This guide explores the processes within Kobas for managers to complete in the day-to-day operation of the business.
Last updated 04 May 2023
Kobas is a comprehensive management system for the hospitality industry, and it follows that there are several processes to understand and implement. This article looks at each element of the system, gives you a basic overview of the operation, and directs you to further in-depth articles where appropriate.
- Daily Tasks and Administration
- Staff, Rotas & HR
- EPoS set up & Stock Introduction
- Stock 1: Setting up and logging
- Stock 2: Counting and analysis
- EPoS training for managers
- Your customers
- Business insights (reports)
The general caveat applies, that Kobas is fully customisable, and each of our clients uses the system differently. Therefore, the processes and sections in this guide may not be accessible to you or may appear slightly different, depending on your company settings and user access level.
Have a read of our glossary as you work through this training.
We recommend the Training for all users be completed prior to this session. This covers accessing our systems and basic operation and navigation.
Daily Tasks and administration
There are several settings and processes within Kobas that you will need to become familiar with. The Training for Administrators covers the setup of these, and the Glossary explains our definitions. You will be introduced to the relevant aspects as we go through the training.
Daily Tasks is the overarching term in Kobas covering Opening, In-Shift, and Closing Tasks. These are customisable to each venue. For venues that create revenue, Opening and Closing Tasks are mandatory. It is how the Till Z-Read is reconciled (the process where you declare actual takings against the tills theoretical takings), record hours worked, and several other elements. If you choose not to complete Daily Tasks, not all of your reports will show correctly.
|Completing your Daily Tasks
|This page contains video walkthroughs on how to complete Opening, In-Shift, and Closing tasks. It is important all staff opening and closing the venue have the appropriate user access and knowledge to complete these tasks.
|Banking and Receiving your Cash
|Kobas can help you track your Cash Bags after they have been declared, through to banking and appearing in your account.
More information on each element of the Daily Tasks workflow can be found in the Compliance Check section of the Knowledge Base.
Staff, Rotas & HR
Kobas offers a full staff management pillar within the system, aiding efficiency and cost-saving by managing all aspects of your operation in one place. The journey begins with an applicant applying for a hosted job, then progressing to a staff member with a profile. Rotas, time off, training, appraisal and HR processes (including staff exit) can all then be managed within Kobas.
|Adding new staff to Kobas
|This article explains the process for adding a new applicant/ or staff member to the system.
|Staff HR profile explained
|This article explores the staff profile and the use of all of the various HR elements.
|Your Kobas hosted recruitment portal
|Here we look at the functionality of using the Kobas hosted recruitment portal.
|Creating a rota and templates
|Look at how to create rotas, including the creation of rota templates.
|Managing time off
|Following on from the Training for All Users look at requesting time off, we look here at how to manage the team's time off.
|Authorising hours and exporting payroll
|This article explains the process for hours approval and exporting payroll.
|Labour financial analysis
|This article explores how visible labour costs are within Kobas and where to find different information formats.
More information on Staff and HR can be found in the Teams section of the Knowledge Base.
EPoS Set up & Stock introduction
We are going to look at the two central elements to your Kobas system: EPoS which will allow you to sell items efficiently and quickly, and your Stock Management system. Whilst some of our clients choose not to use the Stock Management element of the system, we will walk you through some elements simultaneously, as they are intrinsically linked.
|An introduction to Kobas Stock and EPoS
|This article explores the terminology and setup within Kobas for Stock and EPoS items. It is important that you understand the relationships between the various elements.
|EPoS Item (PLU) properties
|Here we look at how to create and manage EPoS Items (also known as PLU's) that are needed to sell items on the till and the CIC. This includes allergen and dietary profiling.
|Menu pages and administration
|This page looks at the creation of menu pages, and EPoS menu administration within the cloud.
|Here we introduce the Modifier to you and how to edit, create and apply these to EPoS items.
|Features that allow price and availability changes
|This page explores the different ways in which you can change the price and availability of EPoS items based on loyalty, time, and day. This includes discounting.
|Customer Facing Screens
|Here we explore how to create presentations for use with CFS.
|Good Account Hygiene
|Having too much unused and inaccurate information in your account can lead to human error, data non-compliance, and poor performance of your account.
Stock 1: Setting up and logging
The idea behind managing stock within Kobas is to create a virtual, entirely accurate, picture of how the stock is moved in your business (your theoretical values), and then to compare this to what is actually in stock (your actual values). If your stock movements (deliveries, transfers, sales, and wastage – every time something enters or leaves your venue) within Kobas are accurate, and the stock usage in the venue is managed exactly as designed, there should be no difference between the two.
In reality, there are usually some variances, which can then be investigated to help highlight where there may be issues in your operations.
|Here we guide you through setting up and managing stock suppliers, which need completing before creating Ingredients.
|Creating and managing Ingredients
|This article explores the creation, management, and properties of a Stock Ingredient within the Kobas Stock Management process.
|Creating and managing Batches
|This article explores the creation, management, and properties of a Stock Product within the Kobas Stock Management process.
|Recipes in EPoS Items and Modifiers
|The next step is central to using the stock system, and that is ensuring that all of the correct ingredients and batches are linked to all EPoS Items, and to Modifiers.
|Placing orders within the Kobas stock system
|This article explores how to place orders with external suppliers (including automated emailing), place internal transfer requests, and log credit notes. We also look at the stock level predictor.
|Receiving a delivery within Kobas
|Receiving the Delivery is a separate action to placing the Order within Kobas. This essentially is a confirmation of what has arrived.
|Recording other stock usages in Kobas
|Not all stock is used through items that are sold, this article explores how Kobas can account for items wasted, and given out for free.
Stock 2: Counting & Analysis
This session relating to stock looks more in-depth at the counting, analysis, and investigation of stock variances. We understand that tight stock control is important to many of our clients.
|Completing Stock and Line Checks
|The latter end of the Stock Management process involves counting the stock in venue for the actual stock figure using Stock Checks.
|Stock reporting and analysing variances
|This article walks you through our stock reporting suite and understanding and investigating your stock variances.
|Gross Profit calculations
|Here we explain how we calculate Gross Profit and where the common data quality issues that adversely affect it.
EPoS training for managers
Kobas EPoS is the bread-and-butter of our offering, and it facilitates smooth and efficient service in your venues.
We offer our EPoS function on three platforms:
- Physical Tills are supplied by Kobas using our trusted partners.
- Mobile Tills are hosted on iPads, which you will need to purchase. You can set these up yourself following these instructions.
- Virtual Tills are available, where the till can be accessed on any device that can connect to the internet. This solution isn't simple and has limitations. You can read more about it here.
|This page explores the basic functions of our EPoS function.
|EPoS for Managers
|This page explores the management functions of our EPoS.
There are further articles in the Knowledge Base that explore areas in more detail. Head over to the "In-venue" category, where you'll find articles on matters such as more information on Gratuity, and understanding your Z-Read in further detail.
Kobas offers you the ability to integrate with your customers directly through an online web portal that we host on your behalf called your Customer Interaction Centre (CIC). The elements of the CIC are:
- Online Ordering (at table, for collection, or delivery) including Multi-Venue Ordering (MVO).
- Customer-facing Allergen Identifier
- Customer Loyalty Reward Scheme (including Loyalty Campaigns)
- Your recruitment portal (see the Staff & HR section above)
Kobas can also manage your customers' Reservation Bookings, but this is not through the CIC.
|Customer Portal: the customer journey
|This article is from Training for all users and walks you through how the CIC looks and works for your customers once active.
|Online Ordering: Venue Settings
|This article explores how to customise your online ordering settings, including considerations for Multi-Venue Ordering.
|Customer-facing allergen identifier
|This article explores how the customer-facing allergen identifier works, and how to set up and maintain the information.
|Kobas loyalty offering
|Here we look at what our loyalty rewards scheme can offer for you and your customers.
|Automated birthday emailers
|Clients are able to set up their own automatic emails to customers in the lead-up to their birthday and attach a specific discount.
|Clients can provide their customer's incentives to make purchases with extra loyalty points, or specific discounts.
|This page introduces the Kobas Reservation pillar and links further to instructions on creating and managing reservations.
|This page explores the configuration, management, sale and redemption of Gift Vouchers within Kobas.
Instructions on how to set up your CIC web portal and the required integration and stripe settings can be found in the Training for Administrators.
Further articles pertaining to your customers can be found in the Customers section of the Knowledge Base, including online ordering through our third-party partner Preoday.
Business insights (reports)
From one business operator to another, we at Kobas understand the importance of having timely access to accurate and clear information pertaining to your business. We currently split our reporting into five business areas, of which you can read more detail below. Reporting is found in the cloud by going to Reports in the cloud. There are several permissions around reporting, to ensure that your business information remains confidential.
|Here we look at the reports and exports around the loyalty scheme and reservation system.
|This article explores the costs spent on labour, against a number of other metrics, namely revenue.
|Reports that cover the recorded incidents, petty cash and various reports covering stock analysis.
|This report currently looks at one venue for one calendar year and displays comparable information.
|This collection of reports displays different metrics relating to your revenue in a variety of formats.
Go to Training for administrators where we explore settings and configuration.
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