Training for managers

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.

Jump to:

• 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)

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.

More information on each element of the Daily Tasks workflow can be found in the Compliance Check section of the Knowledge Base.

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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.

More information on Staff and HR can be found in the Teams section of the Knowledge Base. 

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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.

 

 

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Stock 1: Setting up and logging

This is the first session relating to Stock Management with Kobas. It is definitely worth making sure that you have checked out our Glossary and Introduction to Stock Management. 

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.

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.

 

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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.

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.

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Your customers

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.

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.

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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.

 

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