Setting up the Kavapp system for a food establishment

The QR menu is the electronic version of a venue’s menu, accessible via a QR code. Customers can view up-to-date food and drink items, prices, and promotions without printed materials.

Thanks to the QR menu, customers gain quick and convenient access to information, which improves service and increases loyalty.

Benefits of the QR menu:

• Instant assortment updates.
• Easy access to the menu without additional apps.
• Faster service.
• Reduced printing costs.

The QR menu is part of the Kavapp automation system and is included in the L tariff plan.

How it works:

1. The administrator sets up the menu in the Kavapp Admin personal account.
2. The system generates a QR code for the venue.
3. The QR code is printed and placed in accessible areas: tables, cash desk, order pickup zone, entrance area, advertising stands, and on the venue’s website.
4. The customer scans the code with their smartphone camera and instantly accesses the menu in the browser.
5. Any changes to the menu are automatically reflected in real time.

• Any changes (prices, new items, promotions) are instantly reflected in the QR menu.
• Customers can view the menu before visiting the venue or on-site.
• No need to install additional apps – the menu opens in the smartphone browser.

1. Register a personal account in Kavapp Admin via the link admin.kavap.
2. Set up the menu for your point of sale. To do this, add items via the side menu Admin → Menu → Drinks/Recipe cards/Preparation → Add drink/recipe card/preparation.
3. When creating the Drinks / Tech Cards / Preparations sections, activate the “Use in QR Menu” option — additional fields will appear for parallel menu completion.
4. If you have already completed the database and are now moving on to menu setup, go to the "QR menu" section and configure it. It is located in the vertical side menu Kavapp Admin → Menu → QR menu.

At this stage, the administrator sees a list of all points of sale (establishments) for which the QR menu can be activated and configured. This is done in the section QR menu → Establishment data.

Main functions in this section:

1. View all available points of sale (establishments)

This section displays basic information for each establishment:

• Establishment name — copied from the settings in the "Points of sale" section.
• Address — also imported from the point of sale settings.
• QR menu status — the "Enable QR menu" toggle allows you to quickly activate or deactivate the QR menu for a specific location.

2. Viewing and managing the QR menu

For each individual establishment, you can perform the following actions:

• View menu — preview the menu as it will appear to the user.
• Download QR code — downloads an image of the QR code that can be printed and placed in the establishment for customers to scan. You can also customize the appearance of your QR code here.
• Edit — opens the edit form for the establishment information (name, address, image, etc.). By clicking the camera icon, you can upload a logo or interior image to display in the QR menu.

3. Enabling the QR menu for a specific establishment

You can enable the QR menu using the toggle located in the top right corner of each establishment block.

• If the "Enable QR menu" toggle is activated, the menu for this establishment will be available to customers via the corresponding QR code.
• If the toggle is deactivated, the QR menu will be unavailable even if it has been configured.

At this stage, the initial structuring of content for the QR menu takes place — categories and subcategories are created, into which product items (drinks, goods, etc.) will later be added.

This is an important step for building logical navigation in the establishment’s menu.

Key elements

1. Categories

A category is a main group that combines items of a specific type (for example, "Drinks", "Products", "Goods"). Each category is a separate clickable block.

• Clicking the "Add category" button opens the form for creating a new category.
• Next to each category, there is an ✎ (pencil) icon — clicking it allows you to edit the category name.

2. Subcategories

Each category can contain several subcategories. They help to further organize the menu structure. For example, within the "Drinks" category, there may be subcategories such as Coffee, Tea, Smoothies, etc.

• Each category displays a separate section with subcategories.
• Clicking the "Add subcategory" button (with the “+” icon) allows you to create a new subcategory.
• The ✎ icon next to the subcategory name allows you to change its name.

Important notes:

• All categories created at this stage will later appear in the menu content interface — this is where drinks, goods, preparation batches, etc. are added.
• Categories and subcategories affect how the menu is displayed in the client QR interface: the clearer and more logically they are set up, the easier it is to find products in the menu.
• The names should be clear and correspond to the establishment’s assortment.

At this stage, the administrator defines specific items for the QR menu and distributes them into the corresponding categories and subcategories created earlier.

This is also where descriptions, labels, and allergens are added. If necessary, items can be filtered by groups or by their source of addition.

Interface and filtering 

At the top of the window, the following filters are available:

• Group — corresponds to item groups created in the section Side Menu → Menu → Menu Groups. For example: Drinks, Products, Pastries, etc.
• Subgroup — corresponds to subgroups created in the section Side Menu → Menu → Menu Subgroups. For example: Latte, Americano.
• Filter — allows you to display only the items that were added to the corresponding section of the system:
  • Drinks
  • Recipe cards
  • Goods
  • Preparation
• Search — manual search by product or item name.

Linking items to the QR menu: 

After selecting an item using the ✔️ checkbox, the editing form opens. There you can configure the following parameters:

• Category — selected from the existing menu categories.
• Subcategory — belongs to the selected category.
• Description — a short description of the product that will be visible to customers.
• Label — available options:
  • No label
  • Bestseller
  • Promotion
  • New
  • Seasonal offer
  • Offer of the week

Labels and allergens 

Using the "Add labels and allergens" button, you can:

• Select existing labels or create new ones (e.g., Hot drinks, Test label).
• Assign allergens that may be important to display in the menu: Gluten, Milk, Peanuts, Honey, etc.

After making changes, click the "Save" button, and the item will be added to the QR menu in the appropriate structure.

At this stage, you can view, edit, and structure the already created QR menu for each establishment.

This is where the administrator sees the full hierarchy of categories, subcategories, and items, and can change the display order or limit availability by time.

Main interface elements

1. "Points of sale" filter

Using the dropdown list, you can select a specific point of sale or view the menu structure for all establishments.

Note: it is currently not possible to configure completely different menus for different points of sale. You can only disable selected items, but the menu structure remains shared for all establishments in your network.

2. List of categories and subcategories

On the left side of the window, a tree-like menu structure is displayed:

• Main categories (e.g., Drinks, Products, Preparation)
• Nested subcategories (e.g., "Salads", "Borscht") that belong to a specific category
• Each item has a "dots" icon — this means the elements can be moved using drag-and-drop to change their order.

3. "Add item" button

Clicking it opens the "Filling the menu" screen, where the administrator can link a product item to a specific category and subcategory.

4. Creating new menu elements:
+ Add category — opens a form where you need to specify:

• Category name.
• Image (optional).
• Validity time — on which days and at what hours this category will be visible to customers in the QR menu.
• Validity time allows you to create temporary menu sections, for example: Breakfasts until 12:00, Special Friday offers, Lunches from Monday to Friday.

+ Add subcategory — a subcategory has almost the same form as a category. The difference is that it cannot include an image and contains an additional field to select which category the subcategory belongs to.

You can also activate the “Availability” switch next to each item displayed in the tree structure of the menu. If it is turned off, the menu item will appear grayed out and inactive.

This is a convenient feature if an item is temporarily unavailable, for example, due to a lack of ingredients.