02 — Setting up the outlet

Watch the video (about 3½ minutes). Yellow captions say each step; a yellow ring marks each button before it is pressed.

For the admin. You do this once, before the first service.

1. What you set up

Where	What	Why it matters
Settings › Receipt	Business name, M-Pesa till or paybill, receipt footer	Printed on every bill and receipt
Settings › Company	Legal name, address, phone, KRA PIN, VAT	Used on purchase orders and in profit reports
Settings › Users	One account per person	Names appear on orders, payments and stock movements
Settings › Staff PINs	One 4-digit PIN per role	How people sign in (chapter 01)
Table services (pencil)	Areas and tables	Waiters seat guests on these tables

Only the admin sees Users and Staff PINs. A manager can open the other Settings tabs.

Settings. The Receipt tab opens first.
Business name: the name guests see, for example Amber Bistro.
Payment rail: tap Till number or Paybill, then type the number. Guests use it to pay by M-Pesa, so check it twice.
Receipt footer: a short thank-you line, for example Asante! Karibu tena.
Optional: Outlet logo adds your logo at the top of receipts.
Save settings. A green Receipt settings saved message appears.

The 80mm receipt preview on the right changes as you type, so you can see the result before you save.

Settings › Company.
Fill in Legal name, Address, Phone, Email and Tax PIN (your KRA PIN).
Menu prices: Include VAT if your menu prices already include VAT (usual in Kenya), or Exclude VAT.
VAT rate (%): 16. Set it to 0 if the outlet is not VAT registered.
Save company. You see Company details saved.

Add everyone who will use Amber, so their name goes on their work.

The person gets an email with a temporary password. They only need it to sign in by email; with a role PIN they can start straight away.

To change someone's role, deactivate them when they leave, or give them a new temporary password, tap the pencil next to their name.

Settings › Staff PINs lists the six roles. Each shows PIN set or No PIN.

To set or change a PIN: type 4 digits next to the role, then Save.
Remove turns PIN sign-in off for that role. Those people then sign in with email.

Waiters seat guests on tables, so build the floor plan before service.

Table services, then the pencil button (Edit layout) at the top right of the floor.
New area. An area is one room or space: Main hall, Terrace, VIP.
In the panel on the right, type the Area name and press Enter.
Add first table, then + Table for each extra table. Tables are numbered T01, T02, …
Drag tables to where they stand in the room. Tap a table to change its Name, Shape (Square, Round, Long) and number of Seats.
The tick button saves the layout. You see Layout saved.

Table colours show their state during service: Available, Seated, Dining, Ready to pay (chapter 06).

In the demo, Amber Bistro is set up like this:

Setting	Value
Business name	Amber Bistro
Till number	523401
Receipt footer	Asante! Karibu tena.
Legal name, address	Amber Bistro Limited, Moi Avenue, Nairobi
VAT	Prices include VAT, 16%
New staff	Wanjiru Kamau (Kitchen), Otieno Ouma (Storekeeper)
Floor	Main hall with tables T01–T06, 4 seats each

What you see	Why	What to do
A user with this email already exists	That email is already in the list	Search for it in Settings › Users; reactivate the person instead
User was not invited because the email could not be sent	The outlet's email (SMTP) settings are wrong, so Amber cancels the invite	Ask whoever installed Amber to check the SMTP settings, then invite again
A PIN must be exactly 4 digits.	The PIN is shorter or has letters	Type exactly 4 numbers
Users and Staff PINs tabs are missing	You are signed in as Manager	Sign in as Admin