How to Set Up Your OnePOS System

A complete step-by-step guide from unboxing to your first transaction

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Setup Guide · 8 min read

What You'll Need

Before starting your setup, make sure you have the following items ready:

Step 1: Hardware Setup

Start by connecting all your hardware components in the correct order:

  1. Place the terminal in your desired location and connect it to power.
  2. Connect the receipt printer via USB or ethernet cable to the terminal.
  3. Connect the cash drawer's RJ12 cable to the receipt printer (the printer triggers the drawer to open).
  4. Connect the terminal to your network using an ethernet cable. Wired connections are strongly recommended for POS systems — Wi-Fi can cause dropped transactions during peak hours.
  5. If using a KDS, connect it to the same network as your POS terminal.
Tip: Keep cables organized and secured to prevent tripping hazards. Use cable management clips under the counter to keep everything tidy and accessible for troubleshooting.

Step 2: Initial Configuration

Once all hardware is connected, power on the terminal and follow these steps:

  1. Enter your OnePOS license key when prompted.
  2. Set your business name and address — this will appear on receipts.
  3. Configure your tax rates (state and local sales tax).
  4. Set up tip options if applicable (suggested percentages like 18%, 20%, 25% or custom amount).
  5. Configure your receipt layout (logo, footer message, social media handles).
  6. Set your time zone and business hours.

Step 3: Menu Setup

Your menu is the heart of your POS system. Take time to organize it logically:

  1. Navigate to the Menu Builder section in OnePOS.
  2. Create your top-level categories (e.g., Appetizers, Entrees, Drinks, Desserts, Specials).
  3. Add individual items within each category — include the item name, price, and any applicable modifiers.
  4. Set up modifiers for customization options:
    • Sizes (small, medium, large)
    • Add-ons (extra cheese, bacon, avocado)
    • Cooking temperatures (rare, medium, well-done)
    • Sides (fries, salad, soup)
  5. Assign items to the appropriate kitchen stations if using a KDS.

For detailed steps on adding menu items, refer to our Add Menu Items PDF guide.

Step 4: Staff & Permissions

Set up your team so everyone has the right level of access:

  1. Create an employee profile for each staff member.
  2. Assign roles based on their position:
    • Manager — full access to reports, voids, discounts, and settings
    • Server — take orders, process payments, view own sales
    • Bartender — take orders, process payments, manage bar tabs
    • Host — view floor plan, manage waitlist
  3. Set unique clock-in PINs for each employee (4-6 digits recommended).
  4. Configure permissions per role — decide who can apply discounts, void items, access reports, or modify the menu.

For detailed steps on adding employees, refer to our Add Employee PDF guide.

Step 5: Test & Go Live

Before serving your first real customer, run through a complete test:

  1. Run test transactions for each payment type — cash, credit card, and gift card.
  2. Verify that receipts print correctly with all your business information.
  3. Test the cash drawer opens on cash transactions.
  4. If using KDS, confirm orders appear on the kitchen screen.
  5. Test voids and refunds to make sure they process correctly.
  6. Run a test close-out/end-of-day report to verify totals match.
  7. Once everything checks out — you're ready to go live!
Pro Tip: Run a soft opening day with staff-only orders to work out any kinks before serving real customers. Have your team place orders, pay with different methods, and practice the full workflow from order to close-out.

Need hands-on help? Our team provides on-site installation and training for all POS systems. Contact us to schedule your setup appointment.