Fastoko consists of 2 main portals, namely the Admin Portal and the Employee portal. All of them are web based so it can be opened using your favourite web browser such as Google Chrome or Safari in your phone, tablet, or laptop. In this article, we will go through in deep dive on using the Admin Portal for managing and understanding your store.
This guide assumes that you have at least followed the Quick Start Guide to register for an account in Fastoko.
Introduction
The Admin Portal is the main portal that supports the back office functionality of your organization. This is where you setup your stores, sales channels, products to sell, catalog, campaigns, for example. Most importantly, it helps you see what is happening in your organization at a glance through the dashboard such as how much revenue is coming in, how much expenses daily, which products are most popular, and so on.
Navigation
Navigating around the Admin Portal can be done through the main navigation bar on the left. There are 7 main sections, namely:
Dashboard - gives you a single pane of view to your organization
Stores - allows you to manage your stores, catalog, devices, and attendances
Products - where you create products and variants that you are selling
Campaigns - where you can setup campaigns such as discounts
Customers - add and manage customer details
Organization - manage your organization including inviting employees to the platform
Settings - where you can change password, your profile, and language of the platform
Let us go through each of the sections in greater detail.
The Dashboard
Introduction
The main dashboard is the place to go to understand how your organization is operating. Before diving deeper into the main components of the dashboard, let's look at a few terminologies used in the dashboard.
Gross Revenue is the gross income you are getting from your sales. This does not take into account commissions that you pay to your sales channels like Grab and Gojek for example.
Net Revenue is the net income that you get from your sales. This factors in your channel commissions.
Expenses are the expenses that are borne by your organization. This can include utility bills, employee salary, cost of ingredients, etc. You can create expenses through the admin portal as well in the store section. More information here.
The easiest to think of this is an example.
Lets say you sold Product A through Gojek for Rp. 75.000 and you are giving a 20% discount today that is 100% borne by the organization. Gojek levies a commission of 20% of the total order + Rp. 1.000 per order.
In this scenario:
Gross Revenue = 75.000 - (20% x 75.000) = 60.000, which is also the amount the customer pays.
Net Revenue = 60.000 - (20% x 60.000) - 1000 = 47.000, since Gojek levies a 20% commission + Rp.1.000 per order - which is the amount that Gojek will transfer to your account for completing this order.
About the Dashboard
Below is a snapshot of how the main dashboard looks like
The main filters of the dashboard. Here, you can slice the data based on the different stores you own, and the different dates you want to check your organization for. All the corresponding graphs and data points are referring to the stores and time period selected in these filters.
Graph showing the Daily Revenue and / or Expenses of the dates that you are querying for. You can also change whether you want to see Overall (Net Revenue and Expenses) or Gross or Net Revenue or just expenses through the button on the top right of the card
A snapshot showing for the time period the Total net revenue, total expenses, average net revenue per order, number of unique customers (if customer data is collected), and total number of orders
Graph showing the revenue per channel - which can show how each of your sales channels are working for your organization. Can be shown in table as well
Graph showing the split of the different payment modes users are using
A table showing the top selling products in your organization
A table showing the top customers by order
Stores
The stores section allows you to manage your stores. Stores represent a physical place where you can start selling your brand. You can start creating one in this section by supplying its name, address (for geofencing), and timezone (for dashboard reporting). After creating a store, you can go and check its detail that will open more functionality of the stores such as managing catalog and inputting expenses.
Managing Store's Catalog
Catalogs are used to showcase your products to the customers. Each sales channel that you have will be able to have 1 catalog and each store that you have can have multiple sales channel. For more information, refer to the quick start guide on how to setup your catalogs.
Viewing and Adding Transactions (Expenses)
In the Transactions Tab, you can filter and see your past transactions and also create new transactions. This is the main place where you can record the expenses in your store, such as Employee Salary, Cost of Ingredients, and Electricity bills (Utility)
Devices
You can register devices to a specific store for exclusive use in that store. This is useful when you want to restrict some functionality to always be used from a specific device (such as taking attendance). You can configure this in the Settings page of the Store.
To register a device, simply create a new entry in the Devices tab and choose a name to remember the device. Afterwards, a QR code will be displayed. Scan the QR code with the device you want to register to link the device to the device you registered in this portal. Keep using this device as the POS using the same web browser that you register it with as well.
Attendance
Shows the list of users / employees that have clocked in to the store based on the date you selected.
Settings
You can change the store's configurations here. The store's settings are split into sections
Attendance
Location Check: enable this to ensure that any device can only submit attendance records within the distance you specified (in km) of where your store is located (check your store's details for store's location)
Device Check: ensures that only the registered devices under Devices can be used to submit attendance records.
Products
In this section you can start registering your products and variants that you can sell in your stores. To quickly get started with registering your products and variants, do refer to the Quick Start guide.
Campaigns
Campaigns are a way to entice your customers to your products. This usually comes in the form of discounts for a specific products or the whole order. To create campaigns, simply go to the campaigns section from the navigation bar, which will open up a form for you to fill in which includes:
Field | Description |
Name | the campaign name to easily know what the campaign is for (e.g. 17 August Independence Promo) |
Campaign Type | for now, only Discount type is available |
Discount Type | Percentage Off: Discount is based on percentage of order or the product price (e.g. 20% of order). Flat Amount Off: Discount is a flat amount (e.g. Rp. 25.000) |
Discount Scope | whether the discount is applied to the whole Order or to each applicable Products (need to specify which product it applies to) |
Discount Amount | the amount of discount to apply (either in Percentage or Flat Amount depending on the type of Discount) |
Min & Max Order Amount | whether to put a minimum and maximum amount for the discount to be applicable for the discount |
Applicable Payment Modes | whether the discount only applies to specific payment modes |
Cost Split (Merchant Percentage) | whether the discount is completely paid by the merchant (100% means fully funded by you) |
Campaign Status | whether the campaign is Active or not |
Campaign Dates | from which date to which date the campaign will be active. |
Applicable Channels | which sales channels the campaign is active in (e.g. only in Store A POS) |
Sample Discount
Discount per Order
Example: you setup a Discount at the Order level with a type of Percentage, a discount amount of 20, and a max order of Rp. 200.000. If an order comes with a subtotal of Rp. 300.000, the final discount value will be: 20% x 200000 = Rp. 40.000, meaning the customer only pays Rp. 260.000.
Discount per Product
Example: you have just launched a new product and you want to promote that product with a flat discount of Rp. 5.000 while the initial price of the product is Rp. 40.000. If a customer in an order buys 5 of the product, the total amount he / she needs to pay will be (40.000 - 5.000) x 5 = Rp. 175.000
Loyalty
Having a loyalty program can help customer retention and keep your customer coming back. Having a loyalty program also helps to gather more customer data about what the customer likes, spending habits, which stores he / she frequents, etc. While there are many types of loyalty rewards / programs, the platform currently supports a points based system that can be redeemed for discount when ordering.
To start, go and create your loyalty program - you will need to furnish:
Name and description of your loyalty program
Loyalty Type (currently only Points) and its currency
Accrual - how much a customer needs to spend to earn 1 point in the currency. You can also limit the amount of points a customer can get per order
Redemption - how much of the currency is 1 point worth to redeem as the type of benefit (currently only Discount). You can also limit the amount of points a customer can redeem per order.
Channels - the sales channel that the loyalty will be available in (e.g. it is possible to make customers only able to get and redeem points from POS / in store but not in GoFood)
You can also directly make the loyalty active or update it further later before activating it.
Note: Only active loyalties will be used to calculate points and redemption. Each sales channel can only have 1 loyalty program active, hence it is possible to have 2 loyalty programs for 2 stores with different brands.
There are 2 ways for a customer to get the points for his / her orders:
When creating an order for the channel from the POS, you / the employee can directly attribute a customer - the customer will directly get the points / you can redeem the point as well. For more information in creating an order in the POS, checkout our Employee Portal deep dive guide.
If an order is created but the customer did not give his detail (phone number) and you have a loyalty program setup, the customer can scan the QR code in the receipt to create his record himself. To setup the printer to print your receipt, follow our Employee Portal guide.
Customers
In this section, you can see a list of your customers, add new ones, or edit the details of existing ones. In our platform, customers are identified by their Phone Numbers. Other than through the admin portal, customer data can be created by:
Creating them when creating orders in the POS
If an order is created but the customer did not give his detail and you have a loyalty program setup, the customer can scan the QR code in the receipt to create his record himself.
Organization
This section is where you will be able to manage users / employees in your organization, and check the attendances across stores in the organization. To check in depth on how to manage users - do check out this post.
Settings
Allows you to change the settings for your platform, including the theme and appearance, language (English or Bahasa Indonesia), and update your profile - such as changing your name, phone number, as well as your current password.