Create and manage HQ POS templates – Help Center

HQ device templates help you keep your POS menus consistent across all your venues. Updating POS menus for your venues is as simple as modifying the POS template in HQ. Any changes made to the template menus and products are automatically applied to POS devices using the HQ template in your managed venues.

This guide shows you how to create and manage HQ POS device templates.

HQ add-on subscription

Create device templates in HQ and apply them across venues to keep menus aligned and reduce setup time. To get started, contact your customer success manager or the support team.

Learn more

Who does what

HQ venue	Managed venues
Create and manage POS templates in HQ. Assign templates to venues using venue tags.	Apply HQ templates to new or existing POS devices. Configure local device settings (eg device name, till float).
Update POS menus in HQ — changes auto-sync to all linked devices.	Cannot edit HQ POS menus. If products appear as Product unavailable, they must add the HQ product to their venue first.
Control permissions with HQ venue permissions (eg allow or restrict venues from creating their own POS templates).	If permitted, create their own POS templates.
Update POS menus in HQ and ensure items in templates display correctly at venues.	If permitted, duplicate HQ stock variations and customize them (eg Coke vs Pepsi).

Managed venues on a Lite plan can't see or apply HQ templates.

How it works

Create the template in HQ: Build your menus and assign them to venues using venue tags. Syncs automatically.
Venues apply the template: Managed venues apply the HQ template to new or existing POS devices.
Configure device settings: Venues set local device options (eg name, till float).
Update menus centrally: Any menu changes made in HQ automatically sync to all POS devices using that template.
Control permissions : Use HQ venue permissions to decide if venues can also create their own templates or duplicate stock variations.

If a product in the template isn’t shared with a venue (or hasn’t yet been added locally), it will appear as Product unavailable in the template in Venue Manager. These placeholders don’t show up in the live POS app, but the venue must add the product before it appears in menus.

Create your HQ POS template

From your HQ Venue Manager, go to Apps > POS templates.
Select Create a template.
Give your template a unique name.
Select which venues tags can use the template.
- Remember to add new managed venues to the venue tags so they can access the relevant POS templates.
- You can also change who has access at any time, and changes are applied once saved.
Select New menu.
Create your menus and add your products to each menu.
Select Save to make your template available at the selected venues. You must create at least one POS menu to save your POS template.

Your managed venues can easily recognize an HQ template by its HQ label.

If you haven't shared an HQ product that's in your template with a venue, or if you have, and the venue hasn't yet added the HQ product to their venue, the product will display as Product unavailable in their template until they add it to their venue.

Product unavailable tiles only show up for managed venues in the POS template and the device preview in Venue Manager. These tiles don't show up in the POS app on the physical device, so they won't create any unnecessary clutter in the POS menus while in use.

Restrict venues from creating their own templates

From your HQ venue, you can restrict some or all your venues from creating their own POS device templates. This means they won't be able to create or edit any templates in their venues, but can apply HQ templates to existing devices or can create new POS devices from the HQ template.

To do this, you'll need to disable the venue permission Can create templates in the permissions group you've assigned to the venues. Refer to the guide Manage HQ venue permissions to learn how.

Update your HQ POS menus

When you need to update your POS menus, such as adding new products, simply edit the POS template menu in HQ and the changes automatically apply to the venues using the POS template.

From your HQ Venue Manager, go to Apps > POS templates.
For the POS template you want to change, select the options menu (3 dots), then select Edit.
Select Unlock to make changes.
Update the HQ POS template menus.
Select Save.
Any changes are instantly applied to both the HQ template itself and all POS devices using it across your managed venues.

If adding a new product to a menu in an existing template menu, make sure you share the product with the venues you want to sell it. As soon as they add the product to their venue, the product will show up in the template and devices linked to the template.

Allow managed venues to add their own stock variations

You can allow managed venues to add their own stock product variations to an HQ POS template by enabling the venue permission Can edit stock variations. This is useful as your managed venues may use different local brands for the stock products they offer.

To add their own stock product variation, the managed venue must duplicate an existing HQ stock variation and customize it for their venue (eg changing the variation name and price). The stock product must also be shared by HQ and added to the venue's product list.

Go to Products > Stock.
Select the Duplicate link under a HQ variation to make a copy.
Make changes to the variation.
Save the new variation.

As long as the HQ stock product has been added to the POS template shared with the venue, its duplicated stock variation is automatically added to the POS template and any POS devices created from the template.

FAQs

What happens if I haven't shared an HQ product that's in the template with a venue?

If you haven't shared an HQ product with a managed venue, the relevant tiles in their POS device template display as Product unavailable. This allows you to create HQ templates with all your products, but only the venues you share the products with have access to them. The managed venue also needs to add the HQ products to their venue. As soon as they do, the products show up in the template and devices linked to the template.

Why does a product I've shared with a venue appear as "Product unavailable" in the HQ template?

If you've shared the product with the managed venue, then the managed venue may not have added the managed product to their venue. Managed venues must add managed products to their venue for the products to appear in the POS template. Once added, the products automatically show up in the POS template.

Can managed venues create and modify their own POS templates?

Yes, managed venues can create and modify their own POS templates, provided they have the venue permission Can create templates enabled. They can duplicate an HQ template and customize only for their venue to use, as well as create their own POS templates.

Will editing HQ product settings using the bulk edit feature in HQ update products in my venues' POS device menus based on HQ POS templates?

Yes, using the bulk edit feature will automatically update changes made to products in HQ POS templates and in managed venues' POS devices based on HQ POS device templates.