The Back Office is where you can configure your business before you start trading. It allows you to complete all your initial setup tasks, including adding your business information, building your menu, setting up staff access, enabling features, and connecting third-party integrations.

This article guides you through accessing the Back Office, navigating its menus and features, and completing the required setup tasks before going live. 

What's in this guide?

What you'll need 
Accessing the Back Office
Navigating the Back Office
Completing your initial setup
Accessing Help & Support

What you'll need

• Your Back Office login credentials. If you don't have your Lightspeed login credentials, contact our Lightspeed Sales Representative for assistance. 
• A device with internet access.
• Your business details, including your Australian Business Number (ABN) or New Zealand GST number, site information, as well as your menu items.

Accessing the Back Office

We recommend accessing the Back Office using a computer as some configuration tasks are easier to complete on a larger screen. Once logged in, you can complete the onboarding tasks to configure your business details and prepare your account for trading.

To access the Back Office:

1. Open a web browser on your computer and navigate to https://my.kounta.com. 
2. Enter your username and password. 
3. Click Log in.
   

Navigating the Back Office

The Back Office navigation menu provides access to all areas of your account setup and management. Using the navigation menu, you can access the following options:

• Home: Access the dashboard and manage your account information, including your profile, site subscriptions, payment methods, and invoices.
• My site: Configure site settings such as your site information, POS registers, printers, promos, enabled products per site, price lists, and wastage.
• Products: Manage your menu and product setup, including products, POS categories, option sets, reporting groups, suppliers for your purchase orders, and online products.
• Inventory: View and manage your stock, including stock counts, stock allocation by venue location, current stock on hand, and monthly inventory insights.
• People: Manage all people-related records, including users and their roles, customers, and suppliers.
• Reports: Access legacy reporting tools for your sales and operational insights. This section is only available to existing sites that already had reporting enabled and is not available for new sites. For a more comprehensive reporting, navigate to Lightspeed Insights.
• Features: Enable and manage additional tools and functionality available in your subscription to enhance your Lightspeed Restaurant setup.
• Integrations: Connect and manage integrations between Lightspeed and the other tools and system your business uses. 
• Financial services: View and manage your Lightspeed Payments account, including your EFTPOS transactions, payment terminal settings, and Lightspeed Capital.
• Company settings: Manage company wide settings, including your business details, taxes, accepted payment types, multi-factor authentication (MFA) settings, price adjustments, refunds, promotions, and gift cards.
• Find a partner: Search for accredited Lightspeed partners who can provide on-site support, setup assistance, training, and technical services for your business.
• Refer Lightspeed: Sign up and refer other businesses to Lightspeed and explore referral opportunities and rewards.
  

Completing your initial setup

This section guides you through the required initial setup tasks to prepare your Lightspeed Restaurant account, including configuring your site, building your menu, adding user accounts, enabling features, and connecting third-party integrations. 

Adding your site information

Navigate to My site > Site information to update your business details, including your site name, ABN or NZ GST number, contact information, business type, website, and site address. Keeping this information up to date helps ensure accurate receipts and compliance with local business requirements. For more information, refer to our article on managing your site information.

Building your menu

From the navigation menu, select Products. This section contains all items configured in Lightspeed, including products you sell, stock, or purchase. From here, you can create, edit, and manage your products. For detailed instructions on how to add and manage your products, refer to our article on creating and managing products.

Adding user accounts

From the navigation menu, select People > Users. This section allows you to add and manage user accounts for your staff. When creating a new user, enter their name and email address, then assign the appropriate permissions based on their role. User permissions control what areas of the POS and Back Office each staff member can access.

Enabling features

From the navigation menu, select Features to view additional tools and functionality available for your account. Features marked Available on your plan are included in your current subscription and can be enabled at no additional cost.

Setting up integrations

From the navigation menu, select Integrations. This allows you to extend the functionality of your Lightspeed Restaurant account by connecting external platforms and services. Common integrations include accounting platforms, EFTPOS providers, and online ordering integrations.

Accessing Help & Support

Help & Support provides quick access to help center guides and contact options while using the POS or Back Office. To access Help & Support, select the question mark (?) in the bottom-right corner. This allows you to browse suggested help center articles related to your query or contact the Support Team directly.