Point of Sale (POS) Guide

Take a card in person with your phone or a Bluetooth reader, or send the guest a payment link

Where it opens and who can charge The two ways to take payment The card in person Tap to Pay on iPhone On a computer you send the link The Wellness cash desk If something does not add up

Where it opens and who can chargeTwo doors, one switch, six roles out of eight

The checkout point opens from two places, and it is the same screen: the POS button on the «Dashboard» page, and from a booking sheet, where the «Charge card» button is already pointed at that stay.

On phone and tablet that button only appears when three things are true together: the POS module switched on for the property, Stripe connected, and a role allowed to take payment. The POS switch lives on the «Property» page. On a computer the button is always there, because it only offers the payment links.

Who	What they can do
«Manager», «Assistant»	Take payments, and switch the module on or off for the whole property
«Revenue Manager», «Wellness», «User»	Take payments
«Housekeeper», «Observer»	Cannot: the observer is read-only, the housekeeper does not handle money

The card reader exists only in the phone and tablet app, Android and iOS: it is not a matter of settings, on a computer the component is simply not there. The POS is still useful from a computer, but it does something else — see On a computer you send the link.

The two ways to take paymentOn a booking, or a free amount

There are only two choices on top: «Charge a booking» and «Amount». There is no list of payment methods to pick from first: here you take a card, and everything else is recorded elsewhere.

On a booking

The list gathers today's stays, split into three groups that open one at a time: «Check-out» (leaving today), «Check-in» (arriving today) and «Occupancy» (already in). Arrivals on later days do not show up.

For everyone else there is the field on top, «Search booking (guest, room, dates)»: that search works on every booking, outside today's window, and replaces the list with its results.

Once you pick a row the app reads that stay's bill and suggests the balance. It includes the tourist tax only if the setting that adds it to online payments is on: it is the same rule as the payment link, not a second one.

If the booking has no room assigned yet, the row carries the warning «Room not assigned» in red, with an attention icon, instead of the room name. It blocks nothing: the payment works as always, the warning only reminds you that something is still open on that booking. The same phrase appears, instead of the internal code, on the printed bill and on deposit and charge printouts.

Amount

This is the terminal-style keypad, full screen on a phone; on a tablet, or with the phone turned sideways, it sits next to the reason and the amount: you type the figure, write the «Reason» and press «Charge». Use it for a counter payment that belongs to no stay.

The reason saved on the payment is at most 50 characters long: anything longer is cut. On the receipt and on Stripe it stays in full.

The card in personThe phone, or a Bluetooth reader

Both routes end on the same confirmation page: amount and reason can be edited until the last moment. Press «Confirm» and the connection with the card begins.

If both ways are available, the app asks which one to use: «Contactless with phone» or «Bluetooth reader». If only one is available, it starts without asking.
If neither is available, the app takes you to «Configure reader» instead of failing with an error.
«Tap or insert the card on the reader» appears: the guest brings the card, phone or watch close.
When it is over you get the result. If it went through, you can use «Print receipt» or «Send receipt».

That receipt is a «Payment receipt», and you have to ask for it: no tax document is issued on its own at the end of a payment. The payment is recorded as a deposit on the booking; an invoice, if you need one, is issued from its own screen.

The payment receipt

After a card payment, «Print receipt» and «Send receipt» use the «Payment receipt», prepared by the server in the guest's language. At the top is the property name, with a progressive number per property and year (for example R-2026-0042), date and time; then «Payee»: legal name, address on two lines (street, number and postcode; town and province), and tax code, VAT number or invoicing supplier details and CIN only when present. When the payment is linked to a booking, «Reference» follows, with neither the guest's name nor the number of guests: booking number, stay (dates and nights) and «Accommodation» or «Accommodations»; when there is nothing to show, the block is left out.

Then the amounts: «Booking total», «Deposit» (only if there was an earlier payment), «Paid» and «Balance» (the balance only for payments made from this version on); then the card: brand and only the last four digits (**** **** **** 1234), entry mode (contactless, chip, wallet), account type, application, AID, authorisation code, transaction ID and «APPROVED». At the bottom, the not-a-tax-document note and the customer copy. The 80 mm slip shows «Accommodation» or «Accommodations» instead of the guest.

«Print receipt» asks for the format: «A5 document» («For ordinary printers, like the invoice») or «80 mm receipt» («For thermal roll printers»). «Send receipt» opens the send sheet, email only, with the guest's address already filled in and editable and the PDF attached; «Share the PDF» hands the PDF to the phone's share sheet.

Wellness card payments too — service bookings and product sales — get the full «Payment receipt», in the same number series: instead of the stay it shows the appointment date and time and the therapist, and the lines are the bill (service and extras, for example «2 × Cream») or the products sold, with shipping. The simple receipt drawn by the app, with the note «Not a tax document», remains only in the demo. For a payment taken before this version, the receipt is created the first time you open it: the card details are read again from Stripe, the balance is not.

The receipt is not only for the result screen: in the booking, among the registered payments, every card payment taken at the POS has the receipt icon («Payment receipt») with «Print receipt», «Send receipt» and «Share the PDF», to print it again or resend it whenever needed.

The phone needs location services switched on: Stripe requires them for every reader discovery, Tap to Pay included. If they are off the app says so before starting, instead of failing halfway.

Tap to Pay on iPhoneThe iPhone becomes the reader

With «Tap to Pay on iPhone» the guest brings their card, phone or watch close to your iPhone, with no external reader. The activation entry, «Activate Tap to Pay on iPhone», appears on the «Property» page.

It only appears when all four of these hold:

the app runs on an iPhone with iOS 18 or later;
the property is in one of the 27 countries where Stripe offers Tap to Pay;
Stripe is connected and the property address is complete;
whoever taps the activation is a «Manager» or an «Assistant»: they are the ones who accept Apple's terms. Everyone else gets «Activation not allowed».

On the payment screen that Apple draws, the PIN pad is not centred and moves at every transaction: it is an Apple anti-fraud measure, not a fault. The indicator showing where to tap also moves on its own, because it follows the antenna of that phone model.

If your country or your phone is not covered, you are not left without a way to charge: the Bluetooth reader works everywhere and does not depend on this list.

On a computer you send the linkNo reader, no keypad

On a computer the selector of the two ways is not drawn at all: only the list of bookings stays. Picking a row does not open the keypad but a box with the «Balance due» and three actions:

Action	What it does
«Copy link»	Puts the payment link on the clipboard, to paste wherever you like
WhatsApp	Opens the chat with that guest and drops the link in. Off if the number is missing or unusable
«Send link by email»	Sends the email straight away. Off if the guest has no address

If instead of the three actions you read «Set up Stripe payments first», that booking has no link yet because Stripe is not connected: the link does not exist, it has not expired.

The Wellness cash deskFour ways, not two — and it is another screen

The «Wellness» module closes its own bills, and not from the checkout point. Its «How to collect» sheet offers four routes, always in the same order:

Entry	What it does
«Mark as collected»	Cash or anything taken outside the app: no electronic payment
«Card in person»	Goes through the checkout point and uses the same reader. It only shows on phone and tablet, and is off if the POS is not active
«Stripe link»	Sends the guest a link to pay on their own
«Charge to room»	Moves the amount onto the stay's bill, settled on departure

These four entries exist only there. In the checkout point they do not: whoever looks for them among the two ways will not find them, and that is not a fault. The rest of the module is covered in the Wellness Guide.

If something does not add upThe symptoms, and the real cause of each

The POS button is missing on the phone. One of the three conditions is not met: module off, Stripe not connected, or your role cannot take payment. The first two are fixed from the «Property» page. On a computer the button never disappears: if the actions are not there, the reason is Stripe.
A guest is not in the list. The list is today's only. Look them up with the field on top: that one searches every booking.
The card is declined. The app says why and leaves amount and reason where they are: you can try again straight away, or send the payment link from the booking sheet.
The result is unknown. If the app says it cannot confirm the result, do not repeat the payment: the card may already have been charged. Check the booking's bill first.
Nobody got the receipt. It does not go out on its own: ask for it with «Print receipt» or «Send receipt» on the result screen.