There are also some Optional Features you might want to consider setting up before you go live, although they are not mandatory like the list above.
Support
If you need help with your setup during any point in this process, do not be afraid to contact us. Self-service does not mean you are on your own. It means, unlike Full Service, we do not do all the steps for you. However, we are always available as a resource for you.
Overview
Hello, and welcome to Paytronix Online Ordering!
If you have recently signed up with the Rapid Launch Program, this article will provide you with the steps you need to complete in order to go live with online ordering. Most of these steps are really quick and easy (5-10 minutes tops), while there are a few that may take longer depending on the details of your individual restaurant.
You do not need to complete these steps in order. We simply lay them out in the order that we follow for our full-service onboarding customers because it is what makes the most sense to us. Feel free to jump around and set things up at your own pace.
Step 1: Adding to Your Website
One of the first things you want to do is to add your online ordering menu link to your website. Your restaurant starts in "Pre-launch" or "Coming Soon" mode, which means that nobody can actually place an order until you decide you are ready.
Why would I want to do this right away?
Most restaurants don't have very consistent repeating web traffic. A potential customer may visit your site to see that you do not offer online ordering and won't come back again to check for several months. Coming Soon/Pre-launch mode allows you to let people know that you have online ordering coming soon and helps to create interest.
Most importantly, this allows people to enter their email addresses so that they can be notified when your online ordering does go live. This will give you a nice little boost of traffic when you are ready to launch.
How do I do this?
We make this a very simple process by providing you with a wizard based on how you want to go about this step. You can select to have instructions automatically emailed to your web professional or to add the code yourself.
Simply navigate to Publish > Add to Your Site and make your selection. Our site will provide the details from there.
This link should be placed on the Order Online button for that individual location (usually on your Locations page). However, you may also want an Order Online button on your Home page / site header that allows your guests to select a location to order from.
When you have multiple locations, you will need to choose between a Location Finder and Location Picker. The general recommendation is for 10 or more locations, use the Location Finder and for under 10, use the Location Picker.
The Location Finder requires an App ID and API Key. Although your Launch Specialist can help you find this information, this article might help you locate this information yourself.
Step 2: General Settings
Your General Settings page is one of the first things to set up. It has a wide variety of questions on it, but most of them should be simple to answer. These are the little details that determine exactly how your online ordering will function when guests visit your site.
We will not go into detail about most of the fields, as they are pretty self-explanatory, but here are the things that are mandatory:
Restaurant Name
Phone Number
Website
Sales Tax
Order Types - Most restaurants will select at least Takeout and possibly Delivery, but go with whatever is applicable for your location.
Location Section - Enter your street address & zip code in the first two boxes and click the Look Up Address button. This will fill in the rest, including the time zone & latitude/longitude.
Working Hours - These hours should be configured no matter which order types you accept. Please keep in mind that people can order up until the close time. So, if you close at 9 pm and have a lead time of 30 minutes, your customers can order up until 9 pm for a due time of 9:30 pm. If you do not want to allow this, make sure you adjust the closing time so you stop taking orders 15 or 30 minutes earlier than your closing time.
Delivery Hours - if you have selected delivery as an order type option, you will see the Delivery Hours section. This works the same as the initial Working Hours section from step 7. Set this up to include the hours that delivery is available as an option.
There are a few other things that need to be set up on this page. These are not considered "required" as you could save the page without them, but they are very important.
Logo & Header Image - Without adding these images, the top banner/header will be just a plain dark grey bar.
Upload a high resolution logo without a background. This will be placed in the top-left of your menu, above the categories.
Upload a large image (should be at least 2000 px in width). This image will be placed at the top of your order page. Most restaurants just use a food image and our system will display a slice of it, depending on the size of device a customer is on.
Lead Times - Please see Step 3 to learn all about your options here.
Advance Orders - a majority of restaurants check this box. This means that someone can order for later today or for another day in the future. Without this, people will only be able to place orders for "ASAP" when you are open.
Closed Days - this is a calendar where you can mark any holidays or other days that you are closed for so people cannot place orders on those days.
Once the above items are filled out, scroll to the bottom of the page and click on the "Save Settings" button.
Step 3: Lead Times
Lead Times are a very important configuration for your restaurant. There is a base lead time above the Location section. Here, you will set the lead time for your average, non-busy days/times. So, if it takes 15 minutes to make food when you don't have a busy line, then that is what you will insert into these fields.
Here is some basic information on configuring lead/prep times.
Now that the baseline is out of the way, let's talk about what to do for those busier times.
If you are using a tablet for receiving orders, you can easily change the lead time on the fly. Simply click on the current promised time, up in the top right of the screen, and you will be given options to adjust this time.
If you are using any other method of receiving orders, you will want to consider some alternatives. How to Set Variable Lead Times.
No matter which method you choose for setting your lead times, nearly every restaurant should take advantage of the option to "Add Time by Order Size." With this setting, you can set additional prep time for orders over a certain $ amount. You can set multiple thresholds, depending on what works best for you.
For example, you can say:
Orders from $40-$60 should add 5 minutes
Orders from $60-$80 should add 10 minutes
Orders from $80-$100 should add 15 minutes
Anything over $100 should add 20 minutes
This helps you to accommodate for larger orders that cannot fit into your base lead time.
Step 4: Other Settings
Menu/Checkout Settings
Under Settings > Menu/Checkout Settings, there are some things you may want to take note of.
We do recommend leaving the Special Instructions on at the beginning. This will help you see what things your customers want to see added to your online ordering so that you can continue to refine your online menu. We even have a report that allows you to see all the Special Instructions over a specific period of time so that you can make some informed decisions about your menu configuration.
For Catering locations, Meal Delivery, etc. - ASAP ordering might not make sense. If this is the case, you can set "Advance Orders Only" to set. This will force them to pick a date/time instead of being able to pick ASAP.
If you do set it to Advance Orders Only, you have the option to "Ask Date First," at the beginning of the order.
There are obviously lots of other things you can do from this page. We have covered the basics here. You can look in the Knowledgebase for more information or contact our Customer Care team.
Delivery Settings
In-House Delivery
On the General Settings page, you will want to set these fields.
On the Delivery Settings page, you will want to define your Delivery Zones.
In-House Delivery
If you instead want to take advantage of Paytronix Delivery options (currently powered by Doordash but more to come), please reference this article: Enabling Paytronix Delivery.
That should cover most everything you need for Delivery. If you have any questions about this, please contact the Customer Care team.
Step 5: Payment Setup
For the Rapid Launch program, you can select to offer one or both of these 2 payment options:
Pay in Person (upon collection of food)
Credit Card Payments (prepaid online)
Pay in Person is on by default. If you set up a payment gateway for credit card prepay, you will have options to turn Payment in Person off or to limit it to orders under a certain amount. This is all done under Settings > Order Payment.
Paytronix Payments
For the Rapid Launch Program, if you want to accept CC payments online, you must use our payment processing. Setting up 3rd party gateways can add 1-2 weeks to the timeline (possibly more) and introduce various complications. ODNPay is a very short and simple app. Follow these instructions here and you will be on your way to collecting payments in just a matter of minutes.
Step 6: Your Menu
Now, for the fun part - configuring your menu!
We already have a support article for this, but please let us know if you need any additional information. Read: Building your Paytronix Online Ordering menu
Step 7: Order Notifications
Order Notifications
Order notifications are the different ways you want to receive your orders. Some restaurants select one method while others select a primary method with other methods as backup , as record keeping, or as a simple notification to let them know that a new order has been received. We offer multiple options and you can select as many of them as you would like.
Primary Order Notification Methods
For the Rapid Launch Program, the primary order notification is one of the following 3:
Tablets - You can either provide your own or order ELO tablets through our reseller.
Receipt Printer App - This allows a ticket/receipt to automatically print when an order is placed. It needs to be installed on a Windows machine and can only print to printers available within Windows. Your Launch Specialist will walk you through the installation at a lab or single location, and you will be responsible for repeating the process at the other locations.
Order Notifier - This allows a new order notification to pop up on the screen of a Windows machine.
Secondary Order Notification Methods
There are many ways you can receive secondary notifications. The following can be set up under Settings > Receiving Your Orders:
Phone Call
Emails
Step 8: Testing
Before you go live, Paytronix recommends going through final testing. This phase involves reviewing the menu, running test orders, reviewing your order history and checking order printouts.
Menu Review
You could review and test your menu by clicking "Preview Menu" on the upper right-hand side of your dashboard. It will open your menu in a new tab. From there, you could start reviewing all menu items (descriptions, pictures, etc.) and make sure that all options and other important information are displayed.
Start placing orders just like a regular customer. Place an order using the “Add to Order” button on menu items and check out with the “Checkout” button. We strongly recommend testing or adding items from option groups/lists. Complete the order by filling out required fields on the checkout page and hitting “Submit.”
Place as many orders as you can to fully test the whole menu.
Order Notifications
Upon submitting the order, make sure that order notifications are received. If you are not receiving orders, make sure that your printer is properly connected and has ink and paper. If you still have issues, pleasereach out to your Launch Specialist.
Order History
Navigate to your Orders page and verify the order. See Viewing Your Paytronix Order List for more info.
Step 9: Going Live(coming soon - for now, email [email protected] when you are ready to go live)
At this point, most of the actual configurations and such are complete. This article sums up everything you need to do before launching your menu.
Delete Test Orders
Go to your order history page. Check to see if there are any real orders or if they are all test orders.
If there are real orders, you will need to manually delete them. If you have used a CC to pay for them, you should first refund them.
Setup Menu Schedules / Times
If your menu has categories or items that are only available during certain times of day, make sure they are scheduled as such so they don't show up as available to order when they are not.
Turn Off Coming Soon Prompt
Go to Settings > General Settings and scroll to the bottom of the page. Uncheck the Prelaunch Mode checkbox and save your settings. If the link is already on your website, you should be live and ready to accept orders now! If it is not on your website, go back to Step 1 to complete those steps.