Run your restaurant with Ruby, your AI host.

Ruby is your AI host. She answers phone calls, WhatsApp, SMS and the chat bubble on your website. She takes orders, books tables, sends payment links and answers questions. When she is stuck, she hands the guest to a person. Your team works in the console: a web page that shows every order, booking and conversation live.

1. 1 Shown the first time you sign in with a temporary password (from an invite or a reset).
2. 2 At least 8 characters, and not the temporary one.
3. 3 Save and continue opens the console.

First sign-in

1. Open your login email. It is called "Your KasadaAI CustoCare-Resto login" (or your partner's product name). It has the sign-in page, your username (your work email) and a password.
2. Open the sign-in page from the email, for example https://resto.custocareai.com/login?tenant=mamas-kitchen.
3. Type your Email and Password, then press Sign in.
4. Choose a new password when asked (see the screen above), then Save and continue.

Your own sign-in page

The address in your login email ends in ?tenant=mamas-kitchen (your restaurant's short name). That page shows your logo, colours and product name: the heading says Sign in and, under it, your product name followed by console. The look comes from SettingsBranding (module 10). Bookmark it on every staff device. If your partner gave you its own address, that page carries your partner's look instead.

Rules that keep your account safe

1. 1 Main menu. You only see the areas your role may use. Red numbers are new orders, open tickets or live conversations.
2. 2 AI host card: Ruby's name, the branches she covers and how many conversations are live.
3. 3 Branch picker: All branches or one branch. Every page follows it.
4. 4 Live: green = receiving live updates. Reconnecting… or Offline: refresh the page or sign in again.
5. 5 Publish: menu and Ruby changes are drafts until an admin or supervisor publishes them. Others see Live · v12.
6. 6 Kasada Dialpad (headset): the console phone. The dot is green when ready (module 12).
7. 7 Ask CustoCare: ask questions about your own data in plain words.
8. 8 Alerts: urgent or overdue tickets under Needs attention.
9. 9 My profile (click your name): your phone extension and softphone password. The door icon next to it is Sign out.
10. 10 Dashboard cards: Needs attention, Live activity, Kitchen load, Upcoming reservations, Top items, Order pipeline.

Pop-ups, theme and the console on a phone

The Dashboard also shows a Holiday hours notice for today and the next 14 days, with a Manage link to the branch settings (module 14).

Ruby answers from your console data only: your published menu, your branches and hours, your FAQ answers and your settings. Every order, booking, ticket and message she creates appears in the console straight away, marked Ruby (AI). The examples below use Mama's Kitchen, a made-up restaurant.

What Ruby does on her own

Ruby at work: three examples

Press Replay under a conversation to watch it again. Names and numbers are examples.

Check what Ruby did after a call

1. Open Conversations and the call or chat. AdminSupervisorHost
2. Read Ruby's summary and the transcript, then press View order or View booking to see what she created.
3. Follow up anything she passed to a person in Tickets (cancellations after the kitchen started, call-backs, complaints).
4. Teach her: what she struggled with turns into fixes in Ruby insights (module 13). AdminSupervisor

Closed orders are Completed, Cancelled or Rejected. Before the kitchen starts (New, Accepted) you Reject; after that you Cancel order. New and accepted orders turn amber after 10 minutes and red after 20.

1. 1 Board for service, List to search every order, Riders for your delivery riders.
2. 2 New-order sound on or off.
3. 3 New order to key in an order. While one is parked it says Resume order.
4. 4 Pause new orders for a branch. Ruby then says the kitchen is busy and offers a booking.

Move an order forward

1. Open OrdersBoard.
2. Click the order card to open the order drawer (customer, items, allergies, payment, status timeline, calls).
3. Press the main button: Accept, Start preparing, Mark ready, then Complete (pickup, dine-in) or Out for delivery (module 8).

Key in a phone or counter order

1. Press OrdersNew order AdminSupervisorHost
2. Customer and fulfilment: choose Dine-in, Walk-in, Pickup, Delivery, Scheduled or Catering, the Branch and, for dine-in, the Table. Walk-in and dine-in guests paying cash need no phone number.
3. Add items from the Menu, add an Allergy note or Promo code if needed.
4. Place the order. It goes straight to Accepted. Busy at the counter? Press Minimize and come back with Resume order.

Change, stop or refund

Read the badges on an order

1. 1 Channel badge: Voice, WhatsApp, SMS, Web chat, Walk-in, or a delivery platform (Bolt Food, Glovo). Next to it: Ruby (AI) or Staff.
2. 2 Risk: every order gets a risk score. Medium risk or High risk shows on the card (hover for the reasons). A high-risk cash delivery Ruby took is held in the New column: Waiting for code, Waiting for payment or Needs staff check.
3. 3 Customer notified of delay: the order ran late and the guest was texted an apology with the new time (and a voucher, if you set one).
4. 4 Orders from delivery platforms arrive paid, as pickup (the courier collects). Set-up is in the integrations course.
5. 5 Checks & tracking in the order drawer: the score and its reasons, each delay update, the rider link and the guest tracking link.

Clear a held order AdminSupervisorHost

1. Open OrdersBoard and click the card with the amber hold badge in New.
2. Read Checks & tracking: why it is held and the risk reasons (for example first order from this number, large cash on delivery, a far zone).
3. Waiting for code: the guest reads the code to Ruby and the order goes to the kitchen by itself. Lost the text? Press Resend code.
4. Needs staff check: call the guest. Then Approve (sent to the kitchen) or Reject. Accept on a held order also approves it.

Orders you key in yourself are scored but never held. Unchecked holds are cancelled after 30 minutes. What needs a code, a payment or a staff check is chosen in SettingsOperationsOrder protection, and delay texts in Delay updates (module 14).

There is no separate kitchen app. A Kitchen login sees Dashboard, Orders, Menu and Forecast. Put the OrdersBoard on a tablet in the kitchen.

1. 1 The switch per branch. Off = "Banku & tilapia marked sold out at Osu". Ruby stops offering it there at once (no Publish needed).

During service

1. Turn the sound on (bell button on the Orders page) so you hear new orders.
2. Work left to right. Oldest orders are first in each column. Watch for amber and red timers.
3. Read allergies in the order drawer. Print the Kitchen ticket: it shows what to cook, allergies, mode and order code, with no prices.
4. Mark ready when the food is done. The guest is told automatically (module 16, Notifications).
5. Run out of a dish? MenuItems, switch it off for your branch. Switch it on again when it is back.
6. Swamped? On the Orders page switch on Pause new orders. It shows "Paused · Ruby is not taking orders". Orders already in the kitchen are not affected.

Stock counts and use-by dates AdminSupervisorKitchen

Instead of switching dishes off by hand, you can count them. Accepted orders take stock; at 0 the dish is sold out at that branch by itself, so Ruby stops offering it. Restocking lifts an automatic sold-out (one you switched off by hand stays off).

1. MenuItems, find the dish and press Track stock (it says Stock once tracked).
2. In the Stock · dish box, per branch: In stock, Low-stock warning at, Daily restock to (optional) and Use by (optional).
3. Press Save stock. The dish shows a chip: Stock: 12, Low: 3 or Out of stock.
4. Use by tells the menu advisor when the food goes off: MenuAdvisor then suggests a time-limited special to clear it. Nothing changes until a manager approves and publishes.

Sync stock (Menu toolbar, admin and supervisor) reads the counts from your till when the Loyverse integration is connected in Settings → Integrations. Automatic restock each morning is a switch in SettingsOperationsStock.

1. 1 New booking: Guest, Date, Time, Party size, Duration, Table, Occasion, Booked via, Notes for the team.
2. 2 List, Timeline (click an empty slot to book that table), Waitlist.

Statuses: Confirmed, Awaiting deposit, Seated, Completed, No-show (and cancelled).

Seat a booked guest

1. Open Reservations and click the booking. HostSupervisorAdmin
2. Check allergies, VIP, visits and no-shows in the drawer. If the booking has a policy, tick I read the policy to the guest.
3. Press Seat now. Need another table? Move table.
4. When they leave, press Complete & free table. Never came? Mark no-show.

Walk-ins when you are full

1. ReservationsWaitlistAdd walk-in: party size and quoted wait.
2. When a table frees up, notify them by SMS, then Seat party at a free table.

Book with live availability

1. ReservationsNew booking HostSupervisorAdmin: choose the Guest (or type a name and phone), Date, Time and Party size.
2. Availability fills in live: "3 tables free". Pick a table. Nothing free? It says Nothing free for 6 at 20:00 and lists Nearest free times on this day; tap one, or add the party to the waitlist.
3. Deposit required box: read it to the guest. The booking stays Awaiting deposit until the link is paid.
4. Tick I read the booking policy to the guest, then press Confirm booking (or Book & send deposit link). The console says "Confirmation sent to the guest." The text uses the Reservation confirmation template in Settings → Notifications.

Change or cancel a booking, with the policy

1. Change: open the booking, press Edit, change the time, party or table, tick I read the policy to the guest for this change and press Save changes. The guest gets an updated confirmation.
2. Cancel: open the booking, press Cancel booking, read the cancellation terms shown, tick I read the policy to the guest, then Cancel booking (or Keep booking). The table is released.
3. Paid deposit? The dialog reminds you: "Refund the deposit from Payments if the policy allows it." Unpaid one? Resend deposit link in the booking's Deposit box.

The booking drawer's Booking policy box shows when the policy was read to the guest and what was said, whether by you or by Ruby.

Set the policy, the cancellation cutoff and deposits AdminSupervisor

Tables and QR codes AdminSupervisor

Tables live under SettingsBusiness & branches → your branch → Tables: Add table with Name, Area, Seats and Combinable. Print QR sheet gives a code per table: guests scan it, order from their seat and pay. Open QR bills show under Open table bills; press Clear table when guests leave.

Add your riders (once) AdminSupervisor

1. OrdersRidersAdd rider
2. Fill Name, Phone and Branch (or Any branch), keep Active on, then Save rider.

Send a delivery out AdminSupervisorKitchenHostDelivery

1. Open the Ready order and press Out for delivery.
2. Delivery sticker box: press Print sticker, stick it on the food, tick The sticker is printed and stuck on the food.
3. Press Continue to rider, choose the Rider, check the ETA, then Send out.
4. When delivered, the rider marks it on their phone, or you press Delivered.

When a rider needs help

1. The rider taps one button under Need help? on their delivery page: I'm lost, Customer not picking up or I've arrived. Riders can also call the restaurant line: Ruby knows them by their roster number.
2. Ruby acts: lost, she calls the guest for directions from a landmark, and they appear on the rider's page as Directions from the customer. Not picking up, she calls the guest to come out. Arrived, the guest gets a text with the rider's number.
3. You follow it in OrdersRidersRider help and in the order history. AdminSupervisor

Ruby's calls need Outbound calls on in Settings → Features; without it the guest gets a message asking them to call the rider.

Delivery fees are always told to guests as estimates: ride-app surge pricing can change the final cost. Zones, fees and times are set per branch in SettingsBusiness & branches → Delivery zones.

Ruby checks every order against this menu: names, prices, options, allergens, and what is sold out right now. Only Admin and Supervisor edit it; Kitchen can only mark items sold out.

1. 1 What callers say, so Ruby recognises the dish.
2. 2 Sizes and extras Ruby must ask for before she confirms.
3. 3 Ruby reads allergens back. Be complete.
4. 4 See how Ruby will describe the dish.

Add a dish

1. MenuItemsAdd item AdminSupervisor
2. Fill the sections above. Save: it is "Saved as a draft. Ruby uses it after you publish."
3. Need a new category? Press Manage next to the Categories heading (on a small screen: Manage categories at the end of the category chips).

Find a dish, sort categories, add photos

Photos show on the online ordering page and the table QR page (module 10), and Ruby can send a dish photo on web chat and WhatsApp. Like every menu edit, a photo goes live when you publish.

Import a whole menu

Publish

1. Press Publish 2 changes in the top bar. AdminSupervisor
2. The console first tests Ruby against your draft menu (dishes and aliases, prices with choices, sold-out items, allergen filters).
3. All good: Publish. A check failed: fix it, or Publish anyway with a reason (saved in the audit log).

Guests never sign in. Each page opens from a link (in a text, on your website or social pages) or a QR code, and uses the same menu, prices, hours and rules as Ruby. Every page carries your branding.

The table QR page

1. 1 Waiter opens Call a member of staff: Call waiter, Bring the bill or I need help, with an optional note ("Anything we should bring?").
2. 2 Menu to order from the seat (straight to the kitchen as a dine-in order for that table); Bill shows the running bill.
3. 3 Split the bill: Whole bill, Split evenly between a number of people, or My items (tick your own dishes).
4. 4 Pay by MoMo or Card (a secure payment link, also texted if a phone is given) or Pay cash to staff. When payments cover the bill, the table bill closes by itself: "All paid. Thank you!"

Answer a table call AdminSupervisorHost

1. A pop-up appears on any console page, for example T4: Waiter requested (or Bill requested, Needs help, Wants to pay cash). Press View.
2. Go to the table. On Reservations, the Open table bills panel lists each table's running total, pending links and requests.
3. Press Done next to the request once handled. Guest paid cash? Use Record cash.
4. When the guests leave, press Clear table. Clearing a table that still owes money asks for a reason, saved in the audit log.

Every guest page at a glance

The ordering and booking pages are switched on, and their links copied, in SettingsOnline ordering; the full set-up is in the Marketplaces, integrations and outbound calls course. Payment links and refunds are in Payments, accounting and growth.

Put your brand on every page Admin

1. SettingsBranding. Everyone can read it; only admins change it.
2. Identity: Product name, Company name, Support email, SMS sender name (up to 11 letters or digits) and AI persona name (what the AI host calls itself instead of "Ruby"). Leave a field empty to use the default.
3. Logo, favicon and colours: Upload a Logo and a Favicon (PNG, JPEG, WebP, SVG or ICO up to 256 KB), pick the Primary colour and Accent colour. Check the Preview.
4. Press Save changes. The console, your sign-in page and every guest page (ordering, booking, table, tracking, feedback) use it. A new persona name reaches calls after you publish.

1. 1 Call (Connect me or Ruby calls them, module 12) and Send email (when the guest has an email address).
2. 2 "Ruby reads these back and adds a kitchen note on every order."
3. 3 Tags: type in Add a tag and press Add, or pick a suggestion (VIP, Catering, Corporate, Influencer, Staff). The VIP tab and VIP badges follow the VIP tag.
4. 4 What the guest agreed to receive: WhatsApp updates (order and booking messages) and Promotions (offers and specials). Promotions only go to guests who opted in.
5. 5 Block customer (with a reason only staff see): Ruby politely declines orders and bookings from this number. Erase customer removes personal data and cannot be undone.

Blocked callers AdminSupervisorHost

1. CustomersBlocked shows the Blocked callers list: Number, Customer, Why and when.
2. Why says who blocked them: Staff, Abusive language (Ruby warns callers who are abusive and blocks them after repeated warnings) or Integration.
3. Blocked numbers cannot reach Ruby on calls, SMS or WhatsApp. Made a mistake? Press Unblock: "Unblocked: they can reach Ruby again".

Who sees which guest details

Email a guest AdminSupervisorFinance

1. Open the guest in Customers (or a conversation with them) and press Send email.
2. Write the Subject and Message. It is sent from your restaurant's email address, with your restaurant's name.
3. Press Send email. It is listed in the Email log (Settings → Email) and the audit log.

Hosts do not see guests' email addresses, so they do not get this button. Your mail server is set in module 16.

Tickets: things that need a person

1. Tickets lists callbacks, complaints, change requests and missed calls, sorted by due time. HostSupervisorAdmin
2. Watch the tiles: Overdue, Due in 15 min, Unassigned. Urgent ones also show under the bell (Alerts). Filter by status, branch and priority.
3. Open a ticket, press Call back now, then Resolve, write the Outcome and Mark resolved.

Log a ticket by hand

1. TicketsNew ticket. Choose Callback or Complaint.
2. Find the Customer (search name or phone), pick the Branch and the Priority: the hint shows when it falls due (for example "Due in 15 min").
3. Write the Subject. For a callback, add the Preferred call time (for example "Today 15:00–17:00"); for a complaint, What happened.
4. Press Create ticket.

Preferred call time: callback tickets show it in the drawer. Switch on Ruby calls back automatically and Ruby calls at the start of that window (it needs the call-back automation in Settings → Features; see the outbound calls course).

The Message log AdminSupervisorHostFinance

1. Messages: every SMS and WhatsApp sent to guests (payment links, confirmations, updates).
2. Filter with the tabs All, Sent, Failed, Skipped, the All channels and All types lists, or search Phone, reference or text. Failed and skipped rows say why (for example the guest opted out).
3. Resend on a row sends the same message again as a new row ("Message sent again"). Consent is checked again.
4. Admins and supervisors can open Templates (top right) to change the wording.

1. 1 Listen in: your extension rings; you hear the caller and Ruby, nobody hears you. Click again to stop.
2. 2 Join call: the caller and Ruby both hear you, and Ruby keeps handling the call.
3. 3 Coach Ruby: type guidance (Send guidance). The caller hears nothing; Ruby follows it from her next turn.
4. 4 Hold / Resume call: the caller hears music, Ruby pauses.
5. 5 Take over call: Ruby leaves and the caller is connected to you. She cannot rejoin a phone call.
6. 6 Hang up: only for abusive or spam calls.

Who: HostSupervisorAdmin. On chats you reply in the box and can Hand back to Ruby. To switch from listening to joining, stop first, then start the other (your extension rings again).

Find a conversation AdminSupervisorHostAnalyst

1. Conversations: pick a tab, All, Live, Needs human or Closed. The list shows the channel and whether Ruby is handling it.
2. Search with Search calls & chats (a name, a number, a word from the chat) and narrow by channel: Voice, WhatsApp, SMS or Web chat.
3. Open it. The header shows the guest (View profile), the channel, branch and time, Outbound call when Ruby called out, the outcome and the sentiment, and Ruby's summary above the transcript.
4. Jump to what it created: View order or View booking opens the order or booking made during that call or chat.

Call a guest

1. Press Call on an order, a booking, a ticket or a customer, or open the Kasada Dialpad (headset in the top bar).
2. Choose How: Connect me rings your extension first, then the guest (no AI). Ruby calls them: Ruby introduces herself and the restaurant, then handles it. Add a Note for Ruby.
3. Follow the call live. It appears in the order or ticket timeline, and Ruby's calls arrive in Conversations.

Ruby calls them needs Outbound calls switched on in SettingsFeatures. No extension yet? The dialog says "Set it in your profile".

The console softphone (Kasada Dialpad)

With the softphone on, the console itself is your phone. No desk phone or separate app. Incoming calls show a card with Answer / Decline on any page. The dot on the headset: green Ready, amber Connecting…, red Not connected, grey Off.

1. 1 The restaurant admin's switch. On by default.
2. 2 Shown when your partner or Kasada AI has it off ("Switched off by your partner" / "Switched off by Kasada AI"). Your switch is kept and works again once they switch it back on.

1. Admin: SettingsFeaturesConsole softphoneSoftphone on for our staff Admin
   Full URL: https://resto.custocareai.com/settings/features. "Settings" is the main menu item; "Features" is the section inside Settings.
2. Each person: click your name → My profile → Phone extension (optional) and the softphone password → Save. Your admin gets both from Kasada AI support.
3. Allow the microphone when the browser asks. Check the headset dot is green.

1. 1 How Ruby introduces herself and sounds in every channel.
2. 2 Use the Insert: variables so one script works for every branch.
3. 3 Chat with Ruby here to test changes before you publish.

Other cards: Language & vocabulary (Primary language, English accent, extra languages, Custom vocabulary), Voice & speech, Phone keypad, Suggest add-ons, Guests mix languages, Landmark addresses, Offer a person when Ruby is stuck, Guardrails.

Change Ruby's greeting

1. SettingsAI agent AdminSupervisor
2. Edit Greeting under Scripts. Press Save changes: the console says Saved; Ruby updated.
3. Test it in Try Ruby.
4. Publish in the top bar. Ruby's phone, WhatsApp and chat settings update.

What Ruby may do

Big switches are in SettingsFeatures: Ordering, Reservations, Payments, Delivery, Catering, Waitlist, Feedback, Promotions, Outbound calls, Loyalty. Per branch, Service types (in Business & branches) say what Ruby may offer there.

"Saved; Ruby updated" and the voice check

When Ruby hands a caller to a person

1. Set the line per branch: SettingsBusiness & branchesEdit branch → Location & contact → Fallback human line ("Ruby transfers here when a caller asks for a person"). AdminSupervisor
2. Choose when Ruby offers a person: SettingsAI agentGuardrails: switch on Offer a person when Ruby is stuck and set Replies before offering a person (2 to 10). On chats this is a hand-off to staff in Conversations.
3. Write what she says first: Escalation script in the same card ("Said just before transferring to the branch's fallback human line").
4. Busy times: Voice & speechMax concurrent calls. Extra callers go to the fallback human line, or hear a short busy message.
5. Optional keypad: Phone keypadAdd key, for example key 0 with the action Transfer. Transfer without a number uses the branch's fallback human line.
6. Press Save changes, then publish.

Local words, with Hear it

1. SettingsAI agentLanguage & vocabulary, scroll to Local lexicon. It starts as the Built-in Ghana lexicon; press Customise to make your own editable copy.
2. Use the tabs Dish names, Landmarks, Phrases and Local English, or Search words.
3. Add word: Word or phrase, Type, Language, Meaning, Pronunciation (plain respelling, stress in capitals, for example WAA-chay). Link a dish word to Same as this dish, or a landmark to its Delivery area.
4. Press the speaker button (Hear it) to listen to the pronunciation, keep Ruby uses this word on, then Save as draft. Publish to make it live.

Test it in Try Ruby: the language list there offers "Try in Twi" (and the other languages you switched on).

Ruby insights: fix what Ruby struggled with AdminSupervisor

1. 1 Analyse now looks at the chosen period. Ruby is also checked every week by herself.
2. 2 Suggestions waiting for you, what was Applied or Dismissed (and by whom), your FAQ answers, and the History of every analysis.
3. 3 Evidence: the caller's own words and how often it happened. Open jumps to the conversation.
4. 4 Apply saves the change as a draft (an alias, a word, a shorter greeting, an FAQ answer). If the answer needs real facts it says Write answer & apply. Dismiss hides it for good.

1. Add your own answers: Ruby insightsFAQ answersAdd answer: Question, Answer (the way Ruby should say it), Keywords, Branch (or All branches), Ruby uses this answer, then Save as draft.
2. Import many at once: FAQ answersImport → Download template, fill in question, answer, keywords (separated by ;), branch (empty = all branches) and enabled (yes/no), then Choose a .csv or .xlsx file. Each row shows New, Update (a question you already have gets the new answer) or Skipped. Press Import N answers.
3. History lists each analysis: When, Period, Trigger (Weekly or the person who pressed it), Conversations, Suggestions and Status.
4. Publish in the top bar so Ruby uses the fixes.

1. 1 Location & contact: Branch name, Address, Landmark (Ruby uses it for directions and riders), Public phone (Ruby matches calls to the branch by it) and Fallback human line (where Ruby transfers a caller who wants a person).
2. 2 Opening hours: Ruby stops taking same-day orders at the Last order time. Closed days: she offers orders for the next open day.
3. 3 Holiday hours: special dates that replace the weekly hours. They apply as soon as you save, without Publish.
4. 4 Delivery zones: areas, estimated fee, minimum order and typical time. Without zones Ruby offers pickup and dine-in only.
5. 5 Kitchen capacity: how much the kitchen can cook at once, which sets the live kitchen load.

1 · Business profile and branches

1. SettingsBusiness & branches. In Business profile → Profile: Trading name (used in greetings and SMS), Brand colour, Currency (admin only; it can change until the first payment) and Time zone. AdminSupervisor
2. New branch: Add branch Admin: Branch name, Branch code (short, lowercase, cannot change later), Address, Landmark, Public phone, Fallback human line, Service types and Accept orders right away. Press Add branch: "Branch added as draft".
3. Existing branch: click its card (Edit branch), change Location & contact and Service types (what Ruby may offer there), then Save changes: "Branch saved as draft".
4. Publish in the top bar. Ruby starts offering the branch once it is published.

A branch you no longer use: Archive branch (Ruby stops offering it; its orders and reports stay; Restore branch any time). Delete is only for a branch added by mistake, with no orders or bookings.

2 · Opening hours and holiday hours

1. Weekly hours: Edit branchOpening hours. For each day: the open switch, Opens, Closes, Last order. The copy button (Copy to all days) applies one day to the whole week. Save changes, then publish.
2. A holiday or special day: Edit branchHoliday hoursAdd date. AdminSupervisor (supervisors for their branches)
3. Pick the Date, write a Note guests hear (for example "Independence Day"), then either tick Closed all day or set Opens, Closes and Last orders (optional).
4. Press Save date: "Holiday hours saved. Ruby uses them straight away." No Publish needed.

Holiday hours reach Ruby ("It's closed today for Independence Day"), the online ordering and booking pages, table ordering, pickup times, bookings and the waitlist. The Dashboard shows a Holiday hours notice for the next 14 days.

3 · Delivery zones

1. Edit branchDelivery zonesAdd zone.
2. Fill Zone name, Areas (press Enter after each; include the local names callers use), Estimated delivery fee, Minimum order and Typical delivery time (min).
3. Press Add zone, then Save changes and publish. Fees are always told to guests as estimates.

4 · Kitchen capacity AdminSupervisor

1. Edit branchKitchen capacity: Items cooked at once (how many dishes the line works on in parallel) and Prep minutes per slot.
2. Press Save capacity. Quotes use the new capacity straight away.
3. When the load is high Ruby quotes longer times and offers later pickup slots; when it is overloaded, delivery pauses by itself (Delivery auto-paused). Ready again sooner? Press Resume delivery now.

5 · Channel cards (what you can change)

Press Save changes; the console says Saved; Ruby updated. New phone numbers and connecting WhatsApp are arranged with Kasada AI support or your partner.

6 · Operations Admin

SettingsOperations: how Ruby and the console react to a busy kitchen, late orders, risky orders and stock. Changes apply immediately (no Publish). Supervisors can read it; admins change it.

Run checks now (top right) looks for late orders straight away and says how many delay updates it sent. Press Save changes at the bottom after editing.

7 · Versions and rollback AdminSupervisor

1. SettingsVersions & audit. Published versions lists every publish; the newest has a Live badge.
2. Something went wrong after a publish? Press Roll back on the version that worked, then Restore as draft. Its AI settings and features come back as draft changes.
3. Publish in the top bar to make the restored version live.
4. Audit log (same page): who changed what. Use Search actions and the Everyone list to filter by person.

1. 1 Invite user opens Invite a team member. Sign out everyone ends every session except yours.
2. 2 Locked badge after 5 wrong passwords. Unlock keeps the password.
3. 3 Full name, Work email, Role, Branches, and optional extension and softphone password.

Invite a team member

1. SettingsTeam & rolesInvite user Admin
2. Fill the form and press Send invite.
3. The console says Login details emailed to esi@mamaskitchen.example. They get the sign-in page, username and a one-time password, and choose their own password at first sign-in.
4. If it says "We couldn't email the login. Share the password below with them.", press Copy and give it to them in person or a private message. It is shown only once.

Help someone who cannot sign in

Sign-in activity (same section) lists every sign-in attempt and sign-out with When, User, Result and Where · device, kept 180 days. Results include Signed in, Wrong password, Locked out, Already signed in elsewhere and Signed out by admin.

The Roles & permissions table on the same page shows what each role can do. Contact Kasada AI support to create custom roles.

How guests hear their order is ready

1. SettingsNotifications → card When an order is ready. AdminSupervisor
2. Pick Send the message by SMS or WhatsApp (WhatsApp only to guests who opted in; others get SMS).
3. Pick the action: Send SMS/Send WhatsApp, Ruby calls the guest, Ruby calls, then … if no answer, Call and …, or Off.
4. Tick the Order types (Pickup, Scheduled pickup, Catering pickup, Dine-in), set Call from / Call until, and Try again if there is no answer. Save.
5. Do the same in When a delivery is on its way and When a guest is seated (Send the welcome message).

Calls need Outbound calls on in Features. Delivery orders never get "ready": they get "on its way" with the rider's name and tracking link.

Send emails from your own address Admin

1. SettingsEmail: fill in the details from your email provider (Mail server, Security, Username, Password), then From address, From name and Reply-to.
2. Send test email, then Save email settings.
3. Switch on the email templates you want in SettingsNotifications (they start off).

Change the email password later Admin

1. SettingsEmail. Under Password a saved password shows only as Set: it is stored encrypted and never shown again.
2. Press Replace and type the new password (leave it empty to keep the current one; Cancel to stop). Clear removes it ("Will be removed when you save", with Undo).
3. Press Send test email, then Save email settings.

To email one guest yourself, use Send email on the guest or the conversation (module 11). The Email log lists every email with Resend.

Payments, refunds, reconciliation, accounting, campaigns and loyalty step by step: Payments, accounting and growth.

Download this month's orders per branch

1. Reports & exportsExports AdminFinanceAnalyst (guest phone, email and address columns are masked for roles that may not see them)
2. Set From, To and Branch at the top.
3. Press CSV next to the report you want.

1. 1 Open billing portal: you are signed in automatically.
2. 2 Usage this month against your plan's allowances.
3. 3 Pay now on an open invoice. Prepaid accounts see Prepaid credit and Top up.

1. Billing AdminFinance
2. Check This month's estimate, then pay open invoices with Pay now.
3. If your partner bills you, the page says "Invoiced by your partner."

For plans, invoices, payment methods and the billing portal step by step, open the CustoCare Billing course for account owners.

Glossary

Ruby

Your AI host. The name can be changed in Settings → AI agent.

Console

The Resto web page your team uses.

Branch

One location of your restaurant, with its own hours, zones and tables.

Publish

Make menu and Ruby changes live. Until then they are drafts.

Board

The Orders view with columns New, Accepted, Preparing, Ready, Out for delivery.

Kitchen ticket

A printed slip for the cooks: items, allergies, mode, order code. No prices.

Delivery sticker

A printed label stuck on the food bag before it goes out. Not a support ticket.

Ticket

A callback, complaint, change request or missed call that needs a person (Tickets menu).

Conversation

One call or chat with a guest, with its transcript.

Extension

Your short internal phone number (for example 3001). Live call buttons ring it.

Kasada Dialpad

The phone in the console's top bar (headset icon).

Connect me

Your phone rings first, then the guest. No AI on the call.

AI containment

The share of calls and chats Ruby resolved without staff.

Waitlist

Walk-ins waiting for a table when every table is taken.

Holiday hours

Special dates per branch (closed, or different hours) that replace the weekly hours at once.

Fallback human line

The branch number Ruby transfers a caller to when they want a person.

Held order

A high-risk cash delivery waiting for a code, a payment or a staff check before it reaches the kitchen.

Risk score

A 0 to 100 score on every order; Medium risk and High risk show as badges.

Order code

The order's reference, for example MK-1042, on the card, the texts, the ticket and the sticker.

Local lexicon

Local dish names, landmarks and phrases Ruby listens for (Settings → AI agent).

Use by

The time stocked food goes off; the menu advisor suggests a special to clear it.

Guest pages

Pages guests open without signing in: order online, book, table QR, finish your order, group order, rating, tracking.

Partner

A reseller who onboards and supports restaurants.

Admin: before go-live

• Every branch has address, landmark, public phone and Opening hours (Settings → Business & branches)
• Delivery zones with fees and times, or none if you do not deliver
• Tables added and QR sheet printed (if you use table ordering)
• Menu complete with prices, options and allergens, and published
• Ruby's greeting, closing and allergy disclaimer set and tested in Try Ruby
• FAQ answers for parking, children, events and corkage
• Features chosen (Ordering, Reservations, Delivery, Outbound calls…)
• Notifications: order ready, on its way, seated
• Settings → Email set and a test email received
• Every team member invited with the right role and branch
• Riders added under Orders → Riders
• Console softphone on, and extensions set in My profile
• Fallback human line set for every branch; Offer a person when Ruby is stuck and the Escalation script set
• Holiday hours added for the coming public holidays
• Booking policy, cancellation cutoff and booking deposits checked (Settings → Payments setup)
• Kitchen capacity set per branch; Operations reviewed (delay updates, order protection)
• Branding saved: logo, colours, product and persona name
• Message signature and web chat widget set in Settings → Channels
• Ordering and booking pages tested on a phone; table QR page tested at one table

Everyone: start of every shift

• Signed in with my own login; Live pill is green
• Branch picker set to my branch
• New-order sound on (Orders page bell)
• Sold-out dishes switched off in Menu → Items
• Printer works for kitchen tickets and delivery stickers
• Checked Needs attention and Tickets
• Headset dot green (if you use the softphone)
• Held orders and Open table bills checked