Adding Menu Items to Categories in Kayana Partner Admin

Adding a New Item

Items are the individual products that customers can order. Each item belongs to a category and can have platform-specific pricing, availability controls, inventory settings, and dietary information.

Step 1: Log in to the Partner Admin

Navigate to the Partner Admin portal and sign in with your credentials.

Step 2: Open Product Management

In the left-hand navigation menu, click Product Management. A drop-down menu will expand.

Step 3: Click Item Management

From the expanded drop-down, select Item Management. You will land on the Overview page.

The Overview page gives you a snapshot of your entire menu structure. The Total Menus counter shows how many menus exist on your account. Use the menu selector drop-down to switch between menus and browse their categories and items. Each category is listed in a tabular view with its item count, and you can expand rows to inspect items. Per-row action buttons let you edit, delete, add sub-items, and reorder.

Step 4: Click the + Add Button

In the top-right area of the page, click + Add. A small drop-down will appear with three options: Menu, Category, and Item.

Step 5: Select 'Item' from the drop-down

Choose Item. You will be taken to the Add Item page.

Step 6: Fill in the core item details

Complete the following fields at the top of the form:

• Category — select the category this item belongs to.
• Name — enter the item name as it should appear to customers (e.g. "Udon Noodles"). Maximum 40 characters.
• Sort Order — enter a number to control the item's position within its category.
• Quantity — set the available stock quantity. Defaults to 99999 for unlimited stock.
• Preparation Time (In Minutes) — optionally enter how long the item takes to prepare.
• Tag — optionally assign a tag to help categorise or filter the item.
• Select Colour — choose a colour label for the item (defaults to White).

Step 7: Set the price

In the Price and Unit section:

• Price — enter the base price in GBP (e.g. £8.00).
• Apply to All — when ticked, the base price is applied uniformly across all platforms and order types.
• Per — set the unit of measure (defaults to Unit).

Step 8: Configure platform-specific pricing (optional)

Click the Platform Pricing button to open the Platform Pricing modal. Here you can set separate prices for each platform — Kiosk, EPOS, MPOS, SPOS, QR Code, Websites, Mobile App, and Kayana Eats — and for each order type: Dine In, Takeaway, Collection, and Delivery. You can also enter per-platform item names and descriptions. Click Save to apply before closing the modal.

If Apply to All was ticked on the main form, the base price will pre-fill across all platforms. You can then override individual cells as needed.

Step 9: Add a description (optional)

Use the Description text area to add a customer-facing description of the item. Maximum 300 characters.

Text Highlight toggle switch: You can use this switch to highlight this item's upgrade option on the printed receipt.

Age Restrictions toggle switch: You can use this switch to restrict purchase of this item to customers above a minimum age.

Step 10: Configure Inventory & Stock Settings

Expand this section to define how the item is used:

• Product — enable this if the item is sold directly to customers. On by default.
• Ingredient — enable this if the item is also used as an ingredient in recipes. Enabling it unlocks SKU and reorder tracking fields.
• Ingredient Mapping — expand this sub-section to map ingredients that will be auto-decremented from stock on each sale. Click + Add Ingredient to start mapping.

Step 11: Set Item Availability & Access Control

Expand this section to control where and how the item can be ordered.

Device and system access:

• Enable Mobile, Enable Kiosk, Enable Epos, Enable Web, Enable Business App — control which systems display the item.
• Print Label — enable to print a label when the item is sold.
• Sell Negative — allow the item to be sold even when stock is at zero.

Order type access:

• Enable Takeaway, Enable Dine In, Enable Delivery, Enable Collection — control which order types the item is available for.

Step 12: Set the item status

Expand the Status section and select one of the following:

• Available — the item is available for ordering (default).
• Sold Out for Today — unavailable today, resets tomorrow.
• Available for Tomorrow — not available today but available from tomorrow.
• Sold Out — indefinitely unavailable.

Step 13: Add dietary information (optional)

Expand the Dietary Info section and enter values for Calorie, Protein, and Trans Fat.

Step 14: Save the item

Once all required fields are complete, click the Add Item button in the bottom-right corner. A toast notification will confirm the item has been created successfully. The item will now appear under its category in the Overview tabular view, ready to be ordered across your enabled platforms.

Next Steps

Learn how to add categories to menus by following the How to Add Categories to Menus in Kayana Partner Admin guide.