Gastro & Hospitality

• MHD / FEFO: Inventory sorted by expiry date — write off or have AIRIS reorder.
• HACCP Self-Monitoring: Record fridge/freezer temperatures; deviations are immediately flagged in red.
• Clock In/Out & Shift Log: Employees clock in/out by station — real-time tracking.
• Clocking in at the location: Under Time Tracking, owners, admins, and managers can enable the "Clock-in only at location" rule per branch and set the "Radius in meters". Clocking in will then only be possible if the mobile phone is within the radius — in the app and on the web.

• Reservation Book: Day view with timeline under Reservation Book — Tables × Time, clicking an empty slot creates a reservation (guests, duration, automatic or fixed table).
• Tables & Areas: under 'Manage Tables', you create tables with seats and assign them directly to an area (e.g., dining room or terrace) — you create new areas in the same dialog.
• Guest Requests & Allergies: dedicated fields on the reservation and CRM contact — allergy alerts appear in red in the day view and are automatically applied for regular guests.
• Confirmation to the guest: A WhatsApp confirmation directly from the reservation book is not yet available (it will follow after approval by Meta) — your team sends the confirmation themselves.
• Telephone reservation: Answer the call and enter the reservation in the reservation book. AI-powered call answering is not currently enabled.

• Under Events, set the occasion, date, number of guests, room or tables, set menu from POS items (price per person), drinks package, schedule, and allergies.
• “Create quote” generates the quote as a premium PDF via the standard quote feature. Upon acceptance, “Confirm” blocks the tables in the reservation book — conflicting reservations are displayed and nothing is booked.
• Then issue a deposit invoice (e.g., 30%, itemised by tax rate) and final invoice based on the actual guest count — the deposit is deducted automatically. The banquet sheet (PDF) serves kitchen and service staff.
• Kitchen and service staff are reminded two days prior and on the day at 08:00 (local time) with guest counts, menu, and allergies.

• Under Bakery → "Setup", define which location is the bakery, which locations order, the order cut-off time for the following day (local business time), and their assigned delivery route. For each item, set dough, oven, baking time, and tray size.
• Branch order: Every morning, each branch sees a pre-filled order proposal and submits it by the cut-off time — via POS under "Branch" or on the web under "Branch orders". Afterward, only the bakery/management can make changes; such edits are flagged.
• Production list: the total of all submitted branch orders plus pre-orders, grouped by dough, oven, and baking time, including tray counts — also available as PDF. "Post as baked" adds the items to the bakery's inventory.
• Delivery: "Departure" generates a delivery note for each branch (an inventory transfer); the branch confirms receipt and logs any discrepancies with a reason.
• Evening leftovers: per item, remaining quantities and destination (written-off, social supermarket, Too Good To Go, staff, return to bakery) plus sell-out times. This calculates the return rate per branch, item, and day.
• Forecast: the proposal is calculated transparently — same weekdays, trend, weather, holidays, sell-out time, and a safety margin based on your profit margin. "Calculation breakdown" shows each step; review compares forecast vs. actual. AIRIS only auto-submits if enabled via the autonomy toggle.
• Target per branch: In the "Forecast" tab, under "Order suggestion target", choose between "balanced" (as little return as possible without being sold out too often) and "economical" (even less return, but sold out more often). Below this, it shows how returns and sell-outs would have turned out with the other target in the same period. You will find the same selection in "Setup" in the "Suggestion" column; it applies from the next order suggestion for this branch.
• Pre-orders: cakes and platters with pick-up time, branch, and CRM customer; deposits are handled via standard down payment invoice. Quantities appear on the production list on the pick-up day, and the team is notified at 07:00.

• Each contact file includes a “Data protection” tab: right of access under Art. 15 as PDF and a full data copy under Art. 20 as JSON — including reservations, calls, emails, receipts, and consents.
• Requests are logged with receipt date and deadline (1 month); owners and admins receive a reminder 7 days before expiry.
• Erasure under Art. 17: a dry run first shows what will be deleted, anonymised, or retained due to statutory retention rules. Invoices and receipts remain unchanged (pseudonymised); execution is restricted to owners and admins, with an erasure log provided as PDF.

• Audit Export: under HACCP Checklists in the 'History' tab, download the complete checklist history as CSV or PDF for food safety authorities (period selectable, deviations marked).
• Cold Unit Linking: temperature checkpoints can be assigned to managed devices under Refrigeration Units — device name appears during entry, in history, and in the audit export.
• Missed checks: Every morning at 07:00, the system checks which checklists are open or overdue. The responsible persons receive a task with the number of open and overdue checks and a notification in the bell icon — you do not need to enable anything for this.

• Both menu items open a pre-made template in the workflow editor — nothing is running yet. Check the name, trigger, and steps, save with "Save", and then activate the workflow. Use "Test" to try it out beforehand (save first).
• No-show workflow (Gastro › No-show workflow): Trigger "manual" for a contact, i.e., the guest. Step 1 sends them a friendly reminder about their reservation today, asking for a brief confirmation (text generated by AI). Step 2 waits one day. Step 3 notifies you to "Check no-show and follow up if necessary".
• Orders (Gastro › Orders): Template "Trigger reorder" with a weekly schedule on Monday mornings (changeable in the trigger). It notifies "Check order needs — items below minimum stock" and creates the task "Trigger order with supplier", due the next day. It does not create the order itself — that is handled by the daily order suggestion in inventory (see below).
• Emails to guests are only sent automatically to the extent permitted by your Autonomy button for automations — otherwise, the email waits for your approval. You can see executed runs under Automation › Executions.

• In the AIRIS chat: Send the invoice as a photo or PDF, AIRIS will ask "Should I book this into inventory?". Whether AIRIS books directly or waits for your approval is determined by your Autonomy button for inventory.
• Daily order suggestion: Under Automatic Reorder, the system checks active reorder rules every morning and creates a draft order per supplier; owners, admins, and managers are notified. "Check now" starts the check immediately. Expired batches do not count towards stock. Whether the draft is only suggested, submitted for approval, or sent directly to the supplier is decided by the Autonomy button.

Reorder rules, orders, and FEFO are explained in detail in the chapter Inventory & Stock.

Setup, table layout, checkout, kitchen display, and printers are explained in detail in the chapter DivinePOS — Cash Register System. This section covers what is added for daily restaurant operations.

• Multiple businesses: If you own multiple businesses with a cash register, select the business after logging in at pos.divinemind.ai/firmenwahl. Your selection will be remembered; you can switch at any time in the Backoffice via the profile menu → "Switch company". The activated cash register for each business remembers the device — when switching back, the PIN is sufficient.
• Tip: In the payment dialog, under "Tip", select "None", "Round up", or "Custom amount" — even with "Split payment" (cash and card). Tips are not considered revenue and are not included in the signed amount. Under Reports, "Revenue per waiter" shows revenue and tips per person; the Z-report itemizes tips per waiter, with "of which non-cash, to be paid out". You decide how to pay out the non-cash tips (cash from the till or via payroll) — they are not automatically booked.
• Open invoice at the counter: Cash register → "Invoice" button, search for the invoice, and process payment by cash or card. The amount is taken from the invoice, a signed cash register receipt is generated, and the invoice is then paid. The Z-report shows the payment in its own block "Payments on invoices" and does not count as revenue a second time.
• Ready for pickup display: In the kitchen display, the "Pickup" button opens the customer display for a screen at the counter — "In preparation" and "Ready for pickup" with the pickup number, for takeaway and counter service. When the kitchen marks an order as ready, the number changes to "Ready for pickup".
• End-of-day closing: The Z-report is generated automatically every morning at 05:00 local time of your establishment for the past business day — with revenue per tax rate and payment method, and tips per waiter. You can still manually trigger a closing; no order will be counted twice.

• The abbreviations appear on the cash register tile, the kitchen receipt, and in the kitchen display. Allergens are not shown on the customer receipt, extras, or an online menu — the allergen menu is for that purpose.
• Margin per dish: Under Reports → "Margin per dish" tab, the cash register calculates the net margin from the recipe and the last purchase price — including cost of goods and food cost percentage per dish. If an ingredient is missing a purchase price, this will be indicated for the dish instead of inventing a number. Recipes are maintained under Inventory › Assignment.

• Gift vouchers: At the cash register, press "Voucher" → "Sell" or "Check balance". The code with QR is on the receipt and can be redeemed in any branch, even in multiple steps — in the payment dialog under "Redeem Voucher". You can view sold and open vouchers in the Backoffice under the "Vouchers" tab.
• In the "Report" tab, you can see members, stamps, rewards, and vouchers per branch. Advertising via SMS or WhatsApp to cardholders is only possible if the guest has given separate consent.

• "Cash Register (RKSV)" page in the cash register Backoffice under Settings: Status of each cash register, data for FinanzOnline, the receipt list, "DEP Export", and "Check Chain". The check verifies signatures, receipt numbers, chaining, revenue counters, start receipt, failures, and QR codes. Each cash register has its own signature chain.
• Create zero, monthly, annual, and final receipts on the same page. The final receipt permanently deactivates the cash register — this cannot be undone.
• Signature unit failure: The cash register continues to process payments; the receipts will bear the note "Security device failed". When the unit is back online, a signed collective receipt for the failure is generated. On a demo cash register, you can simulate this with "Demonstrate failure".
• Continue processing payments without internet — even in the browser: If the cash register shows "Offline ready", it will continue to operate in case of network failure, even after reloading the page. Orders and payments are placed in the "Offline queue" on this device; the guest receives a replacement receipt without a QR code ("KASSENAUSFALL / WIRD NACHERFASST – ERSATZBELEG").
• When the network is restored, the transactions are processed in the order they were entered — never duplicated — and signed with the note "Nacherfassung" (Re-entry) and the actual sales time. With "Print signed receipt for guest", the guest then receives their signed receipt. If the device does not have a printer, the cash register will indicate that the order must be communicated verbally to the kitchen — the kitchen receipt will not be reprinted.

• Branch operations: You manage cash registers, prices (in the cash register Backoffice under Products, assortment per branch), and the cash book for each branch. The "Chain Cockpit" in the cash register Backoffice compares branches, including customer loyalty.
• Cash book (Gastro & Hotel › Cash Book): Cash from the end-of-day closing is automatically added to the branch's cash book, with a verified hash chain.
• DATEV: Under Tax Advisor, export the DATEV booking batch as a CSV file — with the cash register settlement, in Austria using the SKR07 chart of accounts, in Germany SKR03 or SKR04. Card payments from the cash register are booked as cash transit. It is a file, not an interface.

• AIRIS answers based on your own data, for example: "How much revenue and tips did each waiter have today?", "Who is on duty today?", "Which dishes are gluten-free?" or "How many croissants should the branch order tomorrow?" — including the calculation process.
• AIRIS can only take action (order, book, send) to the extent permitted by your Autonomy button.

All tools for each industry are detailed in the chapter What AIRIS can do by industry — all tools.

• Lieferant anlegen: Manually record food suppliers under Suppliers.
• Mitarbeiter anlegen: Without email → AIRIS-PIN, which staff use to log into the app.
• Krankmeldung: Submit absence request (illness) — appears immediately in the team list.
• Approve Order Requests: Review and approve employee order requests under Order Inquiries, then send them directly to the supplier via email using "Bestellung senden" (Send Order). The status will automatically update to "ordered."