opening times & order methods, turn on the order methods this store accepts: Dine-in (guests eating at the restaurant), Takeaway (picked up by the customer) and Delivery. Opening times are optional: outside these hours, the store won't accept new orders
- Tap Create
Optional: Website display (the store's Google listing and review link) and Employees (assign staff to this location).
Then set up how the store sells:
- Go to All apps > Setup > Sales and pick the store with in the app bar
- Under Payments, turn on what you accept: Cash payment, Bank transfer, Dojo payment or SumUp payment for card readers
- Under Menus, choose which menus are available at this store. Turn off Enable all menus to pick them with Select existing menus: you can then restrict menus to certain order methods (e.g., smaller menu for delivery only) or time slots (e.g., lunch menu 11am-3pm)
- Tap Save
Optional:
- Floor plan - table layout for dine-in service
- Kitchen stations - multiple prep areas (grill, cold section, bar) so orders route to the right screen
- Pickup screen (TV) - how the customer-facing pickup TV looks
- Stock deduction - take stock off when items sell
Once the store has at least one active menu and one payment method, you're ready to open a shift and start taking orders.
Step 4 (Optional): Add Your Team
If you're the only one using Smatyx, skip this. The owner account has full access.
For staff, the process is: create roles first, then add employees.
Create Roles
Smatyx starts you with Admin, Restaurant Manager, Cashier, Waiter, Kitchen Staff and Inventory Staff. Add a role for anything in between:
- Go to All apps > Setup > Roles and tap Add role
- Enter the Name, and choose whether it applies at each person's own locations (Their locations) or at all of them (All locations)
- A role is grouped in areas: Sales and POS, Kitchen, Team, Money and reports, Menu, Stock and Setup. Set each line to Off, View or Manage
- Tap Create
See Roles.
Add Employees
- Go to All apps > Setup > Employees and tap Add employee
- Fill in their details: the Full name, and under Account the email address their invitation goes to
- Under Work locations, tap Select existing work locations to assign them to specific locations: a role set to apply at Their locations then works only there
- Under Roles & permissions, tap Select existing roles to assign their roles
- Tap Create
Smatyx sends an email invitation automatically. The employee clicks the link, creates their password, and they're in. Status changes from Not invited to Invited to Joined.
Next Steps
- POS Setup - open shifts, take orders, process payments
- Kitchen Display System - set up kitchen screens
- Self-Ordering - enable QR code ordering
- Reporting - explore sales and performance data