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Register & Payment Systems ​

Complete guide to all payment methods at Muse & Co, including POS systems, kiosks, and online ordering.

Overview ​

Muse & Co offers four ways for customers to make purchases:

  1. Self-Serve Kiosk - Customer orders and pays independently
  2. Front Cash Register - Staff-assisted with card or cash payments
  3. Online Customer Portal - Orders placed via website
  4. Staff Mobile POS (QR Code/Link) - Staff generates payment link for customer

All systems integrate with FrontTab (in-store) or Stripe API (online) for seamless order management.

System 1: Self-Serve Kiosk ​

What It Is ​

Large standing kiosk (similar to airport kiosks) where customers browse menu, customize drinks, and pay independently without staff assistance. This is a fully self-serve ordering station with:

  • Full menu display with pictures of drinks and descriptions
  • Complete drink customization at your fingertips (sweetness, ice, toppings)
  • Easy name and phone number input for rewards program integration
  • Integrated with ticketing system for order tracking
  • Connected to FrontTab POS system

Location ​

  • Near entrance or ordering area
  • Floor-standing kiosk (airport-style)
  • Highly visible and customer-accessible
  • Integrated with restaurant ticketing/order management

How It Works ​

Customer Experience:

  1. Customer approaches large standing kiosk
  2. Browses full menu with pictures and descriptions
  3. Selects drink and customizes (sweetness, ice, toppings)
  4. Enters name and phone number for rewards tracking
  5. Adds to cart
  6. Proceeds to checkout
  7. Pays via tap, chip, or swipe card
  8. Receives order number on screen
  9. Order automatically sent to kitchen/drink station via ticketing system

Staff Responsibilities:

  • Keep kiosk clean and accessible
  • Monitor for customers who need help
  • Ensure kiosk is powered on and connected
  • Restart kiosk if freezing or not responding

Payment Methods ​

  • ✅ Tap pay (contactless)
  • ✅ Chip card
  • ✅ Swipe card
  • ❌ No cash (card only)

Connected Systems ​

  • FrontTab - Order management
  • Orders appear on kitchen display automatically
  • Syncs with inventory

Troubleshooting ​

Kiosk not responding:

  • Restart tablet
  • Check WiFi connection
  • Contact management if issue persists

Payment declined:

  • Customer sees error message
  • Direct them to front register for alternative payment

Order didn't print:

  • Check kitchen printer connection
  • Manually re-send order from FrontTab dashboard

System 2: Front Cash Register ​

What It Is ​

Main staff-operated register with large touchscreen tablet and small customer-facing display. The only location that accepts cash payments.

Location ​

  • Front counter/main register area
  • Large tablet for staff
  • Small customer-facing tablet showing cart/total
  • Card reader attached
  • Cash drawer underneath

How It Works ​

Staff Experience:

  1. Greet customer
  2. Take order on large tablet
  3. Enter items, customize drinks
  4. Customer sees real-time total on facing display
  5. Process payment (card or cash)
  6. Hand receipt to customer
  7. Tell customer their order number

Customer sees:

  • Real-time cart updates on facing display
  • Running total with each item added
  • Final total before payment

Payment Methods ​

  • ✅ Tap pay (contactless)
  • ✅ Chip card
  • ✅ Swipe card
  • ✅ Cash (ONLY location for cash)
  • ✅ Mobile pay (Apple Pay, Google Pay)

Login Information ​

System: FrontTab POS Login URL: https://admin.fronttab.com/#/login

Staff credentials:

  • Username/email provided by management
  • Password set during onboarding
  • Do NOT share login credentials

Taking Orders on Front Register ​

1. Start New Sale ​

  • Tap "New Sale" or "+" button
  • New order screen opens

2. Add Items ​

  • Search for drink name, or
  • Browse categories → Select item
  • Categories: Milk Tea, Fruit Tea, Coffee, Specialty, etc.

3. Customize ​

Customer-facing display updates automatically as you customize:

Sweetness: 0%, 25%, 50%, 75%, 100% Ice: No ice, Light, Regular, Extra Toppings: Tapioca (included), or add extras (+$1 each)

4. Add to Cart ​

  • Tap "Add to Cart"
  • Item appears on both screens
  • Total updates automatically

5. Review with Customer ​

  • Always confirm order verbally:

    "So I have you down for a Large Thai Tea, 100% sweet, regular ice, with tapioca. Your total is $6.50. How would you like to pay?"

6. Process Payment ​

For Card Payment:

  • Customer taps/inserts/swipes card
  • Reader processes automatically
  • Receipt prints

For Cash Payment:

  • Tap "Cash" button
  • Enter amount customer gave you
  • System calculates change
  • Cash drawer opens automatically
  • Give customer change and receipt

7. Complete Order ​

  • Tell customer order number
  • "Your order is number 42. We'll call your name when it's ready!"

Cash Handling ​

Opening Cash Drawer:

  • Only opens automatically during cash sales
  • Or use manager override key for manual open

Accepting Cash:

  1. Count cash received out loud: "Out of $20"
  2. Enter amount in POS
  3. System shows change due
  4. Count change back to customer: "Your change is $4.50"
  5. Place bills in drawer by denomination
  6. Close drawer fully

Cash Drop (When drawer gets full):

  1. Count excess cash
  2. Place in sealed envelope with amount written
  3. Place in safe
  4. Log in cash drop sheet

Never:

  • Leave cash drawer open unattended
  • Give refunds in cash without manager approval
  • Accept torn, damaged, or suspicious bills

Connected Systems ​

  • FrontTab - POS and order management
  • Orders print on kitchen receipt printer
  • Orders display on kitchen screen
  • Syncs with inventory system

System 3: Online Customer Portal ​

What It Is ​

Customers place orders directly through ncmuse.co website, pay online, and pick up in-store or get delivery (if applicable).

How It Works ​

Customer Experience:

  1. Visit ncmuse.co
  2. Browse menu
  3. Add items to cart
  4. Customize drinks
  5. Enter pickup time or delivery info
  6. Pay online via Stripe
  7. Receive email confirmation
  8. Pick up order at scheduled time

Order Flow:

  1. Customer completes order on website
  2. Payment processed via Stripe API
  3. Order automatically appears on online dashboard (staff.ncmuse.co)
  4. Order prints on Brother label printer when paid
  5. Staff prepares order
  6. Customer arrives for pickup

Staff Responsibilities:

  • Monitor online dashboard for incoming orders
  • Check label printer for new order labels
  • Prepare orders as they come in
  • Verify customer identity at pickup
  • Mark order as complete in dashboard

Payment Method ​

  • ✅ Credit/debit card via Stripe (online payment only)
  • ❌ No cash (online orders must be prepaid)

Accessing Online Orders ​

Dashboard: staff.ncmuse.co

Login credentials:

  • Provided by management
  • Do NOT share login

Dashboard shows:

  • All pending orders
  • Order details (items, customizations, customer name)
  • Pickup time
  • Order status (new, preparing, ready, completed)

Label Printer ​

Brother Label Printer automatically prints when order is paid:

Label includes:

  • Customer name
  • Order number
  • Items and customizations
  • Pickup time
  • Special instructions

Attach label to:

  • Order bag or cup carrier
  • Helps prevent mixups

If label doesn't print:

  • Check printer power and connection
  • Check if paper roll needs replacing
  • Manually view order on dashboard
  • Write order details on cup if needed

Troubleshooting Online Orders ​

Order not appearing on dashboard:

  • Refresh dashboard
  • Check if customer completed payment (they may have abandoned cart)
  • Check spam/email for confirmation

Customer says they ordered but can't find it:

  • Ask for confirmation email
  • Search dashboard by customer name or email
  • Check if order went to wrong location (if multiple)

Payment went through but order not received:

  • Check Stripe dashboard for payment confirmation
  • Manually enter order from payment details
  • Contact customer if needed

What It Is ​

Staff generate a payment link or QR code from staff.ncmuse.co/pos that customers scan/click to pay via Stripe. Convenient for orders taken away from the register or even outside the shop.

When to Use ​

  • Customer is seated at table (don't want to wait in line)
  • Taking orders at events or off-site
  • Register is busy but customer ready to pay
  • Customer prefers contactless payment
  • Staff is away from register (cleaning tables, workshop area, etc.)

How It Works ​

Staff Experience:

  1. Log in to staff.ncmuse.co/pos
  2. Take customer's order (verbal or kiosk-style)
  3. Enter items and customizations
  4. Generate payment link or QR code
  5. Show QR code to customer OR send link via text/email
  6. Customer scans/clicks and pays on their phone
  7. Payment processed via Stripe
  8. Order appears on dashboard and prints on label printer
  9. Staff prepares order

Customer Experience:

  1. Staff takes their order
  2. Staff shows QR code on tablet/phone
  3. Customer scans with phone camera or clicks link
  4. Customer sees checkout page with order details
  5. Customer enters payment info or uses saved payment
  6. Confirms payment
  7. Receives confirmation on phone
  8. Waits for order to be prepared

Accessing Mobile POS ​

URL: staff.ncmuse.co/pos

Login:

  • Same credentials as online dashboard
  • Use your phone, tablet, or any device with browser

Interface:

  • Similar to in-store POS
  • Add items, customize
  • Generate payment link button
  • Generate QR code button

Creating QR Code Payment ​

Step by step:

  1. Enter customer order in staff.ncmuse.co/pos
  2. Review order with customer verbally
  3. Tap "Generate QR Code"
  4. QR code displays on your screen
  5. Show screen to customer
  6. Customer scans with phone camera
  7. Customer is taken directly to payment page
  8. Customer completes payment on their phone
  9. You receive confirmation notification
  10. Order prints on label printer automatically

Advantages:

  • No physical contact with customer's card
  • No need to be at register
  • Customer sees full order details before paying
  • Instant confirmation for both parties

Step by step:

  1. Enter customer order in staff.ncmuse.co/pos
  2. Review order with customer verbally
  3. Tap "Generate Payment Link"
  4. Copy link
  5. Send via text, email, or messaging app
  6. Customer clicks link on their device
  7. Customer completes payment
  8. You receive confirmation
  9. Order prints on label printer

When to use link instead of QR:

  • Customer already has your contact info
  • Customer prefers text/email confirmation
  • QR code won't scan (phone issues)
  • Customer ordering remotely (not in shop)

Payment Method ​

  • ✅ Credit/debit card via Stripe
  • ❌ No cash (online payment only)

Troubleshooting Mobile POS ​

QR code won't scan:

  • Increase screen brightness
  • Make QR code larger (pinch to zoom)
  • Use payment link instead
  • Have customer manually visit staff.ncmuse.co and enter order number

Payment link not working:

  • Check if link was fully copied
  • Regenerate link
  • Try QR code instead

Customer says payment failed but was charged:

  • Check Stripe dashboard for payment status
  • If payment went through, proceed with order
  • If payment failed, no charge occurred (Stripe doesn't charge failed payments)
  • Customer may need to wait for pending authorization to clear (1-3 days)

Order not printing after mobile payment:

  • Check printer connection
  • Manually print from dashboard
  • Write order details on cup if needed

Comparing All 4 Systems ​

FeatureSelf-Serve KioskFront RegisterOnline PortalMobile POS (QR/Link)
Staff RequiredNoYesNoYes (to take order)
Cash Accepted❌✅❌❌
Card Payment✅✅✅✅
LocationIn-store onlyIn-store onlyAnywhereAnywhere
Customer BrowsesYesWith staff helpYesNo (staff enters)
Order PrintsImmediatelyImmediatelyWhen paidWhen paid
Best ForIndependent customersPersonal service, cashAdvance ordersTableside, events
PlatformFrontTabFrontTabStripe + DashboardStripe + Dashboard

Order Fulfillment Workflow ​

Regardless of which system customer used, orders follow same workflow:

When Order Comes In ​

From Kiosk or Front Register:

  • Order immediately appears on kitchen display
  • Order prints on kitchen receipt printer
  • Staff begins preparation

From Online Portal or Mobile POS:

  • Order appears on online dashboard (staff.ncmuse.co)
  • Order prints on Brother label printer
  • Staff checks dashboard/printer
  • Staff begins preparation

Preparing Order ​

  1. Read order details:

    • Customer name
    • Drink(s) with customizations
    • Any special requests

  2. Make drink following recipe:

  3. Label properly:

    • For in-store: Cup with customer name
    • For online: Attach printed label to bag/carrier

  4. Call customer when ready:

    • "Thai Tea for Sarah!"
    • Or place in pickup area if online order

  5. Mark order complete:

    • In FrontTab (kiosk/register orders)
    • In online dashboard (online/mobile orders)

Staff Training Requirements ​

All Staff Must Know: ​

  • [ ] How to use Front Cash Register (FrontTab)
  • [ ] How to help customers at Self-Serve Kiosk
  • [ ] How to monitor online dashboard
  • [ ] How to troubleshoot label printer
  • [ ] Cash handling procedures (register only)

Advanced Staff (Shift Leads): ​

  • [ ] How to use Mobile POS (staff.ncmuse.co/pos)
  • [ ] How to generate QR codes and payment links
  • [ ] How to manually process refunds in FrontTab
  • [ ] How to troubleshoot payment failures
  • [ ] How to access Stripe dashboard

Common Issues Across All Systems ​

Payment Declined ​

Customer experience:

  • "Payment could not be processed"
  • "Card declined"
  • "Insufficient funds"

How to handle:

  1. Stay professional and discreet
  2. "It looks like that card didn't go through. Do you have another payment method?"
  3. Offer alternatives:
    • Different card
    • Cash (if at front register)
    • Mobile payment (Apple Pay/Google Pay)
  4. Never assume why card declined
  5. Never discuss it loudly

Order Not Printing ​

Causes:

  • Printer out of paper
  • Printer offline
  • WiFi connection issue
  • Printer power off

Fix:

  1. Check printer power
  2. Check paper roll
  3. Check WiFi connection
  4. Restart printer
  5. Manually reprint from dashboard
  6. Write order on cup as backup

Order Missing/Lost ​

If customer says order missing:

  1. Ask for order number or name
  2. Check all systems:
    • FrontTab transaction history
    • Online dashboard
    • Stripe payment history
  3. Search by time, name, or amount
  4. If found: Remake order with apology
  5. If not found and customer has proof: Contact manager

System Down/Offline ​

If POS/kiosk/dashboard down:

  1. Remain calm
  2. Use backup system if available
  3. Write orders on paper temporarily
  4. Enter into system when back online
  5. Contact management immediately

Manager Functions ​

Refunds ​

  • Always require manager approval
  • Manager logs into FrontTab or Stripe
  • Processes refund through appropriate system
  • Documents reason for refund

Discounts ​

  • Staff can apply up to 20% without approval
  • Over 20% requires manager override
  • Manager enters override code

Cash Drop ​

  • Manager verifies count
  • Signs cash drop sheet
  • Places in safe

System Access ​

  • Manager controls user permissions
  • Manager can reset passwords
  • Manager accesses all reporting

Best Practices ​

For All Systems: ​

✅ DO:

  • Greet customers warmly regardless of payment method
  • Confirm order details before payment
  • Tell customers their order number
  • Keep all equipment clean and functional
  • Monitor for incoming orders constantly

❌ DON'T:

  • Leave register unattended during transaction
  • Share login credentials
  • Process refunds without manager approval
  • Ignore error messages or warnings
  • Rush customers through payment

For Cash Handling: ​

✅ DO:

  • Count money in view of customer
  • Count change back clearly
  • Keep cash drawer organized by denomination
  • Log all cash drops
  • Balance drawer at end of shift

❌ DON'T:

  • Leave drawer open
  • Accept damaged bills
  • Make change from your pocket
  • Process large bills without manager approval ($100+)

Security & Privacy ​

Customer Payment Data ​

  • Never manually record card numbers
  • Never take photos of cards or receipts
  • Never ask for CVV codes
  • Stripe/FrontTab handles all sensitive data securely

Staff Credentials ​

  • Never share login credentials
  • Always log out when leaving station
  • Change password if compromised
  • Report unauthorized access immediately

Cash Security ​

  • Perform cash drops when drawer exceeds $200
  • Keep safe key secure
  • Report discrepancies immediately
  • Balance drawer at end of each shift

Troubleshooting Quick Reference ​

ProblemSystemSolution
Kiosk frozenKioskRestart tablet
Card declinedAnyOffer alternative payment method
Cash drawer stuckRegisterCall manager (don't force)
Receipt not printingRegister/KioskCheck paper, restart printer
Label not printingOnline/MobileCheck Brother printer, manual reprint
QR code won't scanMobile POSBrighten screen, use link instead
Dashboard not loadingOnline/MobileRefresh page, check WiFi
Order missingAnySearch by name/time, check all systems

Questions about payment systems? Contact [email protected] or ask your manager.

Login issues? Contact management for password reset or access issues.

Internal documentation for Muse & Co staff only

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