Restaurant Automation System Using QR Code

Contents
1. Introduction
a. Project Overview
b. Goals And Objectives
c. Scope
2. System And Architecture
a. High-Level Architecture Diagram
b. Components Overview
c. Technology Stack
d. Deployment Strategy
e. Database Schema
f. Endpoint definition
3. Third-Party Integrations
a. Payment Gateway
b. Communication Services
c. Analytics
4. Actor UseCases
a. Customers useCase
b. Restaurant staff useCase
c. Restaurant Manager useCase
5. Deployment
a. Env Setup
b. CI/CD PipeLine
6. Project Management
a. Roadmap
b. Version Control
1. Introduction
a. Project Overview
[THIS PLATFORM] aims to offer the opportunity in the restaurant industry to
enhance customer experience, increase efficiency, and boost revenue through
the implementation of QR-coded digital menus.
b. Goals And Objectives
i. Enhance Customer Experience
1. Provide a modern, interactive dining experience through QR-
coded digital menus.
2. Allow customers to easily browse, customize orders, and make
payments directly from their smartphones.
3. Offer multilingual support and accessibility features to cater to a
diverse customer base, including those with disabilities.
ii. Improve Operational Efficiency
1. Streamline menu updates by enabling real-time changes without
the need for reprinting physical menus.
2. Reduce costs associated with printing and distributing traditional
menus.
3. Decrease wait times by allowing customers to place orders and
pay independently, freeing up staff to focus on service quality.
4. Optimize table turnover by expediting the ordering and payment
process.
iii. Increase Revenue
1. Utilize data insights and analytics to identify popular items and
tailor promotions effectively.
2. Implement dynamic menus that facilitate upselling and cross-
selling opportunities.
3. Integrate loyalty and rewards programs to encourage repeat
business and foster customer loyalty.
iv. Enhance Marketing Efforts
1. Enable personalized promotions and marketing campaigns based
on customer preferences and order history.
2. Encourage social media engagement by integrating sharing
prompts and incentives within the digital menu system.
3. Collect real-time feedback to continuously improve service quality
and customer satisfaction.
v. Ensure Health and Safety Compliance
1. Provide a completely contactless ordering and payment solution,
addressing hygiene concerns and adapting to evolving health and
safety standards.
vi. Leverage Data for Strategic Decision Making
 1. Access comprehensive analytics and reporting to understand
customer behavior and preferences.
2. Utilize feedback and data to make informed decisions regarding
menu offerings, pricing strategies, and marketing initiatives.
c. Scope
2. Design and Development
a. Create customized, visually appealing, and user-friendly digital
menus that align with each restaurant's brand identity.
b. Develop a robust QR code system that seamlessly connects
customers to the digital menu platform.
c. Build a secure and intuitive backend menu management system
for easy updates and content management by restaurant staff.
3. Integration
a. Integrate the digital menu system with popular payment gateways
to facilitate smooth and secure transactions.
b. Connect with existing restaurant systems, including POS,
inventory management, and loyalty programs.
c. Ensure compatibility across various devices and operating
systems for broad accessibility.
4. Implementation and Deployment
a. Conduct pilot programs to test and refine the system before full-
scale rollout.
b. Provide installation and setup services, including the placement of
QR codes within the restaurant premises.
c. Offer training sessions and comprehensive support materials for
restaurant staff to ensure effective utilization of the system.
5. Support and Maintenance
a. Provide ongoing technical support and troubleshooting services to
address any issues promptly.
b. Regularly update and maintain the system to incorporate new
features and improvements based on user feedback and
emerging technologies.
c. Monitor and enhance security measures to protect customer data
and ensure compliance with relevant regulations.
6. Analytics and Reporting
a. Implement an analytics dashboard offering real-time insights into
customer interactions, sales trends, and operational performance.
b. Provide detailed reports to assist restaurants in making data-
driven decisions to optimize their services and offerings.
7. Marketing and Promotional Support
a. Assist restaurants in developing and executing marketing
campaigns that leverage the capabilities of the digital menu
system.
b. Create opportunities for co-marketing and promotional
partnerships to increase visibility and attract new customers.
8. Accessibility and Compliance
a. Ensure the digital menu system meets accessibility standards,
providing features such as adjustable text sizes and voice-
assisted navigation.
 b. Comply with data protection and privacy laws, implementing
necessary measures to safeguard user information.
9. Scalability
a. Design the solution to be scalable, accommodating the needs of
single-location restaurants as well as larger chains and franchises.
b. Provide options for future expansions and feature additions as the
restaurant's needs evolve.

2. System and Architecture

a. High-Level Architecture Diagram
1.

b. Components Overview
i. Client Devices
1. Description: This component represents the devices used by
customers and restaurant staff, such as smartphones, tablets, or
POS systems.
2. Role: These devices interact with the QR-coded digital menu
system, allowing customers to browse menus, place orders, and
make payments, and enabling staff to
ii. QR Code Generation & Integration
1. Description: This component handles the creation and
management of QR codes that link to the digital menus.
2. Role: Ensures that each QR code is unique and correctly
integrated into the restaurant's systems for easy access to the
menu.
iii. Frontend Layer
1. Description: The user interface component, typically developed
using web technologies like HTML, CSS, and JavaScript.
2. Role: Delivers the digital menu experience to the client devices,
providing an interactive and user-friendly interface for browsing,
ordering, and payment.
iv. Backend Layer
1. Description: The server-side component that processes requests
from the frontend, manages business logic, and interfaces with
databases.
2. Role: Handles tasks such as menu management, order
processing, payment integration, and communication with external
systems.
 v. Database Layer
1. Description: The storage component that manages all data
related to the system, including menu items, orders, customer
information, and analytics data.
2. Role: Ensures that data is stored securely and efficiently, with
quick access for processing orders and generating reports.
vi. APIs & Web Services
1. Description: A set of interfaces that allow the system to
communicate with external services like payment gateways, POS
systems, and loyalty programs.
2. Role: Facilitates integration with third-party systems to enhance
functionality and provide a seamless experience for users.
vii. Analytics & Reporting
1. Description: The component responsible for collecting and
analyzing data related to customer behavior, sales, and menu
performance.
2. Role: Provides insights and reports that help restaurant owners
make informed decisions to optimize operations and marketing
strategies.
3.
viii. Security Layer
1. Description: The component that ensures the safety and security
of all transactions, data storage, and communication within the
system.
2. Role: Protects against data breaches, fraud, and other security
threats by implementing encryption, authentication, and other
security protocols.
ix. Integration with External Systems
1. Description: This component manages the connections between
the digital menu system and other external services like payment
processors, POS systems, and loyalty programs.
2. Role: Ensures smooth and reliable integration, enabling features
like contactless payment and customer loyalty tracking.
x. Cloud Infrastructure
1. Description: The underlying infrastructure that hosts the
backend, database, and other critical components of the system.
2. Role: Provides scalability, reliability, and flexibility, allowing the
system to handle varying loads and ensure high availability.
xi. Support & Maintenance
1. Description: The ongoing processes and tools used to maintain
the system, provide updates, and support end-users.
2. Role: Ensures that the system remains operational, secure, and
up-to-date with the latest features and improvements.
c. Technology Stack
i. Frontend & Backend (Fullstack)
1. Framework: Next.js
a. Why? Next.js is a React-based framework that enables
server-side rendering (SSR) and static site generation
(SSG), improving performance and SEO. It also simplifies
 routing and API development, making it a powerful choice
for full-stack applications.
2. Styling : Tailwind CSS
a. Why? Tailwind CSS integrates seamlessly with Next.js and
allows for rapid UI development with utility-first classes.
3. State Management: React Context API or Redux Toolkit
a. Why? Use the Context API for simple state management
needs, or Redux Toolkit for more complex state
management across your application.
b. Why? Formik is excellent for handling forms in
React/Next.js, and Yup is a powerful validation schema for
form inputs.
c.
4. Forms & Validation: Formik with Yup
a. Why? Formik is excellent for handling forms in
React/Next.js, and Yup is a powerful validation schema for
form inputs.
ii. Backend APIs
1. API Routes: Next.js API Routes
a. Why? Next.js allows you to create API endpoints directly
within your application, making it easier to build full-stack
features without needing a separate backend server.
2. Authentication: NextAuth.js
a. Why? NextAuth.js provides flexible authentication and
session management, integrating seamlessly with Next.js
3. Database ORM: Prisma
a. Why? Prisma is a modern ORM that works well with
Next.js for interacting with databases. It supports various
databases like PostgreSQL, MySQL, and SQLite.
iii. Database
1. Database: PostgreSQL
a. Why? PostgreSQL is a powerful, open-source relational
database that works well with Prisma and is known for its
reliability and performance.
2. Hosting Database: Supabase or PlanetScale
3. Why? These managed databases integrate well with Next.js and
offer scalable, cloud-based solutions.
4.
d. Database Schema
i. Users Table ( for staff and admin, login required )
1. user_id (UUID)
2. name ( VARCHAR )
3. email ( VARCHAR )
4. password_hash ( VARCHAR )
5. role_id reference ( ROLES_TABLE.role.role_id )
6. created_at ( TIMESTAMP )
7. updated_at ( TIMESTAMP )
 ii. Customers Table ( no login required )
1. customer_id ( UUID )
2. session_id reference
( SESSIONS_TABLE.sessions.session_id )
3. table_number ( INT )
4. created_at ( TIMESTAMP )
iii. Menu Table
1. menu_id ( UUID )
2. menu_name ( VARCHAR )
3. description ( VARCHAR )
4. is_active ( BOOLEAN )
5. created_at ( TIMESTAMP )
6. updated_at ( TIMESTAMP )
iv. Menu Categories Table
1. category_id ( UUID )
2. menu_id reference ( MENU_TABLE.menu.menu_id )
3. category_name ( VARCHAR )
4. created_at ( TIMESTAMP )
5. updated_at ( TIMESTAMP )
v. Menu Items Table
1. menu_item_id ( UUID )
2. category_id reference
( MENU_CATEGORIES_TABLE.menu_categories.category_id
)
3. item_name ( VARCHAR )
4. item_description ( VARCHAR )
5. price ( INT )
6. available ( Boolean )
7. created_at ( TIMESTAMP )
8. updated_at ( TIMESTAMP )
vi. Orders Table
1. order_id ( UUID )
2. customer_id reference
( CUSTOMERS_TABLE.customers.customer_id )
3. user_id reference ( USERS_TABLE.users.user_id ) — THIS
CAN BE NULL-ABLE
4. order_status ( VARCHAR)
5. Total_amount
6. Created_at
7. Updated_at
vii. Order Table
1. Order_item_id
2. order_id reference ( ORDERS_TABLE.orders.order_id )
3. menu_item_id reference
( MENU_ITEMS_TABLE.menus_items.menu_items_id )
4. Quantity
5. Item_price
viii. Roles Table
1. role_id ( UUID )
2. role_name ( VARCHAR )
ix. Sessions Table
 1. session_id ( UUID )
2. customer_id reference
( CUSTOMERS_TABLE.customers.customer_id )
3. table_number ( INT )
4. created_at ( TIMESTAMP )
5. updated_at ( TIMESTAMP )
e. Endpoint Definitions
i. Customer-facing endpoints:
1. /menu - To retrieve the digital menu
2. /order - To submit an order
3. /assistance - To request server assistance
4. /payment - To process payments
5. /feedback - To submit customer feedback
ii. Staff and management endpoints:
1. /menu/manage - To update menu items, prices, and availability
2. /orders/process - To view and update order statuses
3. /order/:id - To view a specific order and update status
4. /tables - To View all tables in the restaurant / cafe
5. /table/:id - To manage specific table status and assignments
6. /analytics - To view real-time sales and performance data
7. /staffs - To view staff roles and permissions
8. /staff/:id - To manage staff roles and permissions
iii. Authentication endpoints:
1. /login - For staff and admin login
2. /logout - To end user sessions

3. Third Party Integration

a. Payment Gateway

i. The Restaurant Automation System will integrate with multiple payment

gateways to offer customers a seamless and secure payment experience.
The primary gateway will be Chappa, with Santim and Arif as alternative
options. Below is a detailed overview of the payment gateway strategy:

1. Primary Payment Gateway: Chappa

a. Overview: Chappa is a widely used payment gateway in

Ethiopia, known for its robust security features, ease of
use, and broad acceptance across various merchants.

b. Integration:
i. API Integration: The system will integrate with
Chappa's API to process payments directly within
the platform. This includes handling various
payment methods supported by Chappa, such as
mobile money, and bank transfers.
4. Actor useCases

A. Customer Use Cases

a. Scan QR Code:
i. Customer enters the restaurant and is seated at a table
ii. They notice a QR code displayed on the table or menu
stand
iii. Using their smartphone, they open the camera app and
point it at the QR code

iv. The phone recognizes the code and prompts to open the
digital menu
b. Browse Digital Menu:
i. The QR code directs the customer to the restaurant's
digital menu
ii. Customer scrolls through various categories (appetizers,
main courses, desserts, drinks)
iii. They can view detailed descriptions, ingredients, and
photos of each dish
iv. Dietary information and allergen alerts are clearly
displayed
c. Place Order:
i. Customer selects desired items by tapping on them
ii. They can customize their order (e.g., choosing sides,
specifying cooking preferences)
iii. The app shows a running total of the order
iv. Customer reviews their selections and submits the order
d. Request Assistance:
i. If needed, customer can use a feature in the app to call for
a server
ii. They might request additional condiments, ask questions,
or report an issue
e. Make Payment:
i. At the end of the meal, customer accesses the payment
section of the app by scanning the QR code on the table
once again.
ii. They review the final bill, including any additional items
ordered
iii. Customer selects their preferred payment method ( credit
card,digital wallet, cash,etc...)
iv. They complete the payment process securely through the
app
f. Provide Feedback:
i. After payment, the app prompts the customer to rate their
experience
ii. They can leave comments about the food, service, and
overall experience
 iii. The feedback is sent directly to the restaurant
management(ADMIN)

B. Restaurant Staff Use Cases

a. Manage Digital Menu:
i. Staff can update menu items, prices, and availability in
real-time
ii. They can add new dishes, remove unavailable items, or
modify descriptions
iii. Special offers and promotions can be quickly added to the
digital menu
b. Process Orders:
i. Kitchen staff receive orders submitted through the QR
menu system
ii. They can view order details, including customization and
special requests
iii. Staff can mark orders as "in progress" or "completed" or
even cancel an order in case of an unanticipated scenarios
happen from the customer.
c. Table Management:
i. Servers can view the status of each table through the
system
ii. They can see which tables have active orders or have
requested assistance
iii. Staff can manage seating arrangements and table
assignments
d. Handle Customer Requests:
i. Staff receive notifications when customers request
assistance through the app
ii. They can respond promptly to requests for additional items
or information
iii. Staff can mark requests as resolved once addressed
e. Process Payments:
i. Staff can view and confirm digital payments made through
the QR menu system
ii. They can assist customers with payment issues if
needed
iii. Staff can process cash payments for customers who prefer
not to use the digital system
C. Restaurant Manager Use Cases
a. Monitor Real-time Analytics:
i. Manager can view real-time data on sales, popular
dishes, and customer feedback
ii. They can analyze peak hours and adjust staffing
accordingly
 iii. Manager can track inventory levels

b. Manage Menu and Pricing:

i. Admin can add, remove, or modify menu items across
all digital menus
ii. They can update prices, descriptions, and dietary
information
iii. Manager can create and implement special promotions or
limited-time offers
c. Staff Management:
i. Admin can assign roles and permissions to staff members
within the system
ii. They can monitor staff performance based on order
processing times and customer feedback
iii. Manager can schedule staff shifts based on predicted busy
periods
d. Customer Relationship Management:
i. Manager can review and respond to customer feedback
ii. They can analyze customer preferences and tailor
marketing strategies
iii. Admin can set up and manage loyalty programs through
the QR menu system
e. System Maintenance and Updates:
i. Admin can oversee system updates and ensure smooth
operation of the QR menu platform
ii. They can troubleshoot technical issues and coordinate with
IT support if necessary
iii. Manager can customize system settings to align with
restaurant needs and policies
f. Financial Oversight:
i. Manager can generate and analyze financial reports from
the system
ii. They can reconcile digital payments with bank statements
iii. Admin can set up and manage integration with accounting
software

Deployment
a. Env Setup
b. CI/CD PipeLine

Project Management
c. Roadmap
d. Version Control