Multi-Location Restaurant Management Setup

The second restaurant is where most systems start to strain. With one venue, the owner knows where everything is: who receives the bread delivery, which shelf the qvevri wine sits on, why the walk-in count came up short on Tuesday. Add a site in Vake and another in Batumi, and that knowledge has to live somewhere other than one person's head.

This guide explains how to set up a multi-location operation in Wox so each site runs on its own while the group still reads as one business. It covers structure, ownership, location records, a pilot, and the rollout. For the product overview, see multi-location management.

How Wox models a group

Wox organizes a business as a tree. The group sits at the top. Beneath it sit legal entities or brands, and beneath those, the individual locations where service actually happens. Menus, storage areas, stock, staff, and POS terminals belong to a location. Reports can be read for one location or rolled up across every location you own.

The structure matters because it decides what each person sees. A location manager in Saburtalo works inside Saburtalo. An owner can switch between locations, or read the whole group, from the same login. When someone belongs to more than one workspace, they switch context instead of keeping separate accounts.

When to use this guide

Use it when you already run several sites, when you are about to open a new one, or when your reports by location need a cleanup every month before anyone trusts them. The aim is the same in each case: one way of setting up a location, repeated.

Decide who owns what

Most multi-location problems are ownership problems that look like software problems. Before touching any settings, agree who is responsible for each layer of the tree.

• Account owner: controls organization settings, the subscription, and the standards every site follows.
• Operations or regional manager: owns the rollout playbook and checks each new site against it.
• Location managers: keep the daily data honest at their own site, including counts, receiving, waste, and the staff schedule.

These map directly onto Wox roles. Owners see the whole organization, managers work within their location, and staff see what their job needs. The access side is covered in team roles and permissions.

Set the organization defaults

Before adding the second site, tidy the first one. Shared naming is the foundation of everything that follows. If one kitchen calls it Sulguni and another calls it Cheese, sulguni 1 kg, no report can compare the two, and no one will notice until the month-end numbers disagree.

1. 1Review the organization defaults for item naming, categories, units, and the reporting cadence your managers will follow.
2. 2Agree one naming standard for items and categories, and bring the existing catalog in line with it before you copy anything to a new site.
3. 3Decide which reports leadership reads and how often, for example a daily sales summary per site and a weekly group rollup.

Build each location record properly

A location in Wox is more than a name. It carries the address, phone, email, logo, tax ID, and time zone, plus the contact that suppliers should call about deliveries. The time zone is not decoration. It decides when the business day starts and ends, which drives day close and every daily report.

1. 1Open Settings, then Locations, and create the location with its full address, phone, and email.
2. 2Set the time zone so the business day and the day-close reports fall on the right date.
3. 3Add the receiving contact, the person suppliers call about deliveries, with a phone number and email.
4. 4Create storage areas with clear labels, such as walk-in, dry store, and bar, so counts follow the physical layout of the site.
5. 5Write down when the site can take deliveries and agree delivery expectations with each vendor that serves it.
6. 6If your organization is connected to rs.ge, map the location to its rs.ge address so waybills land at the right site.

Menus and prices per location

Each location has its own menu, so prices can differ where the business needs them to. A cafe in the Old Town may charge more for adjaruli khachapuri than the branch near the university, and a happy hour may run at one bar but not the other. Keep the dish names identical across sites even when the prices differ, so sales by item still compare cleanly.

Each site's POS also keeps taking orders through an internet outage and syncs when the connection returns, so a dropped line at one location does not stop service there.

Pilot one site before rolling out

Resist the urge to set up every site in one afternoon. Pick the location with the most patient manager and run a full operating cycle there first. What you learn in that week becomes the playbook for the rest.

1. 1Choose one pilot location and run a full inventory count there.
2. 2Test the receiving flow on a real delivery, using a purchase order or an rs.ge waybill, and check that stock moves into the right storage area.
3. 3Close at least one business day on the POS and compare the daily summary with the cash in the drawer.
4. 4Write down every adjustment you had to make. That list is your rollout playbook.
5. 5Roll the same structure out to the remaining sites, changing only what is genuinely local.

A new location should be a copy of a working one, not a fresh experiment.

Reading the group as a whole

Once the sites share a structure, comparison becomes easy. POS reports such as the daily summary, sales by item, and sales by hour can be read for one location or for the whole organization. Group totals add up the underlying numbers and recompute averages from them, so a quiet branch does not distort the group's average check.

For a quick answer without opening reports, Wox Analyst can tell you which site had the highest food cost last week or where sales dipped on Sunday, in Georgian or English. Wox Analyst is available on paid plans. The reporting side is explained in more depth in reporting and analytics, and stock setup per site in inventory management.

What good looks like

• Every site has named owners, clear receiving rules, and a storage structure that matches the building.
• Reports filter by location without anyone cleaning the data first.
• New locations open faster because the team reuses the same playbook.

Common mistakes and how to fix them

Each site invents its own names. The fix is a shared naming standard, agreed at the organization level and checked before a site goes live.

Location contacts are missing, so suppliers call the owner's personal phone. Require a complete location record, including the receiving contact, before the site starts trading in Wox.

The group scales too fast. Three sites set up in a weekend usually means three different setups. Pilot one, document what you learned, then repeat.