S Cafe · STS Group online cafeteria ordering

How an order works — from phone to pickup

Parents, students and staff order from their own campus cafeteria on the web or phone, pay in the app and pick a break-time slot. The kitchen sees the order at the right time, the pickup TV shows when it's ready, and the counter hands it over after a QR and name check.

1Sign in
2Order
3Pay
4Prepare
5Ready
6Collect

The flow at a glance

Each row is a person or system; follow the numbers. Dashed notes are what happens around the main flow.

Swipe sideways to see the whole diagram →

1 Sign in

2 Order

3 Pay

4 Prepare

5 Ready

6 Collect

CustomerParent · Student · Employee

1Signs in with a mobile number and a 6-digit SMS code

3Picks items, the day (up to 7 days ahead) and a break-time pickup slot

Can edit or cancel until the cut-off

If an item sells out: pick a substitute or a refund within 15 minutes

9Gets an SMS and an in-app notification: your order is ready

S Cafe ordering appWeb and phone

2Knows the account: parent, student or employee, their campus, VAT and discount

4Checks the cut-off, slot capacity and sold-out items before accepting

6Confirms the order and gives it a number, e.g. S12, with a QR code

PaymentbKash · Nagad · Card

5Pays by bKash, Nagad or card. Staff may pay at the counter instead

Refunds go back to the same method (cancel, reject, sold-out)

KitchenKitchen display

7Today's orders appear at once; pre-orders join on their day. To cook → Preparing → Ready

Counter & Pickup TVOutlet staff

Accepts staff pay-at-counter orders

8The pickup TV shows the order number under Ready

Bulk orders: Send out for delivery → Delivery complete

10Scans the QR code with the camera, checks the customer's name and hands the food over

OperationsF&B manager

Switches sold-out items off and adds menu photos

Production list for pre-orders and bulk events

Daily sales, monthly cost-centre invoices, monthly HR staff list

1CustomerSigns in with a mobile number and a 6-digit SMS code
2S Cafe appKnows the account: parent, student or employee, their campus, VAT and discount
3CustomerPicks items, the day (up to 7 days ahead) and a break-time pickup slot
4S Cafe appChecks the cut-off, slot capacity and sold-out items before accepting
5PaymentPays by bKash, Nagad or card. Staff may pay at the counter instead
6S Cafe appConfirms the order and gives it a number, e.g. S12, with a QR code
7KitchenToday's orders appear at once; pre-orders join on their day. To cook → Preparing → Ready
8Counter & TVThe pickup TV shows the order number under Ready
9CustomerGets an SMS and an in-app notification: your order is ready
10Counter & TVScans the QR code with the camera, checks the customer's name and hands the food over

Run the demo in 10 minutes

Before you start

On the demo hub press Reset, then use the demo clock so it's a school morning (e.g. 8:00 AM).

One login

Sign in once with 01700000001 and code 123456. The DEMO ▾ button then switches between people and staff screens.

Screens

For a room demo, open Kitchen, Pickup TV and Counter on other devices or tabs — they update by themselves.

Demo hub Sign in

A parent orders lunch

3 min

Demo as: Parent — Nusrat

1
Sign in with 01700000001, code 123456.No password — mobile number and a one-time code.Sign in ↗
2
Add a lunch item and pick today's Lunch slot.Each slot shows its order-by time; full or closed slots can't be picked. VAT 5% is shown as included.
3
Checkout → pay with bKash.Order number (e.g. S1), a collection QR code and a stage tracker: Ordered → Paid → Order placed → Preparing → Ready → Collected, each with its time. Payment is a sandbox.
4
DEMO ▾ → Kitchen. Tap Start, then Ready.The ticket arrives on its own (customer sees Order placed). Start → Preparing, Ready → Ready.Kitchen ↗
5
DEMO ▾ → Pickup TV.The number moves to Ready — please collect.Pickup TV ↗
6
DEMO ▾ → Counter. Scan QR (camera) or type the number, tick the name check, hand over.Collection needs the QR or number plus the customer's name. The customer's tracker turns to Collected.Counter ↗

A student pre-orders for tomorrow

1 min

Demo as: Student — Arif (8B)

1
DEMO ▾ → Student. Pick tomorrow, a slot, and pay.Class and section print on the ticket and receipt.
2
Open Operations.The order waits in the production list — it joins the kitchen on its day.Operations ↗

An employee at the Parent Lounge

2 min

Demo as: Employee — Farhana

1
DEMO ▾ → Employee — Farhana. Add an item.20% staff discount (Parent Lounge only) and VAT 0% — employees are VAT-free.
2
Choose Pay at counter and place the order.It waits for the counter — it doesn't reach the kitchen yet.
3
DEMO ▾ → Counter → Card.Accepted and sent to the kitchen. The receipt shows the discount line and VAT 0%.
4
Optional: DEMO ▾ → Employee — Sabbir (Cafeteria).VAT 0% too, but the discount line explains it's Parent Lounge only.

Changes and a sold-out item

2 min

Demo as: Parent — Nusrat

1
Open the order → Edit order → add an item → Save.Pay only the difference. Removing an item refunds the difference instead. Edits close at the cut-off or once cooking starts.
2
On the demo hub, set the substitution timer to 60 seconds.STS's rule is 15 minutes; 60 s is just for the demo.Demo hub ↗
3
Operations → switch that item off (sold out).The customer is offered up to three similar items or a refund, with a countdown. No answer = automatic refund.

A coordinator books a meeting

2 min

Demo as: Coordinator — Tanvir

1
DEMO ▾ → Coordinator → Bulk order.Needs 24 hours' notice; times sooner than that are blocked. Delivered to a room, no payment now.
2
Demo hub → +1 day. Kitchen → Start → Ready.On its day the order reaches the kitchen with the room to deliver to.
3
Counter → Send out → Delivery complete.The coordinator's tracker shows Booked → Order placed → Preparing → Ready → Out for delivery → Delivered.
4
Operations → Cost-centre invoices.Bulk orders are billed to the cost centre on a monthly invoice.

The back office

1 min

Demo as: Operations

1
Operations → HR staff list → Import sample list.Joiners added, a leaver deactivated — their number can no longer sign in.HR list ↗
2
Operations → Menu → Upload a photo on any item.The outlet's own photo replaces the sample photo straight away.

Who does what

Parents & students
Register with a mobile number, choose a campus, order up to 7 days ahead, pay online, track the order and collect with a QR code.
Employees
Recognised from the HR list. Their outlet and cost centre come from HR. VAT-free; 20% off at the Parent Lounge; may pay online or at the counter.
Coordinators
Book food for meetings and events with 24 hours' notice, delivered to a room and billed to their cost centre monthly.
Kitchen
Sees today's paid orders appear automatically, moves them to Ready, can reject with a reason (refunds are automatic).
Counter & pickup TV
Accepts pay-at-counter orders, hands over after QR + name check, marks bulk orders delivered. The TV shows ready numbers.
Operations (F&B)
Switches items off, adds menu photos, sees the production list and daily sales, cost-centre invoices and the monthly HR list.

STS rules the prototype follows

From STS's answers to the online-ordering questionnaire. Items marked “to be confirmed” are still open with STS.

Who can order: Registered parents and students, and staff on the HR list. No guest orders.
How far ahead: Today or up to 7 days, in break-time pickup slots.
Cut-off: 8 PM the day before; same day, 60 minutes before the slot (to be confirmed by STS).
Payment: Parents and students pay online (bKash, Nagad, card). Staff may also pay at the counter.
VAT: 5% included for parents and students; employee orders are VAT-free.
Staff discount: 20% at the Parent Lounge only, for staff eligible on the HR list.
Changes: Edit or cancel until the cut-off, before cooking starts. Refunds go back to the same method.
Sold out: Customer chooses a substitute or refund; no answer in 15 minutes = automatic refund.
Collection: QR code or order number, plus the customer's name.
Bulk orders: Coordinators only, 24 hours' notice, room delivery, monthly cost-centre invoice.

In this prototype

Payments, SMS and the HR list are sandboxes — nothing is charged or sent.
Menu photos are representative samples; outlets can upload their own.
Menus per outlet, pickup slots and cut-off times are samples until STS confirms them.

In production

Orders go into Odoo POS and its kitchen display at each outlet.
A real payment gateway (e.g. SSLCommerz, bKash, Nagad) and SMS provider.
The HR list and reports connect to STS's systems.