Overview

Introduction

In typical setups, a new venue adds their inventory items, integrates their POS system, and maps their inventory items to their menu items from the POS.

If you wanted to create another venue, you’d follow the same process.

But what if the venue is part of a franchise/hospitality group and most of the inventory items and menu items are the same between your locations?

In this case, you may benefit from having a shared item list between your venues to reduce the amount of required effort.

What is a Shared Item List?

Venues with a shared item list all share the same venue items, and have the option to share menu items if using the same POS system.

This means you only need to do the work of setting up a venue once. You’ll add your items, set up batches, and map your POS items, and it can be pushed out to any number of venues in a franchise / hospitality group.

If an inventory item or menu item is added or edited in any of the venues in the shared list, it will update in all venues.

For example, if you had 40+ venues with a shared item list, you could add new menu items in your POS and map the ingredients in one of your venues, and they would appear in all 40+ venues.

Normally, each venue has its own decentralized item list. In a decentralized list setup, you’d have to go into each of those 40+ venues and add the ingredients to the new menu item.

Despite having a shared item list, each venue is responsible for its own:

  • Par Levels / Alerts

  • Item Costs

  • Inventory Counts / Areas

  • Invoices

  • Sales Data

Setting up a Shared List and Additional Venues

During your initial conversations with our team, we’ll see if a shared list setup model fits with the needs of your operation. We'll determine if your venue items should be shared, and if your locations use the same POS system, whether the POS menu items should be shared as well.

We’ll create a central (also known as parent) venue that is used to create additional locations (child venues). In this central venue, you won't take any inventories or add invoices.

Adding Inventory Items

You can add inventory items to the central venue, or any one of the child venues. Since the item list is shared, any item that is added in one venue will appear in all others.

For adding items, you should follow the best practices for whether it is a WISK Restaurant or WISK Bar venue.

For WISK Restaurant, it will typically be via an item spreadsheet upload or distributor integration.

For WISK Bar, it will be by scanning the barcodes of your items during your first inventory count or an item spreadsheet upload. Learn more here:

Adding POS Items

If you're sharing POS Items, for each child venue, you'll complete a separate POS integration with WISK. The central (parent) venue doesn't require an integration because it just serves as a reference for your data.

When the integration is complete in at least one of the child venues and it is pulling its sales data, you can add recipes to your POS Items.

Those POS Items and their mapped recipes then populate in all your venues with shared POS Items.

For each child venue, you'll have all your POS Items mapped, and be able to see the sales data specific to that location if the sales integration is complete.

Creating a Child Venue

Depending on how many venues you want to create, our team can assist with the set up.

If you want to create additional venues on your own:

1. Make sure your current active venue is the “Central” venue on the WISK Web Portal

2. Click the venue name on the top left of the screen

An arrow points to the active venue on the top-left of the WISK Web Portal.

3. Click the drop-down menu and click “New Venue”

The

4. Add your venue details (either find the venue using the Google Places search or add the details manually, and select the Venue type.

The window where you search for the venue or add the details manually.

5. Before clicking “Save”, you’ll see a checkbox option for “Populate this venue with a shared WISK items list from {current venue name}". If you select this option, there will be an option to also populate the venue with a shared POS Items list.

The checkbox options for using a shared WISK and POS Items list.

Populate this venue with a shared WISK Items list from (current venue name) -Populates the new venue with all of the items from the current venue. This includes all items, distributors, and families & categories.

Populate this venue with a shared POS Items list from (current venue name) -Populates the new venue with all the POS Items (and their mapping) and Batches from the current venue. Only select this if the new venue uses the same POS as all other venues in the shared list and the menus are identical.

6. Click Save to create the venue.

Note: You’ll need to complete the POS Integration for the new venue, and enter supplier portal credentials if using a supplier integration.

Managing a Shared List

A shared list among multiple venues reduces the duplication of effort by keeping your items synchronized.

To make sure your item data remains of high quality, we recommend making use of user roles and permissions to limit which users can edit your items. You can learn more here:

Summary

A shared item list is a great way to manage many venues that have a lot of the same items. This is best for clients on Enterprise plans that belong to franchises and/or hospitality groups.

If these venues use the same POS system, you can also share the POS Items and their mapping, and any batches / preparations that have been created.

This setup provides the following benefits:

  • Can set up multiple venues in a short amount of time

  • Item data is consistent across all venues. Changes made in one venue are pushed to all other venues in the shared list (name, weights, etc)

  • Par Levels / Alerts and item costs are all at the individual venue level to track operations

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