Initial Set up
Log in to Heartland using valid credentials
Home Screen view
Menu
Our integration supports having multiple menus. Heartland refers to menus as Groups.
To create a new Menu go to Groups > New
Enter Name
Set Start Date and End Date (if applicable)
Assign the Sections to be included in the Menu
Check the Available Online box
Note: This step is REQUIRED --if you only wish to have select Menus that are marked as Available Online visible on your Ordering Platforms, please inform Checkmate so that we can "whitelist" these menus. If no menus are “whitelisted” all menus marked as Available Online will be visible in our system.
Click the Save icon
Menu Creation: Items
How to Add a New Item
Click on New
Update the New Item details (ex: name, price, description, etc)
Setting an Item Alternate Name
If you would like the item’s online name to be different from the POS name, enter the alternate name in the Short Name field and Save your changes.
Setting Item Online Availability
Check the Available Online box
Click on “Save Icon” on the right bottom of the Screen to save your changes
How to Delete an Item
Account Menu > Click on Items > Go to Search > Enter Item Name
Scroll down to the bottom of the page > Click on Bin Icon > Click on Save Icon
How to Add an Item Description
Account Menu > Click on Items > Click on New > Enter Item Name > Edit the description in the Description box > Click on Save Icon on the right bottom of the screen
How to Add an Image/photo to an Item
While photos can be added in the POS, for the direct sync integration, photos need to be uploaded and updated within the Checkmate Portal by performing the following steps:
Learn how to edit images/photos of an item from the Checkmate portal here.
How to Mark an Item/Modifier as “Sold Out”1
This should be done by a manager directly from the Heartland POS terminal.
Select the User Menu in the top right corner of the application
Select Manager > Item Stock Management and the following screen displays providing you with a more centralized way to manage stock counts:
Set the item's stock value to 0.
Our system will automatically detect the stock change and will mark the item as unavailable on all API-integrated platforms within minutes of the POS change.
How to Sort Categories, Items, and Modifier Groups
Checkmate pulls items, modifier groups, and categories in alphabetic order, and sorting/arranging must be done in the Checkmate Portal
Learn how to arrange/sort items, modifier groups, and categories from the Checkmate portal here.
Menu Creation: Modifiers
How to Add a New Modifier
Account Menu > Click on Ingredients > Click on NEW > Enter Modifier Name in the Name box > Tag the modifier to a modifier group under Assigned Modifiers > Check the Available Online box > Click on Save Icon on the bottom right of the screen
How to Edit a Modifier
Account Menu > Click on Ingredients > Enter Modifier name in Search Bar > Select the Modifier > Edit details of Modifier > Click on Save Icon on the right bottom of the screen
How to Delete a Modifier
Account Menu > Click on Ingredients > Enter Modifier name in Search Bar > Select the Modifier > Scroll down to the bottom of the page and click on the Bin Icon >Click on Save Icon on the right bottom of the screen
Menu Creation: Modifier Groups
How to Add a Modifier Group
Account Menu > Click on Modifiers > Click on NEW > Enter new Modifier Group in the Name box >Tag the modifier to a modifier group under Ingredients > Enter the Name and Default Price for the modifiers > Check the Available Online box > Click on Save Icon on the bottom right of the screen
How to Delete a Modifier
Account Menu > Click on Modifiers > Enter Modifier name the Modifier Group is in the Search Bar > Select the Modifier > Scroll down to the bottom of the page and click on the Bin Icon of Modifier Group >Click on Save Icon on the right bottom of the screen
How to Set the Modifier Groups as “Required/Optional”
To set a modifier group as required, you must do so by setting the Min/Max set on the modifier group. If the Minimum choice is set as “greater than 0”, it automatically pulls it as “Required” and if there are no Minimum Choices (set as “0”), it automatically detects it as “Optional” in the system.
Menu Creation: Miscellaneous
How to Add a New Category to the Menu
Account Menu > Click on Sections > Click on NEW > Enter category name under Name field > Select and arrange Items under Assigned Items > Check the Available Online box > Click on Save Icon on the bottom right of the screen
How to Add Serving Size options
Account Menu > Click on Sizes > Click on NEW > Update the name(s) and prices(s) under Assigned Items > Check the Available Online box > Click on Save Icon on the bottom right of the screen
Managing Store hours
Learn how to efficiently manage your store’s delivery hours using the Checkmate portal. Below are the key tasks you can perform:
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Set/Update Delivery Hours: Customize your store’s regular delivery hours to align with your business needs.
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Set Special/Holiday Hours: Adjust your hours for holidays or special events to ensure your customers are informed.
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Mark the Location/Ordering Platform Online/Offline: Control when your store or specific ordering platforms are available to customers by toggling online or offline status.
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Set the Kitchen Prep Time: Define the kitchen preparation time to ensure accurate delivery estimates for your customers.
Note: Heartland POS now recognizes the hours set in the Checkmate portal as the guide for online ordering. You only need to enable online ordering and select your desired menu(s) in Heartland POS. The schedule in Heartland POS will no longer affect order processing for integrated third-party orders. Ensure your store hours are correctly configured in the Checkmate portal.
How to Add Taxes
Checkmate pulls all Location-Level Taxes from the POS and totals them to arrive at the total location-level sales tax rate. For Example, if the taxes were set in the POS to be City Tax, 6.00%, County tax, 0.50%, and state Tax, 5.00%, they would be reflected in our system as the total 11.50% Location-Level Taxes.
Account Menu > Click on Taxes > Click on New > Update details > Click on Save Icon on the right bottom of the Screen
How to Add Alcohol Tags
All Alcoholic Beverages available for online ordering must be tagged using the Tag function.
Go to Account Menu > Click on Tags > Click on NEW > Enter Tag name under Name field > Select the Item(s) to which you wish to apply the tag under Assigned Items > Click on Save Icon on the right bottom of the Screen
You can also add tags in the Item itself by adding the appropriate tag in the Tag field.
The required tags for alcoholic items are:
|
Tag |
Item Type |
|---|---|
|
alcoholic drink without food |
Alcoholic drink sold on its own |
|
alcoholic drink including food |
One item including an alcoholic drink with a food item |
How to Publish Changes
For changes made in the Heartland POS → always click Save at the bottom of the screen in the POS
For changes made in the Checkmate Portal to be immediately reflected on your integrated ordering platforms→ always click Resync with POS→ Click Push to Ordering Platform
Otherwise, our system will automatically sync with the POS EVERY HOUR and push to the ordering platforms at that time.
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