--- title: Setting up new traders description: This document details the process for our Food Hall clients when their Traders change, to reflect that change in Kobas. --- [Skip to content](https://help.kobas.co.uk/trader-changes#main-content) English Show submenu for translations [More support](https://help.kobas.co.uk/kb-tickets/new?hsLang=en) [![kobas-logo-inverted-1200px-w-72ppi](https://help.kobas.co.uk/hs-fs/hubfs/kobas-logo-inverted-1200px-w-72ppi.png?width=140&height=34&name=kobas-logo-inverted-1200px-w-72ppi.png)](https://help.kobas.co.uk/?hsLang=en) - Top Articles Show submenu for Top Articles - [🖨️ Printer Issues](https://help.kobas.co.uk/printer-troubleshooting) - [💻 Tills, KDS & UPS Issues](https://help.kobas.co.uk/till-ups) - [📱MPoS (tablet) Issues](https://help.kobas.co.uk/mpos) - [🌐 Network Issues](https://help.kobas.co.uk/network-troubleshooting) - [Log into Kobas Cloud](https://login.kobas.co.uk/) - [Ticket Portal](https://help.kobas.co.uk/tickets) Open main navigation Close main navigation - Top Articles Show submenu for Top Articles - [🖨️ Printer Issues](https://help.kobas.co.uk/printer-troubleshooting) - [💻 Tills, KDS & UPS Issues](https://help.kobas.co.uk/till-ups) - [📱MPoS (tablet) Issues](https://help.kobas.co.uk/mpos) - [🌐 Network Issues](https://help.kobas.co.uk/network-troubleshooting) - [Log into Kobas Cloud](https://login.kobas.co.uk/) - [Ticket Portal](https://help.kobas.co.uk/tickets) - English Show submenu for translations - [More support](https://help.kobas.co.uk/kb-tickets/new) How can we help you? - There are no suggestions because the search field is empty. 1. [Knowledge Base](https://help.kobas.co.uk/?hsLang=en) 2. [Professional Services](https://help.kobas.co.uk/professional-services?hsLang=en) 3. [Food Halls & Vendors](https://help.kobas.co.uk/professional-services?hsLang=en#food-halls-vendors) January 25, 2026 # Setting up new traders ## This document details the process for our Food Hall clients when their Traders change, to reflect that change in Kobas. ***Who can use this feature:** ![:first\_place\_medal:](https://a.slack-edge.com/production-standard-emoji-assets/14.0/apple-medium/1f947@2x.png)Accounts on the **Food Hall** bands. ![:closed\_lock\_with\_key:](https://a.slack-edge.com/production-standard-emoji-assets/14.0/apple-medium/1f510@2x.png)Users with access to various **Administration** permissions.* **Is this relevant to me?** This article is written for our Food Hall style venues, who operate on a central server set up. If you are unsure if this applies to you, check with your Kobas champion. Otherwise, speak with the [Support Help Desk](mailto:support@kobas.co.uk), Account Manager or Implementation Co-ordinator if you are unsure. #### Jump to: - [What changes need to happen](https://help.kobas.co.uk/trader-changes#changes) - [What information you need from the Trader](https://help.kobas.co.uk/trader-changes#info) - [What you need to do](https://help.kobas.co.uk/trader-changes#you) - [Contacting Kobas](https://help.kobas.co.uk/trader-changes#contact) - [**When a trader leaves**](https://help.kobas.co.uk/trader-changes#leaves) --- ### **What changes need to happen** Each of your traders operates as a “venue” in Kobas Cloud, which you can create and manage. The physical tills / iPads in the unit talk to one of your servers on site. When a change in trader happens, we need to tell the server that that those tills now send their information to a different venue within Kobas cloud. We don't make changes to a live server during your hours of business, to avoid any issues with live sales. For this reason, we plan the change in with a minimum of five working days notice. If you don't complete this process, Traders will have access to commercially sensitive and personal data from other Traders/companies and could result in a [GDPR](https://help.kobas.co.uk/gdpr?hsLang=en) breach. --- ### **What information you need from the trader** The below table gives you a basic outline of information to ask of your new trader to set them up correctly in Kobas: | **Headline** | **Detail** | **What it's used for in Kobas** | | --- | --- | --- | | Public contact information | Email, phone number and Social Media. ***The address has to be set to the Food Hall's address.*** If not, the trader will not appear in the Food Hall online. | [Venue](https://help.kobas.co.uk/manage-venues?hsLang=en)Settings (receipts) | | Staff information | Each member of staff that will need a log in. This could be a **Till User** and a **Concession Manager** account per Trader, or one per staff member. Kobas would always suggest each user has their own log in for accountability. Required details are: **Full Name, email, phone number, address**. Pay details need to be filled in, but we suggest putting zero hour contract and zero salary for staff not paid by the Food Hall. | [New Application](https://help.kobas.co.uk/adding-new-staff-to-kobas-cloud?hsLang=en) \> New Starter \> Current Staff | | Logo | **Format:** bmp, gif, jpg, jpeg, or png. **Size limit:** upto 6mb. **Note:** The logo will be adjusted to be 200px wide. **Use:** EPoS and Online Receipts, as well as the Online Ordering "Vendor Selector" page. | Venue Settings \> Sales & Marketing and Online Ordering | | Tax/VAT Number | Legal requirement to be presented on receipts. | Venue Settings \> Financial Settings | | Menu sections, items and modifiers | [Here](https://help.kobas.co.uk/hubfs/Trader%20Menu%20Items%20Sheet-1.xlsx?hsLang=en) is a spreadsheet we recommend passing to your traders for them to fill in their menus. You will need to know for EPoS Items: - Name, Public Name (for online ordering), Category (for menu sections online). - Eat in / Takeaway / Delivery price and tax rate. - Description and Image (optional, for online). - Allergens And for Mmodifiers: - Name, answers, price/allergen changes. Whilst trader menus are usually less complex, details of any [Discounts](https://help.kobas.co.uk/a-guide-to-discounts?hsLang=en)/[Promotions](https://help.kobas.co.uk/a-guide-to-promotions?hsLang=en), [Time Restrictions](https://help.kobas.co.uk/price-bands-time-restrictions?hsLang=en) or [Price Bands](https://help.kobas.co.uk/price-bands-time-restrictions?hsLang=en) required. | [EPoS Item](https://help.kobas.co.uk/plu?hsLang=en)'s, [Categories](https://help.kobas.co.uk/lead-types-categories?hsLang=en) and [Modifiers](https://help.kobas.co.uk/modifiers?hsLang=en). | --- ### **What do you need to do?** These are the steps the Food Hall will need to take in order to implement the new trader: 1. Create a new venue in cloud, and copy the **Till**, **Preparation** and **PDQ** information from the venue which has closed (as the hardware will remain the same). 2. Fill in the **Details**, **Sales** & **Marketing**, **Financial Setting**s and **Online Ordering** tabs with the information from the trader (see above). 3. Create user accounts (at least one with ability to manage PLU's etc) and send these to the trader. 4. Add EPoS Items and Modifiers, and then create a new **Menu** and add the **EPoS Items** to the menu. 5. Send appropriate training links (below) to the traders. - [https://help.kobas.co.uk/trader-training-data](https://help.kobas.co.uk/trader-training-data?hsLang=en) - [https://help.kobas.co.uk/trader-training-settings](https://help.kobas.co.uk/trader-training-settings?hsLang=en) 6. Make contact with Kobas (below). --- ### **Contacting Kobas** Kobas will need five working days’ notice to complete this change. Note we will also ask for the Kobas Venue ID number of the venue you have created. This can be found by going to Administration \> Sales Budget \> “your venue ID numbers”.  **Action:** Once you are ready use the **Chatbot** at the bottom of this page to request the change. Make you select **No** to the EPoS urgent question \> **Existing Customer** \> **Kobas to make a change** \> **Trader Move.** - The trader who is closing: Name and Venue ID - The date and time this trader ceases trading - New trader: Name and Venue ID - The date and time this trader begins trading - Confirmation that the the above steps have been taken. **Note:** Any inaccuracies or changes to the above information will cause delay. If a new trader begins to trade before this process is complete, there is a charge to rectify the data in your account. --- ### When a trader leaves [Account Hygiene](https://help.kobas.co.uk/account-hygiene?hsLang=en) is a very important concept to understand when maintaining your Kobas account. Lots of inaccurate, unused and outdated data will lead to performance issues and increased human error. Therefore, when a trader has ceased trading, you should: - Delete their Modifiers, EPoS Items, Discounts and Price Bands. - Delete their Menus, and any specifically created Menu Pages. - Mark any staff profiles as [Exited](https://help.kobas.co.uk/staff-profile-explained?hsLang=en). - Put an End Date on their Venue in **Administration \> Venues**. - Begin the [**What do you need to do**](https://help.kobas.co.uk/trader-changes#you) process above (even if you don't have a trader confirmed) by creating a new Kobas Venue, copying over the Till, Printer & PDQ information and contacting Kobas. This means when you do have a new trader you can simply fill in the rest of the information and get them started.   **Training pages for traders:** - [Instructions for Traders to manage their own data](https://help.kobas.co.uk/trader-training-settings?hsLang=en) - [Instructions for Traders to manage their own settings](https://help.kobas.co.uk/trader-training-settings?hsLang=en)   - [Updates and Help](https://help.kobas.co.uk/updates-and-help?hsLang=en#main-content) - [Hospitality tips and advice](https://help.kobas.co.uk/updates-and-help?hsLang=en#hospitality-tips-and-advice) - [Updates](https://help.kobas.co.uk/updates-and-help?hsLang=en#updates) - [Troubleshooting](https://help.kobas.co.uk/updates-and-help?hsLang=en#troubleshooting) - [Professional Services](https://help.kobas.co.uk/professional-services?hsLang=en#main-content) - [Kobas Online Learning](https://help.kobas.co.uk/professional-services?hsLang=en#kobas-online-learning) - [Onboarding](https://help.kobas.co.uk/professional-services?hsLang=en#onboarding) - 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