POS configuration: cash registers, product visibility, and member search

In this article you will learn how to set up the cash registers for your studio, control which products appear in the POS interface per facility, configure the member search behaviour, and combine these settings with EAN scanning so staff can sell quickly.

Contents

• Prerequisites
• Cash register setup per studio
• Permissions that shape what staff see
• Control product visibility per facility
• Organise the product grid with product groups
• Configure the member search filters
• Combine EAN scanning with the grid
• Cross-facility sales
• Common pitfalls

Fast lane

1. Confirm at least one cash register exists for the studio under Settings / Cash registers. Add new registers (front desk, secondary till, vending) if needed.
2. Assign the right cash register permissions to each role under Settings / Resources / Roles. See New cash register permissions for the granular permission map.
3. For each product variant, decide which facilities can sell it under Settings / Product management / Products. Untick facilities where the variant should not appear.
4. Group products into Product Groups (Drinks, Supplements, Retail, Quick Sell) so the POS grid is scannable.
5. Verify the member search filters (Checked-in, Members only) reflect your studio's preferred default. Staff toggle state persists per user profile after the first change.
6. For barcode-scannable items, fill in the EAN field so staff can scan instead of clicking through the grid.

Prerequisites

• Permission: Configure cash registers for register setup; Configure products for product visibility and Product Groups; Manage roles for permissions. All assigned in Settings / Resources / Roles.
• Studio operating company configured: cash registers cannot be activated without a complete operating company (legal name, address, tax IDs). Configure under Settings / Studio / Operating company first. Missing data is reported by the system with specific errors when you try to use the register.
• Products and variants already created: product visibility and Product Groups assume the catalog exists. Create products first under Settings / Product management / Products.
• Hardware connected (optional): cash drawers, barcode scanners, receipt printers, and card terminals are configured outside this article. Make sure they are paired before tuning the POS layout.

Cash register setup per studio

Each studio can run one or several cash registers. A cash register is the legal till entity; sales, cash deposits, cash withdrawals, and closures are scoped to a specific register.

To add or edit a cash register:

1. Open Settings / Cash registers.
2. Use the three-dot menu and click Add cash register.
3. Enter a clear name that tells staff where the register is ("Front desk", "Protein bar", "Vending kiosk").
4. Save. The new register appears in the list and is selectable in the POS interface.

When staff start a sale, they first pick the register they are using. The choice sticks for the session and drives the cash journal entry. To work with a different register, staff use the register switch action in the POS top bar.

A register cannot be deactivated while it has open cash journals. Close any pending journals before retiring a register. The system blocks deactivation otherwise with "Deactivating this cash register is currently not possible. Please contact our support."

Permissions that shape what staff see

Cash register permissions are granular. The most relevant ones for layout and visibility are:

• Use cash register: the baseline. Without it, the staff cannot open the POS at all.
• Change cash register: lets staff switch between registers during the session.
• Display current cash register balance: shows the running cash total. Hide it from staff who should not see till totals.
• Sale of individual articles: lets staff sell on-the-fly items that are not in the catalog. Useful for free-form sales but creates audit gaps; keep it off for general staff and on for managers only.
• Discounts on sales and shopping cart: lets staff apply discounts. Keep this restricted to roles that own pricing decisions.
• Give an article as a gift: lets staff zero out a single item. Often paired with manager approval workflows.
• Reverse cash receipts: lets staff cancel a posted receipt. Restrict this to managers; the action is fully audited but should not be casual.
• Payment method permissions: per-method toggles (Cash payment, Direct debit, EC card payment, Pay later) decide which payment methods staff can choose at checkout.

For the full permission map see New cash register permissions, set up more precisely.

Control product visibility per facility

Product variants are configured centrally but you can decide per facility whether they appear in the POS:

1. Open Settings / Product management / Products.
2. Select the product, then open the variant via the three-dot menu and click Edit variant.
3. Scroll to the facility selection. Untick any facility where this variant should not be sold.
4. Save. The variant disappears from the POS grid and the EAN search in the unticked facilities.

Use this to:

• Hide products that are sold out at one studio without affecting other studios.
• Carry regional or seasonal items only at the studios that stock them.
• Prevent staff from selling protein supplements in studios where the local licence does not allow it.

Facility visibility is independent of stock tracking. A non-stockable service can still be hidden in selected facilities; a stockable variant that runs out of stock in a facility stays visible (with a stock warning) until you explicitly untick it.

Organise the product grid with product groups

The POS grid is structured by Product Groups. To keep the grid scannable for fast service:

1. Open Settings / Product management / Product groups.
2. Create groups that reflect how staff sell (Drinks, Supplements, Towels, Retail, Quick Sell).
3. Assign each product to its primary group on the product detail page. Without a group, the product still appears in the "All" view but does not surface in any group tab.
4. Keep a "Quick Sell" group as the first tab and put the top-selling items there. This reduces the number of taps for the busiest part of the day.

The system does not currently support drag-and-drop sorting of individual products within a group or a stock-level-based reordering. Products within a group are shown in a fixed order (most commonly by creation date or alphabetic). If you need a specific sequence, prefix the product name with a number ("01 Espresso", "02 Cappuccino") to control sort order alphabetically.

Configure the member search filters

The POS member search panel filters the member list with two toggles by default:

• Checked-in: limits the results to members currently checked into the facility. Useful at peak times to find the member who just walked in.
• Members only: limits the results to active contract holders, excluding leads and archived members.

The toggle state persists per user profile. Staff who switch one of the toggles off keep that state across sessions until they switch it back. There is no global setting to define a different organisation-wide default; the persisted preference per user is the closest equivalent.

If you want all staff at a studio to use the same default, brief them during onboarding. As an alternative, route new staff through a short SOP that includes "open POS, set search filters, log out" so the persisted state is established from day one.

For the Sales Tool (contract conclusion, not POS sales), the Search mode field controls a similar choice between a broad search and a restricted search. Configure under Settings / Membership signing / Sales Tool configuration.

Combine EAN scanning with the grid

EAN scanning is the fastest way to add a product to a sale. To make scanning work:

1. Open the product variant in Settings / Product management / Products and fill in the EAN code field. The EAN must be unique across all variants in the tenant; the system rejects duplicates with "The EAN is already assigned."
2. At the POS, place the cursor in the search field at the top of the centre panel and scan with the barcode scanner. The product is added immediately to the cart.

For products with multiple variants under the same parent (different flavours, sizes), the system prompts for the specific variant on scan if the EAN matches the parent only. To avoid the prompt, give each variant its own EAN.

Once EAN scanning is in place for the high-volume items, you can omit those items from the visible product grid if you want a leaner layout. Untick the facility flag if they should not appear, or untick the product group assignment. Scanning still works regardless of grid visibility.

For the full barcode workflow see EAN, Article Number, and barcode scanning at POS.

Cross-facility sales

When a staff member at Studio A sells to a member registered in Studio B, the sale must be allocated to the right facility for revenue reporting:

1. The POS shows the member's home facility on the member panel.
2. Staff can use the facility filter at the top of the screen to switch the selling facility context if needed.
3. The cash journal records the selling cash register's facility, not the member's home facility. Revenue reports separate the two so you can analyse both views.

If you operate several facilities under one operating company and want a member from Studio B to walk into Studio A and use their existing balance, ensure that the consumption credit feature is enabled organisation-wide. Cross-facility credit usage is part of the consumption credit configuration and is independent of the POS layout described here.

Common pitfalls

• Product appears in one studio but not in another. The variant has a missing facility tick. Open the variant and add the facility to the visibility list.
• EAN scan does nothing. The EAN field is empty or set on a different product. Verify the EAN on the variant and confirm the search field has focus before scanning.
• "The EAN is already assigned." The same EAN is already on another variant. Use a different code or archive the conflicting variant first.
• Member search returns nothing although the member exists. The Checked-in or Members only toggle is excluding them. Switch the toggle off and try again.
• Default filter state cannot be set centrally. The system uses per-user persistence, not an organisation-wide default. Brief staff during onboarding so everyone starts with the same setting.
• Cash register cannot be deactivated. Pending cash journals on the register block deactivation. Close the journals first.
• Product grid is messy. Products are without a group or scattered across too many groups. Reduce to 4 to 6 groups, put the top-sellers in a "Quick Sell" group, and prefix names with a number if you need a specific order within a group.
• Sales accidentally booked on the wrong register. Staff started the session on the wrong register. Use the register switch action in the POS top bar before the next sale; do not adjust the past entries unless you reverse the receipts.