Shops are the organisational units of EPOS — each shop represents a physical selling location such as a bar, food stall, or merchandise stand. Within each shop, you create products (the items for sale), assign staff (the users who operate the shop via the EPOS Pro app), and track sales performance.This page covers the full lifecycle of managing shops and products from the admin panel.
The name displayed in the admin panel and EPOS Pro app. Supports multiple languages if your account has localisation enabled.
Send customer purchase emails
When enabled, customers receive an email confirmation after each purchase at this shop
Send staff purchase emails
When enabled, staff users assigned to this shop receive email notifications when purchases are made
Hidden
When enabled, the shop does not appear in the EPOS Pro app and is hidden from the admin shop list by default. Useful for deactivating a shop without deleting it.
A shop can only be deleted if it has no recorded sales. If you need to take a shop out of use but it already has sales history, toggle Hidden on instead. The admin shop list includes a filter to show or hide hidden shops.
Shops support internal questions — custom data fields filled out by organisers during shop setup. These are configured separately and appear on the shop creation form when available. Responses are included in EPOS reports.
Every shop needs at least one assigned user. Only assigned users (and super users) can access the shop in the EPOS Pro app and manage its products in the admin panel.To assign users when creating or editing a shop:
In the Shop users section, select the users you want to assign
Click Save
To manage users from the shop dashboard:
Navigate to the shop’s dashboard
Click Manage users
Select or deselect users in the modal
Click Save
If you need to assign a user who doesn’t have an account yet, click Create new user from the shop form or the user management modal. After creating the user, you’ll be returned to the shop form with the new user automatically selected.
Product pricing is set per currency. If your EPOS is configured with a standard currency (e.g. GBP), you set prices in that currency with optional tax band assignment. If you’re using a custom currency (e.g. tokens), processing fees are hidden since transactions aren’t in real money.
Field
Description
Price
The selling price in the EPOS currency
Tax band
The tax rate applied to the product (available for standard currencies)
Custom price
When enabled, staff can enter a custom price at the point of sale instead of using the fixed price
By default, EPOS products have unlimited stock. If you need to limit availability:
Disable the unlimited stock toggle
Enter the total stock quantity
The shop dashboard shows a capacity bar for each product indicating how many units have been sold against the total stock. When stock reaches zero, the product shows as sold out.
Products can also have internal questions — custom data fields that organisers fill in when creating or editing the product. These are separate from the shop-level internal questions and appear when configured for EPOS products.
Rather than creating a product from scratch, you can assign an existing EPOS product to a shop. This is useful when multiple shops sell the same item.
Navigate to the shop’s dashboard
Click Add product
Select from the list of available EPOS products
Click to assign
When you assign an existing product to a shop, the product appears in both shops. Changes to the product (name, price, etc.) from either shop can optionally update the product across all shops where it’s assigned, using the mass update feature during editing.
When editing a product that exists in multiple shops, the system detects related copies and offers to apply your changes across all of them. You can choose which fields to update in bulk and which to leave unchanged on the other copies.If there are many related products to update, the changes are processed in the background via a queue rather than applied immediately.
Click the delete button on the product list item in the shop dashboard
A product cannot be deleted if it has any recorded sales — the system displays: “You cannot delete an epos product that has sales.”
Deleted products can be restored from the shop dashboard using the trashed filter
Deleting a shop or product is a soft delete — the record is archived and can be restored. If you want to hide a shop without deleting it, use the Hidden toggle in shop settings instead.
