Waiter POS — Complete Guide
Step-by-step guide to using the Fleksa Waiter POS app for table management, orders, reservations, and shift tracking
Waiter POS — Complete Guide
The Fleksa Waiter POS is your all-in-one app for managing dine-in tables, processing orders, handling reservations, and tracking shifts. This guide walks through every section of the app.
1. POS — Table & Floor Plan View
The main screen of the Waiter app. Manage tables, create orders, and switch between service types.
What You See
- Service Type Tabs — Switch between Dine-In, Pickup, and Delivery at the top
- Room Selector — Choose which floor/room to view (e.g., "Inner room", "Terrace")
- Table Layout — Visual floor plan with tables showing their status:
- Yellow = table has an active order
- White = table is available
- Chairs = seating capacity indicators around each table
- Status Bar — Bottom bar shows total covers (seated guests) and tables count
- Shop Status — Top right shows if the shop is Opened or Closed
How to Create an Order
Select Service Type
Tap Dine-In, Pickup, or Delivery at the top
Choose a Table (Dine-In)
Tap an available (white) table on the floor plan
Add Items
Browse the menu categories and tap items to add them to the order
Process Payment
Tap Pay to complete the order via cash, card, or terminal
Quick Actions
| Action | How |
|---|---|
| Edit floor plan | Tap the pencil icon (top right) |
| View QR codes | Tap the QR icon (top right) |
| Switch rooms | Tap the room dropdown (top left) |
2. Live Orders
Monitor and manage all incoming and in-progress orders in real time.
Order Pipeline
Orders flow through these stages from left to right:
| Stage | Meaning |
|---|---|
| New Orders | Just received, waiting for kitchen acknowledgment |
| Kitchen | Being prepared by the kitchen |
| Processed | Ready for pickup or delivery |
| Done | Completed and paid |
| Cancelled | Cancelled orders |
Order Detail Panel
When you tap an order, the right panel shows:
- Payment Status — Cash, Card, or pending
- Order ID & Receipt No — For reference and reprinting
- Order Type — Dine-In, Pickup, or Delivery with icon
- Want At / Placed At — Scheduled time vs. when it was placed (for pre-orders)
- Customer Info — Name, phone, email
- Items List — All items with customizations and prices
- Totals — Subtotal, tax, and total
Actions
| Button | What It Does |
|---|---|
| KT Print | Print a kitchen ticket for this order |
| Receipt | Print or reprint the customer receipt |
3. Reservations
View and manage all restaurant reservations from this screen.
Reservation Stages
| Stage | Meaning |
|---|---|
| New Reservations | Just received, needs review |
| Accepted | Confirmed by staff |
| Declined | Rejected |
| Completed | Guest has visited |
Reservation Details
Each reservation shows:
- Reservation ID and date/time
- Reserved By — Guest name
- Guests — Party size
- Phone and Email — Contact info
- Source — Where the reservation came from (Website, Phone, Walk-in)
- Location — Which restaurant location
Actions
Accept or Decline
Review new reservations and accept or decline them
Transfer Table
Tap Transfer Table to assign the reservation to a specific table
Update Details
Tap Update to modify time, party size, or notes
Tap Print to print the reservation details
Use + Add Reservation (top right) to manually create a walk-in or phone reservation.
4. Transactions & Cashbook
View daily sales summaries and generate financial reports.
Summary Cards
The top row shows today's snapshot:
| Card | Shows |
|---|---|
| Orders | Total order count and revenue |
| Dine-In | Dine-in orders and revenue |
| Delivery | Delivery orders and revenue |
| Pickup | Pickup orders and revenue |
Cashbook (Right Panel)
Two tabs are available:
Receipt Details — Individual transaction records
Summary — Daily totals including:
- Register Cash Balance — Opening balance, cash in drawer, final balance
- Sales (Today) — Order count, total sales, tips, delivery fees
Reports
| Button | What It Does |
|---|---|
| Preview | View a formatted report on screen |
| X-Report | Mid-shift report (non-resetting) — check sales without closing the day |
| Z-Report | End-of-day report (resets counters) — run at close of business |
Z-Report resets daily counters. Only generate it at end of day when you're done taking orders.
5. Team & Shift Management
Track staff clock-in/out times and manage shifts.
Dashboard Stats
| Stat | Meaning |
|---|---|
| Total Staff | All registered employees |
| On Shift | Currently clocked in |
| Off Shift | Not working right now |
| Today's Hours | Total hours worked by all staff today |
Employee List
Each employee row shows:
- Name and Role (Owner, Manager, Sales, Data Entry)
- Clock In / Clock Out times
- Hours worked
- Status — Clock In / Out buttons
How to Clock In/Out
Navigate to Team
Tap the Team icon in the sidebar (people icon with BETA badge)
Find Employee
Locate the employee in the list
Clock In or Out
Tap the green Clock In or Clock Out button next to their name
Employees can also clock in via the passcode screen that appears when the app starts — enter their 4-digit PIN and tap Clock in/out.
6. Settings
Configure your POS system, printers, payment terminals, and more.
General Settings
| Setting | What It Controls |
|---|---|
| Shop Availability | Open/close shop, set hours |
| Device Configuration | Screen brightness, sound, display options |
| KDS Settings | Kitchen display system configuration |
| Menu Sync | Sync menu data from the partner portal |
| Archive | View archived/past orders |
| Branch Management | Multi-location settings |
| Integrations | Third-party service connections |
Hardware Settings
| Setting | What It Controls |
|---|---|
| Printer Setup | Connect receipt and kitchen printers |
| Setup a Payment Terminal | Connect Stripe or Adyen card reader |
| System Settings | Language, timezone, receipt format |
Other
| Setting | What It Controls |
|---|---|
| App Update | Check for and install updates |
| Auto-Gratuity | Set automatic gratuity rules (e.g., 18% for 8+ guests) |
Sidebar Navigation Quick Reference
| Icon | Page | Shortcut |
|---|---|---|
| Crossed utensils | POS — Table & order management | — |
| Signal waves | Live Orders — Real-time order queue | — |
| Calendar | Reservations — Booking management | — |
| Document | Transactions — Cashbook & reports | — |
| People (BETA) | Team — Shift management | — |
| Building | Change Shop — Switch between locations | — |
| Gear | Settings — App configuration | — |
Need More Details?
- POS System Documentation — Full POS feature reference
- Split Bill Guide — Split payments between guests
- Stripe Terminal Setup — Connect payment hardware
- Process a Refund — Issue customer refunds