How to set up the PRO ordering system for a restaurant

Last updated

12 March 2025

Overview

The PRO ordering system allows guests to order food and drinks directly from their smartphones. Orders can be placed from the guest’s table or unit and will be managed by the restaurant staff in real time.

This system helps improve service efficiency by reducing wait times and streamlining order management.

This article explains how to set up the PRO booking system in Order mode.

Before getting started

Before enabling the PRO ordering system, make sure you:

• Have access to Content > Facilities > Restaurants in the CMS.
• Have a restaurant created in the system.
• Have a digital menu set up in the catalog section.
• Have defined the restaurant’s ordering availability.
• Understand how many tables or units need to be managed.

Step-by-step guide

Step 1: Request activation from Support

Before you can configure the PRO ordering system, you need to request its activation. Please contact our Support team through any of these channels:

• Live chat via the CMS.
• Support ticket
• Email

Once activated, you can proceed with the next steps in this guide.

Step 2: Enable the PRO ordering system

1. Go to Content > Facilities > Restaurants in the CMS.
2. Select the restaurant you want to configure.
3. Click Edit.
4. Navigate to the Hours & booking system tab.
5. Select PRO.
6. Click Save changes.

Step 3: Access PRO settings

1. After enabling PRO, a button labeled Go to PRO settings will be enabled at the bottom of the screen.
2. Click Go to PRO settings to access the configuration options.
3. Alternatively, you can access PRO settings by navigating to PRO (top menu in the CMS), selecting the relevant service, and clicking the settings icon (first icon from the right).

Step 4: Select the setting mode

Since this article focuses on Order mode, follow these steps:

1. In PRO Settings, go to the Setting mode section.
2. Select Order.
3. Click Save changes.

Step 5: Create units (tables or locations)

Before enabling ordering, you need to define the units guests will place orders from (e.g., tables, service points).

1. Go to PRO > Your restaurant > Settings > Units.
2. Click Add unit.
3. Assign a unit type (round table, square table).
4. Enter a name (e.g., "Table 1") (10 characters maximum) and click on the flag icon if you need to add translations to other languages.
5. You must fill in the Min Pax (minimum number of people) and Max Pax (maximum number of people) fields to create the unit, as they are mandatory. However, these fields will not affect the ordering process and can be filled with any number.
6. Type in the number of units you want to create with these same settings.
7. Click Confirm.

If you want to create more units with other settings, click Add unit again and follow the same steps.

Once created, they will be listed in this section and you can edit or delete them by clicking on the icons on the right.

Step 6: Define spaces

Spaces allow you to group units (tables) by location or category. You can arrange units as needed so that the space resembles the actual facility. In order to create a space, you should have already created your units (Step 4).

1. Go to Settings > Spaces.
2. Click Add space.
3. Enter a name (e.g., "Main dining area"). Note that it will be visible to the customer.
4. Space use: private or shared. This option does not apply to ordering. You can skip it.
5. Add an image of the space plan.
6. Drag the units to the floor plan on the right and arrange them as you wish.
7. Click Save.
8. The Add unit combination option does not apply to ordering. You can skip it.

If you want to edit a unit from the floor plan, click on it and 2 options will appear: Edit and Delete.

Step 7: Define space combinations

Use space combinations to organize available spaces based on different events or service shifts. You can merge multiple spaces for a specific event or use individual spaces as needed.

For example, you might combine a dining room and a terrace for breakfast service but only use the main dining room for lunch. Or, for a large event like a conference dinner, you can merge three different spaces.

To create a space combination:

1. Go to Settings > Space combinations.
2. Click Add space combination.
3. Enter a name for the combination.
4. Select the spaces to be merged.
5. Click Save.

Create as many combinations as needed to match your property's different shifts or events.

Step 8: Set ordering timetable

Define and assign an availability timetable to the space combinations you created. This schedule determines when guests can place orders.

To create a timetable:

1. Go to Settings > Timetable.

2. Click Add schedule.

3. Select the days of the week this schedule will apply to.

4. Define intervals (name, start time, and end time) and assign them to a space combination.

5. If you need to add more intervals to the same schedule, click Add interval and follow the same steps.

6. If you need different schedules for specific days (e.g., weekends), click Add schedule. Each schedule will be displayed as a separate tab.

7. If you need the service to be shown as unavailable for some time, activate the Temporarily closed switch. This prevents any new bookings until the switch is turned off.

8. Configure exception days:

   You can override the regular schedule by setting exception days. This is useful when the restaurant hosts a private event or needs to close for maintenance.

   1. Click Add exception day.
   2. Select a date from the calendar.
   3. Choose one of the following:
      • Activate the Closed switch to mark the service as unavailable all day.
      • Define specific intervals for that day (name, space combination, start and end time, etc.).
   4. Optional: Add more intervals for the same day.
   5. To create additional exception days, click Add exception day. Each exception day will be displayed as a separate tab.
   6. Click Save changes to apply the settings.

Note: You can skip the Restrictions, Customization, and Policy tabs since you are setting up the system for ordering only.

Step 9: Set ordering availability and link the menu

To allow guests to place orders, you need to define when orders can be placed and link the restaurant's menu.

1. Go to Settings > Ordering.
2. Enable the time intervals when orders should be available (switch button should show Activated).
3. Under Choose catalogs for ordering service, select the menu(s) that apply. The menu should have been previously created in the catalog section of the service (CMS > Content > Facilities > Restaurants > Edit > Advanced catalog / Catalog).
4. Click Save changes.

Step 10: Configure order notifications

To ensure staff receive real-time order notifications, configure notification preferences:

1. Go to Settings > Management.
2. Enter the email addresses of staff members who should receive order alerts.
3. Each staff member added will receive notifications when a new order is placed.
4. Click Save changes.

Step 11: Configure payment options

You can choose which payment methods are available to guests when placing an order at a restaurant.

Available payment options for guests:

• Charge to room – The booking amount is added to the guest’s room bill.
• Direct payment – Guests pay on-site using cash or card.
• Online payment – Guests pay through a secure payment gateway (Stripe). Learn more here.

Available payment options for visitors:

• Direct payment – Visitors pay on-site using cash or card.
• Online payment – Visitors pay through a secure payment gateway (Stripe). Learn more here.

Step 12: Attach QR codes to tables or units

This step is essential for enabling a smooth ordering experience.

• Place QR codes on the tables or units where ordering is available.
• Make sure they are in a visible and accessible location so guests can easily scan them.
• By scanning the code, guests can:
  • Access the ordering service
  • Browse the menu
  • Place an order
  • Pay directly from their smartphones (if enabled)

You can generate the QR codes from PRO > Settings > Units.

Step 13: Enable and test the ordering system

Once all settings are configured:

1. Enable the ordering system by toggling the Activated switch for the relevant intervals under Settings > Ordering.
2. Click Save changes.
3. Use the Preview option in the CMS to test the ordering process as a guest.

Next steps

Now that your restaurant’s PRO ordering system is set up:

• Make your restaurant visible on the app front page to start receiving orders.
• Monitor incoming orders in the PRO > Orders (columns/list view) screen.
• Train staff on managing orders through the CMS.

Need further assistance?

If you have additional questions or require further assistance:

• Contact us via live chat
• Send a ticket to our Support team
• Visit STAY Academy, our training platform.