Restaurant Self-Ordering System - CMS & Admin Setup

Overview

Guests scan a QR code on their table, browse the menu on their phone, add items and add-ons to a cart, and place the order. The kitchen receives the order by station. Guests install nothing. The Setup Page supports three admin levels across Desktop, Mobile, and Tablet devices for management, floor, and kitchen operations.

Note: All images shown in this document are provided for reference and illustration purposes only. They represent sample UI concepts and do not indicate the final or actual design/UI. The actual UI may differ based on the finalized design and implementation requirements.

Access Permission Matrix

1. Category Setup

This module is used to create and manage menu categories, menu items, dish details, nutrition information, and item options.

The Category Management section consists of the following pages:

1.1 Category List Page

The Category List Page displays all configured menu categories.

• View all categories in a list.
• View category details such as name-Ja, name-En, Image, Display Order, and Status.
• Edit existing categories.
• Create a new category.
  

1.2 Category Ordering Page

The Category Ordering Page is used to control the display sequence of categories in the customer-facing CategoryNav.

• Display all active categories.
• Drag and drop categories to change their order.
• Manually adjust the category order.
• Sort categories using available Sort options.
• The updated order is reflected in the customer-facing CategoryNav.

1.3 Category Configuration Form 

The Category Configuration Form is used to create or edit category information.

Business Rule: A category cannot be deactivated while it contains active published items.

2. Menu & Content Setup

This module is used to create, manage, customize, and display menu items for the ordering system.

2.2 Menu Item List

The Menu Item List displays all configured menu items and provides search, filtering, sorting, editing, and copying functions.

2.2.1 List Page Features

Feature	Description
Search	Search menu items by item code, name, category, or menu group.
Category Filter	Filter items by configured category.
Outlet Filter	Filter items by outlet.
Menu Group Filter	Filter by menu group such as Starters, Main Course, or Beverages.
Kitchen Filter	Filter items by assigned kitchen/preparation station.
Availability Filter	Filter by Available or Sold Out.
Status Filter	Filter by Active/Inactive items if applicable.
Sort	Sort by Name, Item Code, Category, Price, Preparation Time, or Availability.
Edit	Open the selected menu item for editing.
Copy	Create a new menu item using an existing item's configuration as the starting point.

2.2.2 Menu List

Column	Description
Image	Menu item image
Item Code	Internal POS/SKU code
Name (English/ Japanese)	Menu item name
Category	Assigned category
Menu Group	Reporting/kitchen grouping
Price	Selling price
Kitchen	Preparation station
Prep Time	Preparation time in minutes
Availability	Available / Sold Out
Action	Edit / Copy

2.2 Menu Item Setup

Creating or editing a menu item uses a step-based setup.

2.2.1 Step 1 — Basic Information

Basic information, pricing, availability, routing, and display information are configured here.

2.2.2 Step 2 — Portion Specs, Nutrition & Options (Add-Ons)

Step 2 contains the additional menu item information displayed on the food detail page and allows staff to configure customer customization options and add-ons.

A. Portion Specs & Ingredients

Field Name	Sub-Field	Data Type	Required	Validation Rule
specs.weightSize	—	String	No	Max 30 chars. Examples: 600g, 250ml, 5 skewers, 2 pieces.
specs.ingredients-Ja	—	Text	Yes	Comma-separated Japanese ingredients. Max 500 chars.

Warning: Nutrition data older than 12 months should be flagged for review.

B. Customization Options (Add-Ons)

A menu item can have multiple Option Groups. Each group contains one or more Option Items.

Examples:

• Rice Portion
• Cooking Style
• Sauce
• Add-ons

Option Group Configuration

Field Name	Data Type	Required	Validation Rule
id	String	Yes	Unique identifier. Example: opt-rice.
title	String	Yes	Option group name.
description	Text	No	10–400 chars.
selectionType	Enum	Yes	single_select (Radio) or multi_select (Checkbox).
required	Boolean	Yes	If Yes, customer must make the required selection before adding to cart.
minSelect	Integer	Yes	Minimum number of selections. 0 if optional 1 if required single-select.
maxSelect	Integer	Yes	1 for single-select ≥1 or null for multi-select/unlimited.

Option Choices & Rates

Field Name	Data Type	Required	Validation Rule
id	String	Yes	Unique identifier. Example: rice-large.
choicename	String	Yes	Choice name.
extraPrice	Integer (JPY)	Yes	Amount added to or subtracted from the base price. Examples: +100, 0, -50.
isDefault	Boolean	Yes	Automatically selected when the Food Detail page opens.

Default Selection Rule:
For a single_select group marked as Required, exactly one Option Item must be configured as the default.

Example

Rice Portion — Single Select — Required

Option	Price	Default
Regular	¥0	✓
Large (+100g)	+¥100
Small (-50g)	-¥50

Add-ons — Multi Select — Optional

Option	Price
Extra Egg	+¥100
Extra Sauce	+¥50
Green Onion	+¥30

Portion Specs & Ingredients → Nutrition Information → Customization Options (Add-Ons).

2.2.3 Step 3 — Allergens & Dietary Tags

Step 3 — Allergens & Dietary Tags
│
├── A. Allergen Information
│   ├── Allergen
│   └── Status
│       ├── Contains
│       ├── Free
│       └── Shared Equipment
│
├── B. Dietary Tags
│   ├── Vegetarian
│   ├── Vegan
│   ├── Gluten Free
│   └── Halal

Step 3 allows staff to configure allergen information and dietary tags for each menu item.

A. Allergen Information

Staff can define the allergen status of each applicable allergen for the menu item. Each allergen can have one of three statuses:

Mandatory Allergens

Based on Japan's Food Labeling Act and Consumer Affairs Agency guidelines, the CMS must support the following 8 mandatory allergens:

1. Wheat
2. Egg
3. Milk
4. Shrimp
5. Crab
6. Buckwheat
7. Peanut
8. Walnut

Shared Equipment Example

Peanut — Shared Equipment
The dish does not contain peanuts, but it is prepared using equipment that also processes peanuts.

Allergen Configuration

B. Dietary Tags

Dietary tags allow staff to identify whether a menu item meets specific dietary requirements. The CMS must validate the selected dietary tags against the configured allergen and ingredient information.

Dietary Tag Configuration

3. Combo Menu Setup

The Combo is an Ordering App concept only. It exists purely to help the guest select several related items together at a bundled price. 

3.1 Combo List Page

The Combo List Page displays all combos configured for the outlet.

Field	Description
Combo ID	Unique identifier of the combo
Combo Name	Combo name
Combo Description	Combo description
Availability	Effective date/time and applicable days
Status	Active / Inactive
Actions	View/Edit

3.2  CMS Setup - Combo 

Field Name	Data Type	Required	Validation & Input Constraints
id	String (slug)	Yes	Unique per outlet
comboName	String	Yes	1–30 chars
comboDescription	String	Yes	-
effectiveFrom	Date	No	Date from which the combo is available
effectiveTo	Date	No	Date until which the combo is available
startTime	Time	No	Daily start time
endTime	Time	No	Daily end time
applicableDays	Array ( checkbox )	Yes	Already defined 22 Sep 2026 — combo availability window.
isActive	Boolean	Yes	Whether the combo is available for sale

3.3 Combo Sub-Groups & Selectable Items

3.3.1 Combo Sub-Groups

Field Name	Data Type	Required	Description
id	String / Auto	Yes	Unique sub-group ID
title	String	Yes	Group name
decription	Text	Yes	-
selectionType	Enum	Yes	Single Select / Multi Select
minSelect	Integer	Yes	Minimum number of items guest must select
maxSelect	Integer	Yes	Maximum number of items guest can select
required	Boolean	Yes	Whether selection is mandatory

3.3.2 Selectable Items

Each Sub-Group contains the menu items that the guest can select.

Field Name	Data Type	Required	Description
itemId	Reference	Yes	Existing Menu Item selected from Menu Setup
itemName	Reference / Read-only	-	Automatically displayed from Menu Setup
standalonePrice	Integer (JPY) / Read-only	-	Automatically displayed from Menu Setup
comboPrice	Integer (JPY)	Yes	Price charged when the item is selected in this combo
isDefault	Boolean	No	Sets the item as the default selection

The Combo Setup page allows staff to manage the configured Sub-Groups and their selectable items.

Sub-Group Actions For each Sub-Group, staff can:

• Add Sub-Group
• Edit Sub-Group
• Delete Sub-Group
• Reorder Sub-Groups, if ordering is supported

Deleting a Sub-Group also removes the selectable-item configuration belonging to that Sub-Group.

Selectable Item Actions For each Sub-Group, staff can:

• Add Item
• Edit Item
• Delete Item
• Set as Default

Only the selected item configuration is removed when an item is deleted. The original Menu Setup item is not deleted.

3.4 Combo Strcuture

So the important relationship is:

The ¥120 remains the normal standalone price. The combo configuration only tells the system that when Jhol Momo is selected inside Combo 1, its price is ¥70.

Ordering app behaviour (guest-facing):

Example used throughout this section:

Combo 1 is built from two selectable groups. The guest picks one item from each group: 

Combo Sub-Group	Selectable Items (standalone price)	Combo Price (when chosen inside Combo 1)
Chicken Momo (pick 1)	Jhol Momo           - ¥120 Fry Momo             - ¥140 Steam Momo        - ¥130	Jhol Momo selected → ¥70
Soft Drink (pick 1)	Coca-Cola Fanta Mountain Dew	Mountain Dew selected → ¥80

Result: guest pays ¥150 for Combo 1 (¥70 + ¥80), instead of the standalone total the two items would otherwise cost.

4. Table & QR Security

The Table & Seating Setup is used to configure restaurant table information, seating capacity, floor location, and the security settings required for customers to access the table ordering session.

4.1 Table & Seating Geometry

This section defines the basic information and physical seating configuration of each restaurant table.

Field Name	Data Type	Required	Validation & Input Constraints	Description
Table Identifier	String	Yes	Must be unique within the restaurant.	Unique identifier used to identify the table.
Floor Zone	String / Dropdown	Yes	Must be selected from the configured floor zones.	Defines the floor or seating area where the table is located.
Seating Capacity	Integer	Yes	Must be a positive whole number.	Defines the maximum number of seats available at the table.
Restaurant Name	String	Yes	Must be a valid configured restaurant name.	Identifies the restaurant associated with the table.
Store Wi-Fi SSID	String	No	Maximum length based on system configuration.	Stores the restaurant's Wi-Fi network name associated with the table location.

4.1 Table QR Code & PIN Security

This section is used to generate and manage the QR code and security PIN that customers use to access the table ordering session.

Field Name	Data Type	Required	Validation & Input Constraints	Description
Table Session Security PIN	4-Digit PIN	Yes	Must contain exactly 4 numeric digits.	Requires the guest to enter the configured PIN before accessing the table session. This helps prevent unauthorized off-site ordering. Refresh when staff ends the session
QR Code	SVG / Image	Auto-generated	Generated from the Customer POS Direct URL.	QR code that customers scan to access the table ordering session.
Print Tabletop QR Stand	Action	-	-	Generates a printable tabletop QR stand containing the table QR code and required table information.

Format Engine
Generates high-density vector SVG, PNG and other format files. Batch PDF Print Layout: Includes restaurant logo, assigned Table Number in bold typography, QR code, and a bilingual call-to-action (JP / EN: "Scan QR with your camera to view menu & order").

Session Security & Tamper Prevention:

Scenario	System Behavior
First customer scans the QR	The first customer who scans the table QR is shown a unique 4–5 digit session code.
Another customer at the same table scans the QR	They can access the table menu, but they will not see the session code. They must obtain the code from the customer who started the session.
Someone scans a QR from outside the restaurant	If they have a photo or copy of the static QR, they can open the menu but cannot place an order without the active session code.
Customer wants to browse only	The customer can select “View Menu” / “Continue without Code” to browse the menu. This provides view-only access and does not allow ordering.
Session code changes	A new 4–5 digit code is generated for each table session.
Session ends	Restaurant staff ends/resets the session after payment or when the customer leaves. The previous code becomes invalid.
New customer uses the table	A new session is created with a new code, preventing the previous session from being reused.

4.1.2 Guest Count & Session Headcount Rules

Where the guest sees it

When a customer scans the table QR code and enters the session, the Guest Count is visible this is also shown on the More page. The customer can set the number of guests who will participate in the session.

How the count is set

• The customer can enter the Guest Count when joining the table session, for example, 4 guests.

• The Guest Count is for staff information only and does not act as a session limitation. Additional guests can join the table session at any time, even if the Guest Count is already set to 4.

4. Tax, Pricing & Financial

4.1 Tax & Finance 

The Taxes & Finance section is used to configure consumption tax rates, service charges, and the Qualified Invoice Registration Number required for checkout and receipt processing in Japan.

4.1.1 Taxes & Finance Fields

Field Name	Data Type	Required	Validation & Input Constraints	Description
Standard Tax Rate (Dine-in)	Decimal / Percentage	Yes	Percentage value. Default: 10%	Defines the standard consumption tax rate applied to dine-in orders.
Reduced Tax Rate (Takeaway Food)	Decimal / Percentage	Yes	Percentage value. Default: 8%	Defines the reduced consumption tax rate applied to eligible takeaway food orders.
Service Charge Rate	Decimal / Percentage	No	0% or greater. 0% disables the service charge.	Defines the service charge percentage applied to eligible orders. 0% = Service charge disabled. Greater than 0% = Service charge enabled at the configured percentage. The configured rate is applied to eligible orders according to the system's service-charge calculation rules.
Qualified Invoice Registration Number (Japan)	String	No	Must follow the configured Japanese Qualified Invoice Registration Number format.	Stores the registration number displayed on checkout receipts and checkout totals. When configured, the registration number is displayed on: Checkout receipts Checkout totals Other applicable invoice/receipt outputs

4.1.2 Default Tax Configuration

Tax Type	Default Rate	Applied To
Standard Tax Rate	10%	Dine-in
Reduced Tax Rate	8%	Eligible takeaway food
Service Charge	0%	Disabled by default

Legal Compliance (Total Price Display Law)

• All menu items in customer-facing views must display the tax-inclusive price as the primary visible figure (e.g., ¥1,200).

• In the Checkout Modal and Order Receipts should be exact breakdown of standard 10% tax and reduced 8% tax must be itemized for compliance with the Qualified Invoice System.

Reference: All Posts Japan Qualified Invoice System (Invoice Seido): What Foreign Companies Must Know

4.2 Accepted Payment Gateways

The Accepted Payment Gateways section is used to configure the payment methods available to guests during checkout. Each payment method can be enabled or disabled based on the restaurant's supported payment options.

Payment Gateway Configuration (Default)

Payment Method	Default Status
Credit Card	Enabled / Disable
PayPay QR Code Settlement	Enabled / Disable
LINE Pay Mobile Payment	Enabled / Disable
Register Settlement (Cash / Counter)	Enabled / Disable

At least one payment method should remain enabled so that guests have an available checkout option.

5. Operations & Grace Period (min)

The Operations & Grace Period section is used to configure floor staff call reasons displayed to guests and define the time period during which guests can cancel their own orders.

5.1 Floor Staff Call Reasons

Floor staff call reasons are displayed on the guest device to allow customers to request common services without directly contacting restaurant staff

Call Reason	Display Name	Description
#1	Water / Hot Tea Refill (Free)	Guest can request cold water or hot green tea.
#2	Table Bill & Checkout Receipt	Guest can request an itemized bill to be brought to the table.
#3	Extra Plates, Wipes & Utensils	Guest can request additional sharing plates, wet wipes, chopsticks, or other basic utensils.
#4	Questions, Special Help & Service	Guest can request assistance with their order, including allergen inquiries or other service-related questions.

5.2 Self-Cancellation Grace Period

The Self-Cancellation Grace Period defines how long a guest can cancel an order themselves after placing it.

Field Name	Data Type	Required	Validation & Input Constraints	Description
Self-Cancellation Grace Period (Minutes)	Integer / Minutes	Yes	Must be a positive whole number.	Defines the number of minutes during which guests can self-cancel an order after placing it. Once the grace period expires, the Cancel Order control is disabled and hidden from the customer's order view, and the customer can no longer cancel the order directly.

Order Cancellation Logic (cancellationTimeWindows)

cancellationTimeWindows defines the number of minutes after an order is placed during which the customer can cancel it directly (e.g., 5 = the customer can cancel within 5 minutes of ordering).

Stage	System Behviour
Stage System Behavior Within the cancellation window	The customer sees a "Cancel Order" control in their order/cart view and can cancel the order directly, with no staff approval required.
Window exceeded	The self-cancel control is disabled and hidden from the customer's order view if the time has already been exceed. The customer can no longer cancel the order directly.
Customer still wants to cancel after the window	The customer is shown a "Request Cancellation" button instead. Tapping it sends a cancellation request to Floor Staff / Restaurant Management rather than cancelling the order automatically.
Staff review	The request is actioned under the existing "Order Cancellation / Void Override" permission.

6. Localization

Localization controls which language the admin panel and the guest ordering app display. It works in two parts:

• Static localization covers fixed UI text such as buttons, labels, and placeholders.
• Dynamic localization covers content that staff type in, such as titles, descriptions, and choice names.

6.1 Static Localization (UI Text)

Static text is the fixed wording built into the screens, for example "OK", "Cancel", "Search here...", and "My Cart". It is stored as a JSON file of key/value pairs per language. When the language changes, the app loads the JSON for that language and replaces every label.

Static Localization Setup Fields

Field Name	Data Type	Required	Validation & Input Constraints	Description
page	(DDL)	Yes	Must be selected from the configured pages	Page whose text is being localized (e.g. Menu Setup, Cart, Checkout).
component	(DDL)	Yes	Must belong to the selected page	Component within the page (e.g. Header, Modal, Button group).
language	(DDL)	Yes	Must be selected from the configured languages (e.g. ja, en)	Language whose JSON is being viewed or edited.

How it works

1. User select page, component, and language.
2. The system loads the JSON for that combination and shows it as key/value pairs.
3. Keys stay the same in every language. Only the values change.
4. When a user selects a language, all static text is read from that language's JSON.

Rules

6.2 Dynamic Localization (Content Fields)

Dynamic content is entered by staff, so it cannot live in a fixed JSON file. Each translatable field has a language selector next to it. Staff choose a language and enter the value for that language. Staff can add more than one language with the "+" button.

Translatable fields ( Example )

Behavior of a translatable field

Example: Menu Item title

The dynamic localization pattern (language DDL, "+" to add languages, value per language) applies to all setup pages in the CMS, not only Menu Setup. Any new setup page with translatable text must use the same pattern.

7. Functional Rights by Setup Section

This section defines what each admin level can do on every Setup Page and CMS section. It expands the Access Permission Matrix at the start of the document. 

7.1 Role List Page

7.2 Role Configuration Form

7.3 Permission Checkbox Grid

Each row is one setup function. Only the checkboxes that make sense for that function are shown. The other cells are blank. Nothing ticked in a row means Denied.