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Kayana

Getting Started with Your Kayana EPOS Software

Last updated Jun 2, 2025

Just unboxed your Kayana EPOS?

This guide will help you power it on, connect to the internet, set up your printer and barcode scanner, pair your card reader, and take your first order.

Whether you’re using the 16″ Dual Screen EPOS (countertop model) or the 10″ Portable EPOS, follow these steps carefully to get started.

Step 1: Power On Your EPOS Device

  1. Make sure your device is securely connected to power.
    • Insert the power cable into the port on the device.
    • Plug the other end into a wall socket and switch the socket on.
  2. Locate the Power button:
    • On the 16″ Dual Screen EPOS, it’s positioned just beneath the main screen, to the right of the Kayana logo.
    • On the 10″ Portable EPOS, it’s on the side of the main screen.
  3. Press and hold the power button for 2 seconds until the screen lights up.
  4. Wait for the device to start — the Kayana logo will appear, followed by the home screen.

Step 2: Connect to the Internet

Your EPOS needs an active internet connection to process orders and payments. You can connect using Wi-Fi or a wired (Ethernet) connection.

To connect using Wi-Fi:

  1. From the home screen, tap the Settings (⚙️) icon.
  2. Select Connect Wi-Fi.
  3. Tap your Wi-Fi network name.
  4. Enter the Wi-Fi password using the on-screen keyboard.
  5. Tap Save to confirm.
  6. Once connected, a Wi-Fi symbol will appear at the top of the screen.
  1. Plug one end of the Ethernet cable into the port at the back of your EPOS device.
  2. Plug the other end into your internet router.
  3. Wait a few seconds — the system will automatically detect the wired connection.
  4. This method ensures a more stable connection during busy service times.

Step 3: Connect and Test Your Printer

The printer is used to print receipts and order tickets.
Before starting, ensure your printer is connected to power and switched on — look for a green indicator light on the front.

To connect:

  1. Plug the printer’s USB cable into a USB port on your EPOS device.
  2. On the EPOS home screen, tap More → Settings → Printer Settings → Connect USB Printer.
  3. Select your printer from the list.
  4. Tap Test Print to confirm the connection.
    • The printer will print a short test slip if everything is connected correctly.

If the printer doesn’t print:

  • Check that both ends of the USB cable are firmly inserted.
  • Make sure the printer’s power cable is plugged in and the power swith is on.
  • Restart the EPOS and try again.

Step 4: Connect the Barcode Scanner

The scanner allows you to quickly scan barcodes during checkout.

  1. Plug the scanner’s USB cable into one of the USB ports on your EPOS device.
  2. The system will automatically detect it — no manual setup is required.
  3. You’ll hear a short beep from the scanner once it’s ready to use.

Step 5: Launch the Kayana App

  1. On the home screen, tap the Kayana App icon.
  2. Wait a few moments for the software to open.
  3. Depending on your setup, you’ll see up to four order types on screen:
    • Takeaway
    • Dine-In
    • Collection
    • Delivery

Step 6: Pair the Card Reader

To start accepting card payments, your card reader needs to be paired with your EPOS.

  1. Make sure the card reader is powered on and connected to the internet (via Wi-Fi or mobile data).
  2. On the EPOS, tap More → Settings → Card Reader.
  3. Tap Get Reader List.
  4. From the list displayed, select your card reader.
  5. Match the serial number shown on the EPOS screen with the one printed on the back of your card reader to confirm it’s the correct device.
  6. Once confirmed, the card reader will connect automatically.
  7. A confirmation message will appeared on screen once pairing is successful.

Tip:
If your reader doesn’t appear in the list, ensure it’s powered on, positioned close to the EPOS, and restart both devices before trying again.

Step 7: Take Your First Order

You’re now ready to serve your first customer.

  1. On the Kayana App, tap your preferred Order Type (e.g., Takeaway).
  2. Browse your menu and select the items to add to the basket.
  3. Add modifiers or notes if the customer requests extras or changes.
  4. Once done, tap Proceed to Checkout.
  5. Choose the payment method (Card, Cash, or Pay Later).
  6. Confirm the payment to complete the order.

Your EPOS will print the receipt and log the sale automatically.

You’re All Set!

Your Kayana EPOS is now fully connected and ready for use.

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