Back Office User Guides
Contains all user guides for the Virtuo back office
52 articles
Getting Started
Introduction to the Back Office for new users
- Products and Categories ManagementLearn the basics of product and category management in the Back Office, including how to add, edit, and organize your menu items.4 articles
- Menu Customization & Add-onsLearn how to use Modifiers, Remarks, and Courses to add customization, handle special requests, and control meal pacing—all from the Back Office.4 articles
User & Employee Management
Learn how to create POS employees, manage roles and permissions, and understand the difference between Back Office users and POS staff. This section helps you control who can access what—both at the POS and in the Back Office.
- Logging in with an employee card (mag card)Let staff swipe a card to log in instead of typing a PIN
- 👤Create and Edit POS EmployeesLearn how to add new employees who will use the POS, assign them a role, and set preferences like language and dominant hand.
- 🛡️Manage Roles and PermissionsControl what employees can see or do in the POS by assigning them to roles with specific permissions.
- 📋All POS Permissions ExplainedFull list of POS permissions by category with clear explanations. Use this guide when creating or editing employee roles.
- ⚖️Company Admin (Back Office User) vs POS Employee – What’s the Difference?Learn the difference between POS employees and Company Admins, and when to use each for operations or system management.
- ⏱️Punch Clock - WorkstationWorkstation | Updated November 2025
- 🎓 Training ModeBack Office + Workstation | Updated November 2025
Restaurant Configuration
All configuration related to your physical restaurant,such as floor plan
- 🪑 Seating Sections & TablesCreate seating sections and assign tables to organize your dining room.
- 🗺️ Floor Plans BuilderThe Floor Plans Builder lets you create a visual map of your restaurant floor.
- 📍 Revenue CentersConfigure different ordering contexts and manage product visibility across your restaurant
Reports
Get insights from your operations. Analyze sales, employee activity, and POS usage with detailed reports to help you run your business smarter.
- Employee Timesheets ReportTrack, edit, and export working hours for all your employees—directly from your Back Office.
- POS Reports - End of Shift (User Reports)Access detailed end-of-shift reports by employee, including sales, tips, payments, voids, and reconciliation.
- POS Reports - Global ReadingReview sales, tips, and payment reports generated in the POS. Use this screen to search past Global Reading reports
- POS Invoices ReportUse simple filters like date, employee name, or table number to quickly find specific invoices and export them as needed.
- Category Sales ReportTrack product sales by category and monitor which parts of your menu perform best—day by day.
- Sales Per Product Per Employee ReportSee how many items each employee sells, with breakdowns by category and product to help you monitor performance and boost sales.
- Tip Declaration Per Employee ReportTrack tips earned by each employee, compare against sales totals, and identify what needs to be declared for payroll and tax reporting.
- Sales Per Product ReportTrack the number of items sold and revenue generated for each product across your entire location—organized by category group and category.
- Discount ReportView all discounts by day with amount, type, and who applied them—helping you monitor staff usage and prevent misuse.
- Voids, Refunds & Corrections ReportReview all deleted, refunded, or corrected items to monitor staff activity and ensure accountability.
- Sales & Revenue ReportGet a complete overview of your POS activity for a selected day, including what was sold, how it was paid, and how much revenue you earned.
- Employee Labor Cost ReportGet a real-time view of your team’s labor cost vs. sales. Track productivity, staffing efficiency, and labor % at a glance.
Promotions & Discounts
Everything you need to create and manage discounts from your Back Office — apply promotions to specific items or entire orders with full control over availability and configuration.
- 💵 Create an Order DiscountCreate order-level discounts with minimum spend rules. Ideal to boost sales, increase ticket size, and reward high-value guests.
- 🏷️ Menu Labels in the Back OfficeUse labels to include or exclude products from promotions — without changing your menu. Set them up directly in the Back Office.
Organization-Level Configuration
Where you manage all your organization configuration if you're a multi-location operator
- 🍽️ Global Menu ManagementGlobal menus are menus created and managed at the organization level. A company location can be set to use a global menu, at which point the organization controls the menu…
- 🌐 Global Invoices Report (Multiple Locations)View POS invoices across all the locations in your organization from a single branch-level report, with date and location filters, CSV export, and print.
- 🌐 Global Menus & Product Availability (Multi-Location)Manage menus centrally across locations with global menus, mark products out of stock in the Back Office, and track availability with the Menu unavailability report.
- ⚙️ Global Menu SettingsThe Global Menu Settings page does two things: it is where you create and manage the organization's global menus, and it controls which menu fields company locations are allowed to…
- 👤 Organization Users & RolesThe Users section of the organization back-office manages three things: organization-level admin users, POS employees across all locations, and POS user role definitions that can be assigned to those employees.
Integrations
Set up and manage third-party integrations such as gift cards, online ordering, and inventory partners.
- 🎁 Gift Cards & LoyaltyConnect a gift card or loyalty provider, enable the components in the Back Office, and use gift cards and loyalty at the POS.
- 🛎️ External Ordering (UEAT)Connect third-party online ordering (UEAT) to your POS: set up services, check printers and revenue centers, control kitchen-print timing, and handle external orders at the POS.
- OpenTable IntegrationConnect OpenTable to sync reservations and sales, and view your reservations in the POS.