User Guide
Getting Started
This guide walks you through setting up Possfer for the first time -- from creating your account to taking your first order.
1. Registration and First Login
To get started with Possfer, visit possfer.com and click Start Free Trial.
- 1Enter your email address and choose a password.
- 2Confirm your email by clicking the link in the verification email.
- 3Log in with your credentials. You will be taken to the setup wizard automatically.
2. Setting Up Your Restaurant
The setup wizard will ask you for your restaurant details. This information appears on receipts and is required for tax compliance.
| Field | Description |
|---|---|
| Restaurant Name | Your business name as it should appear on receipts |
| Address | Full address including street, postal code, and city |
| Tax ID (Steuernummer) | Your German tax identification number |
| USt-IdNr. | VAT identification number (optional, if applicable) |
| Phone / Email | Contact details shown on receipts |
Tax ID Required
Your Steuernummer is required by German law to appear on every receipt. Make sure to enter it correctly during setup.
3. Creating Your Table Layout
Tables are the foundation of your POS workflow. Each table represents a physical table (or seat area) in your restaurant.
- 1Go to Dashboard → Settings → Tables.
- 2Click Add Table and enter a table number and seating capacity.
- 3Organize tables into sections (e.g., "Terrace", "Main Floor", "Bar") for easier navigation.
- 4Repeat until all your tables are added. You can always add or remove tables later.
4. Adding Menu Categories and Items
Your menu is organized into categories (e.g., "Starters", "Main Courses", "Drinks") and individual items within each category.
Creating Categories
- 1Navigate to Dashboard → Menu → Categories.
- 2Click Add Category, enter a name, and optionally choose a color.
- 3Drag and drop to reorder categories as they should appear on the POS screen.
Adding Menu Items
- 1Select a category, then click Add Item.
- 2Fill in the item name, price, and VAT rate (19% for dine-in, 7% for takeaway food).
- 3Set the printer target (kitchen or bar) so orders are routed to the right station.
- 4Optionally add modifiers (e.g., "extra cheese", "no onions") and allergen information.
VAT Rates
Possfer automatically handles VAT correctly. Dine-in orders are charged at 19%, takeaway food at 7%. Drinks are always 19% regardless of order type.
5. Creating Staff Accounts and Roles
Each staff member gets their own account so that all actions are tracked and attributed. Navigate to Dashboard → Staff to manage your team.
- 1Click Add Staff Member and enter their name and email.
- 2Assign a role (see table below).
- 3The staff member will receive an email invitation to set up their password.
Roles and Permissions
| Role | Permissions |
|---|---|
| Admin | Full access to everything: settings, reports, staff management, compliance exports, and all POS functions |
| Manager | Dashboard access, daily closing, reports, discount management, cancellations, and all POS functions |
| Waiter | POS terminal access: take orders, process payments, transfer tables. No access to reports or settings |
| Kitchen | Kitchen display only: view incoming orders, mark items as ready. No access to payments or settings |
6. PIN Codes for Quick Staff Switching
In a busy restaurant, waiters often share the same terminal. Possfer supports quick staff switching using PIN codes, so staff can log in and out in seconds without entering email and password each time.
- 1Go to Dashboard → Staff and select a staff member.
- 2Under PIN Code, click Set PIN and enter a 4-digit code.
- 3On the POS terminal, staff can now tap their name and enter their PIN to switch users instantly.
Tip
Each PIN must be unique across your restaurant. Choose PINs that are easy for staff to remember but not easy to guess.
Next Steps
Once your restaurant is set up, you are ready to start taking orders. Head over to the POS Terminal guide to learn how to use the order-taking interface.