Chain – First-Time Setup (Checklist)

Setting up a new chain in Vendion requires coordination between you as chain owner and Vendion support. This checklist summarizes all steps – from first contact to fully functional franchise network. Plan for 1-2 weeks from start to production.

Before you begin – preparations

Also plan which restaurant becomes the "pilot" – one unit to publish menu to first to test logic before rollout.

The checklist

☐ 1. Contact Vendion support

• Email support@vendion.com
• Subject: "New chain: [chain name]"
• Include: name, slug, owner (email), type, list of member restaurants
• Expected response: 1-2 business days

☐ 2. Vendion creates the chain

• Vendion confirms details
• Within 1-2 business days we set up the chain for you
• You receive confirmation the chain exists at /chain/:slug/
• Log in and verify console access

☐ 3. Attach member restaurants

• Ask Vendion to attach your units (once or multiple times)
• Verify in chain dashboard all appear
• Click each restaurant to test capability inheritance (should open /admin)

☐ 4. Upload brand assets

• Go to /chain/:slug/brand
• Set:
  • Brand logo URL (from CDN or own host)
  • Brand color (hex)
  • Brand font
  • Theme mode (light/dark)
• Don't lock yet – give local admins a chance to prepare

☐ 5. Build the menu template

• Go to /chain/:slug/meny-mall
• Create categories first (Mains, Sides, Drinks, etc.)
• Add items with:
  • Name (will be locked)
  • Price (decision: locked or unlocked?)
  • VAT rate
  • Category
  • Emoji + image
  • Description (short, guest-facing)
  • Allergens
  • Bong destination (logical name)
• Set default locks deliberately – locked vs unlocked is a design decision

☐ 6. Preview publish

• Click "Publish menu"
• Choose ALL member restaurants
• Click "Preview" (dry-run)
• Review:
  • How many items will be created? (should match)
  • Any mapping issues for bong destinations?
  • Any warnings?

If something looks wrong: fix template and run dry-run again.

☐ 7. Real publish

• When preview looks good: click "Publish"
• Wait for result (a few seconds up to minutes for big chains)
• Verify at each unit the menu shows correctly in POS and online
• Run a test order at each unit (optional but recommended)

☐ 8. Lock brand fields

• Go back to /chain/:slug/brand
• Toggle locks:
  • ✓ logo_url
  • ✓ brand_color
  • ✓ brand_font
  • ? name (decision – may be unlocked for location marker)
  • ? slug (decision)
• Click "Save"
• Verify local admins now see lock icons in /admin/allmant

☐ 9. Set intercompany accounts (if gift cards or loyalty shared)

• Go to /chain/:slug/installningar
• Under "Intercompany accounts":
  • Receivable: 1660 (or customized per bookkeeper)
  • Payable: 2860
• Save

☐ 10. Add chain admins

• /chain/:slug/medlemmar
• Click "Add member"
• Search for other people who should have admin on all units (e.g. regional manager, menu responsible)
• Assign Admin group
• Save

☐ 11. Configure online order personality

• /chain/:slug/brand → "Online order personality" section
• Choose preset (playful/professional/casual)
• Set AI name (e.g. "Bea")
• Write welcome greeting
• Lock if necessary
• Guests now meet same AI everywhere

☐ 12. Test intercompany flow (if gift cards shared)

• Sell a test gift card 100 SEK at restaurant A with chain scope
• Use another unit B to redeem 50 SEK
• Go to /chain/:slug/bokforing
• Verify intercompany_transaction created (status: pending)
• Mark "Reconciled" when test done

☐ 13. Inform local admins

• Send email to all local site managers
• Explain:
  • They now have a chain menu (locked fields shown with icon)
  • Brand lock is active
  • New features: chain gift cards, consolidated reporting
• Attach KB links: Local overrides

☐ 14. Set up monthly intercompany process

• Schedule month-end close (last bank day)
• Add /chain/:slug/bokforing as monthly checkpoint
• Export SIE to bookkeeper
• Pay receivables/payables between companies
• Mark as reconciled

☐ 15. Set up analytics routines

• Visit /chain/:slug/ weekly or monthly
• Identify units under average
• Track top items for product rationalization
• Use data for decisions (price hikes, new dishes, marketing)

After go-live: weekly health check

First month – check weekly:

• Is published menu correct at all units?
• Do local admins have questions?
• Any pending intercompany transactions?
• Any guest feedback on brand consistency?

Common pitfalls

• Forgot dry-run: Publishing without preview can cause surprises. Always run dry-run first.
• Locked too much: If price is locked without agreement with local units, friction can arise. Agree first.
• Bong destinations: Logical names must match local configurations or auto-create. Verify mapping after first publish.
• Locked logo URL: If you lock logo but local units still have their old URL after detach, update manually.

Support from Vendion

During setup period: contact support@vendion.com. We offer:

• Planning phone call (first 30 min free)
• Help with first publish (we can stand by)
• Troubleshooting if anything goes wrong

After go-live: normal support, KB, community forum.

Next step: Read Chain – Security and Access Control to understand the security model.