2Departments and locations

1. Departments: click Add department, then fill in the code and name. The table shows the number of employees, the default allowance (Lunch and Dinner), and the status. Use Edit to change one.
2. Locations: one organisation can have several hotels, factories, or offices. Click Add location and set its time zone. The number of locations depends on the plan.

3Catering vendors

A vendor supplies employee meals. Their bills are calculated and reconciled automatically.

1. Open Vendors, then click Add vendor.
2. Fill in the name and contact, then choose the canteens they serve. Create the vendor's account under Users & Roles so they can sign in.

2Users & Roles

Employees eat with a QR card; sign-in accounts are created here. The roles available are Admin, HR, Finance, Department Head, Canteen Operator, Menu Staff, Vendor, and Employee.

1. Open Users & Roles, then click Add user.
2. Fill in the full name, then the email or username (or both), and choose the role.
3. If this person also eats at the canteen, make them an employee too: they get a QR card, a meal allowance, and the My Card menu, and use one employee slot in the plan. Fill in the Employee code (optional), or choose an existing employee.
4. Password: enter one yourself, or leave it empty so a temporary password is generated. The password is shown only once, so download or note it before closing the page.
5. Tick Ask to change the password at the first login. Untick it for accounts that keep a fixed password, for example an operator's kiosk phone.
6. Bulk employee accounts: choose a department, then create sign-in accounts for many employees at once. Tick Send the username and password to the email of employees who have one, then Download the account list (Excel).

2Guests & Vouchers and overtime meals

1. Guests & Vouchers: click Create Voucher for one guest or Bulk Vouchers for many. The cost is charged to a department (cost centre) with a PIC in charge.
2. Overtime Meals: approve employee requests, or grant an allowance directly. The cost goes to the employee's department.

2Vendor bills, corrections, anomalies

1. Vendor Bills: compared automatically with claims. Approve per system data or per vendor bill, or return it for revision.
2. Corrections & Disputes: Not me reports from employees and claim corrections. The original history is never deleted. Two-person submission is available on the Premium plan.
3. Anomaly Detection: unusual claim patterns (Pro and Premium plans). Only a starting point for review, not an accusation.
4. Audit Log: all important activity is recorded permanently and can be exported as CSV.

2Payment Gateway (employee wallet)

Connect an iPaymu account that belongs to your organisation so payments from the employee wallet go into your own iPaymu balance.

1. Open Payment Gateway, then fill in the iPaymu Virtual Account (VA) and the iPaymu API key.
2. Choose the Mode: Sandbox (test) to try it out, or production for real money.
3. Click Save, then Test connection. If it succeeds, turn the gateway on.

3WhatsApp

Choose who receives automatic notifications from Canteenku through official WhatsApp.

1. Open WhatsApp. You can use your own WhatsApp Business account (optional): fill in the Phone Number ID, WhatsApp Business Account ID, and Access token, then Save and Verify.
2. Under Add recipient, fill in the name and WhatsApp number, then choose which messages are sent. The Recipients list appears beside it.