Frequently Asked Questions
Setup and Installation
What types of businesses does HandyCafe support?
HandyCafe is designed for internet cafes, gaming centers, esports arenas, cybercafes, and PC bangs. Any business that provides timed access to PCs or gaming consoles can use HandyCafe to manage sessions, billing, and memberships.
What are the system requirements for HandyCafe Server?
The server requires Windows 10 or later (64-bit), at least 4 GB of RAM, 500 MB of disk space, and a local network connection. Client PCs need Windows 10 or later with 2 GB of RAM. All PCs must be on the same LAN. See System Requirements for full details.
How do I install HandyCafe Server?
Download the installer from the official website, run it, and follow the prompts. On first launch, the First Setup Wizard creates your admin account. See Server Installation for step-by-step instructions.
How do I connect a client PC to the server?
Install HandyCafe Client on the PC. It uses mDNS to discover the server automatically on the local network. If automatic discovery fails, enter the server's IP address manually in the client settings. See Client Installation.
Why is my client not connecting to the server?
Common causes: the server is not running, the PCs are on different subnets, firewall is blocking ports (TCP 5001, 5002, 5003 and UDP 5004), or the connection key does not match. See Troubleshooting for detailed solutions.
What ports does HandyCafe use?
TCP 5001 (commands), TCP 5002 (file transfers), TCP 5003 (remote management), UDP 5004 (screen streaming). These are configurable in Network Settings.
How do I activate my license?
Enter your license key in the license panel. The server validates it with the licensing server. An active internet connection is required for initial activation. See Licensing.
What happens when my server goes offline for more than 72 hours?
HandyCafe has a 72-hour offline grace period. During this time, all features work normally. After 72 hours without connectivity to the licensing server, the server enters a locked state until internet access is restored.
Sessions and Pricing
How do I start a session on a PC?
In the Admin Panel, select an idle PC (cyan) and click Start on the card. Choose postpaid or prepaid mode, optionally assign a member, set duration/amount if prepaid, select a payment method, and confirm. See Sessions.
What is the difference between prepaid and postpaid sessions?
In postpaid mode, the customer pays at the end based on actual usage time. In prepaid mode, the customer pays upfront for a fixed duration or amount. Prepaid supports two sub-modes: Lock at Purchase (cost frozen at start) and Live Schedule (cost adjusts with time slot changes). See Sessions.
How does the pricing schedule work?
The pricing schedule is a 7-day by 24-hour grid where each time block is assigned to a color-coded pricing slot. Each slot has a multiplier (e.g., 1.0x standard, 1.5x peak, 0.5x off-peak). The session cost is calculated as: base hourly rate multiplied by the slot's multiplier multiplied by the duration. See Session Pricing.
How do I set different prices for weekends vs weekdays?
In Settings > Pricing Schedule, create pricing slots with different multipliers (e.g., "Weekday" at 1.0x, "Weekend" at 1.3x). Paint the weekend columns with the Weekend slot color and weekday columns with the Weekday slot color. See Pricing Schedule Settings.
How do I pause and resume a session?
Click Pause on the online PC card. Billing stops while paused. To resume, click Resume on the paused PC card. A new pricing segment begins when resumed. See Sessions.
How do I add extra time to an active session?
Click Add Time on the online PC card. Enter the number of minutes to add (positive to extend, negative to reduce). A transaction record is created for the adjustment.
What happens when a session spans multiple pricing slots?
The session is automatically divided into segments at slot boundaries. Each segment uses the multiplier active during that period. The total cost is the sum of all segment costs. See Session Pricing.
What is the startup fee?
The startup fee is a minimum charge applied to every session. Even if a session is very short, the customer is charged at least this amount. Configure it in Pricing Settings.
Members and Loyalty
How do I create a new member?
Navigate to the Members page and click Add Member. Enter the username, display name, optional email, phone, and other details. Assign a tier if applicable. See Members.
How does the wallet system work?
Each member has a wallet balance. When you top up the wallet, a wallet credit is created with a specific amount and credit type (paid, bonus, manual, etc.). During sessions, the wallet is consumed automatically. Credits can have expiration dates and device restrictions. See Member Wallet.
What is a wallet credit?
A wallet credit is a discrete entry of wallet balance created by a single top-up. Each credit tracks its own amount, credit type (paid, bonus, manual), status (active, expired, consumed), and eligible device restriction. Credits are consumed in order (oldest first). See Member Wallet.
How do loyalty tiers and points work?
Members earn points through activities (spending, visits, top-ups, orders). Each tier has a point threshold. When a member accumulates enough points, they advance to the next tier. Higher tiers can have better discount rates. See Loyalty Tiers.
How do I top up a member's wallet?
Select the member in the Members page, click the payment/top-up option, enter the amount, select the credit type and payment method, and confirm. A new wallet credit is created. See Member Wallet.
Can a member use their wallet balance for both PCs and consoles?
It depends on the credit's device restriction. Credits can be restricted to "PCs only", "consoles only", or "both". When purchasing a package, the device restriction is defined by the package configuration. See Packages.
What happens when a wallet credit expires?
When a credit reaches its expiration date, its status changes to "expired" and the remaining balance is no longer available for use. The expired amount is logged in the member's transaction history.
How do I view a member's transaction history?
Select the member in the Members page. The member detail panel shows the transaction ledger with all wallet loads, spends, refunds, and adjustments with timestamps and amounts.
Products, Orders, and Inventory
How do I add a product to the catalog?
Navigate to Products and click Add Product. Enter the name, category, unit, barcode, sale price, cost price, and VAT rate. Toggle active/inactive. See Products.
How do I create an order for a customer?
Navigate to Orders, click New Order, optionally assign to a PC or add a note, add items from the product catalog with quantities, then close the order with a payment method. See Orders.
How do I cancel or refund an order?
Open the order from the Orders page and click Cancel. The order is voided and no payment is recorded. For refunds on closed orders, use the appropriate refund workflow.
How does stock tracking work?
Each product has a stock level. The stock log tracks changes with reasons: sale (auto-decremented on order close), purchase (from inventory entries), adjustment, waste, and return. See Products and Inventory.
Campaigns and Packages
How do I create a campaign?
Navigate to Campaigns and click Add Campaign. Enter the name, description, set it as active, and configure an expiration date if applicable. Then add packages to the campaign. See Campaigns.
What is the difference between minute-based and money-based packages?
Minute-based packages give the member time (minutes) that can be used for sessions. Money-based packages add funds to the member's wallet. Both can include bonus amounts. See Packages.
How does the bonus system in packages work?
A package can include a bonus on top of the base entitlement. For example, a package might offer "60 minutes + 15 bonus minutes" or "$10 + $2 bonus". The bonus creates a separate credit entry tagged with the "Bonus" credit type.
How do device restrictions work on packages?
Each package defines a device restriction: client (PCs), console (consoles), both, PCs only, or consoles only. When the package is purchased, the created wallet/time credits inherit this restriction and can only be used on matching device types.
Cashier Management
How do I create a cashier account?
Navigate to Management > Cashiers. Click Add Cashier, enter a username and password, and assign a role. The cashier can then log in with these credentials. See Cashier Roles.
How do I set permissions for a cashier role?
Navigate to Management > Cashier Roles. Create a new role or edit an existing one. Check or uncheck individual permission flags in each of the 6 categories (Authentication, Members, Consoles, Logs, Reports, Payment Methods). See Cashier Roles.
What are the 6 permission categories?
Authentication (1 flag), Members (6 flags: view, add, delete, update, show email, show phone), Consoles (4 flags: view, add, delete, update), Logs (4 flags: view, full history, today only, delete), Reports (3 flags: view, full history, today only), Payment Methods (4 flags: manage, add, delete, update). Total: 22 individual permission flags.
How does brute-force protection work on cashier login?
After 5 failed login attempts within 10 minutes, the account is locked for 15 minutes. All failed attempts are logged in the audit trail with a security alert.
How do I view cashier shift reports?
Open the Cash Report page. Filter by cashier name to see transactions processed by a specific cashier during their shift. The shift summary shows totals and breakdown by payment method.
Settings and Configuration
How do I change the language?
Navigate to Settings > General and select your language from the dropdown. HandyCafe supports 24 languages. The interface updates immediately. See General Settings.
How do I set up Google OAuth login?
Navigate to Settings > OAuth. Enable OAuth globally, then enable Google. Enter your Google Client ID and Client Secret (from the Google Cloud Console). Optionally import the JSON credentials file. Test by initiating an OAuth login from a client PC. See OAuth Settings.
How do I configure the pricing schedule grid?
Navigate to Settings > Pricing Schedule. Enable the schedule, create color-coded slots with multipliers, then click/drag on the 7x24 hour grid to paint time blocks with the desired slot. See Pricing Schedule Settings.
How do I customize the client idle screen?
Navigate to Settings > Clients > Idle Screen tab. Enable the slideshow, add images or videos, set durations and transitions. Optionally enable clock and cafe name overlays. See Client Idle Screen.
How do I change the client appearance theme?
Navigate to Settings > Clients > Appearance tab. Select a theme (Neon Arena, Crimson Pulse, Emerald Depth), choose a layout preset, and configure background, card density, and effects. See Client Appearance.
How do I set up sound notifications?
Navigate to Settings > Sounds. Enable the master sounds toggle, then select a sound for each event (Call Cashier, New Order, Session End, Login Request) from the 15 built-in options. See Sounds Settings.
What is the connection key and why is it important?
The connection key is a shared secret used for cryptographic authentication between the server and clients. It prevents unauthorized devices from connecting to your server. All clients must use the same key as the server. Configure it in Network Settings.
Remote Management
How do I take a remote screenshot of a client PC?
Select the client in the Admin Panel and click Screenshot on the card. The screenshot viewer displays the captured image. You can refresh for a new capture or download the image. See Screenshots.
How do I use remote desktop to control a client PC?
Select the client card and click Remote Desktop. A window opens with live H.264 video streaming. You can control the mouse and keyboard remotely and clipboard sync works between server and client. See Remote Desktop.
How does the file sync system work?
Configure directories to sync in Settings > Sync Explorer. When triggered, the server creates a file manifest. Clients compare the manifest against local files and download only changed or new files using chunk-based transfer. See File Sync.
How do I see what apps are running on a client PC?
Select the client in the Admin Panel and click Running Apps on the card. A panel shows all currently running processes with names and details. You can also view Startup Apps, Installed Apps, and Windowed Apps from the same action buttons.
How do I send a message to a client PC?
Select the client card and click Send Message. Type your message and confirm. The message appears on the customer's screen.
How do I shut down or restart a client PC remotely?
Select the client card and click Shutdown or Reboot. You can also multi-select clients for bulk operations. Wake on LAN is available for powering on offline PCs that support it.
Reports and Analytics
How do I view the cash report?
Navigate to Cash Report from the sidebar. The report shows summary cards, transaction history, device earnings, and charts. Use date filters to narrow the time range. See Cash Report.
How do I export report data?
In the Cash Report, use the export/copy function to copy transaction data to your clipboard in CSV format. You can then paste it into Excel or any spreadsheet application.
What analytics are available in the Statistics page?
Nine analytics tabs: Revenue trends, Sales analytics, Expense tracking, Session statistics, Console utilization, Application usage, Computer usage rates, Member activity, and Cashier performance. See Statistics.
How do I check computer utilization rates?
Navigate to Statistics > Computer Usage tab. This shows per-PC utilization percentages, uptime, and revenue per machine. It also identifies your busiest PCs. See Sessions & Computer Statistics.
Troubleshooting
Client shows "offline" but the PC is on. What do I do?
Check that: 1) HandyCafe Client is running on the PC, 2) Both PCs are on the same network/subnet, 3) Firewall allows TCP ports 5001-5003, 4) The connection key matches between server and client. See Troubleshooting.
Session pricing seems incorrect. How do I verify?
Check the pricing settings (Settings > Pricing) for the base hourly rate and VAT. Check the pricing schedule (Settings > Pricing Schedule) for active multipliers at the time of the session. Review the session's pricing segments in the transaction details to see how each segment was calculated.
OAuth login is stuck on "pending." How do I resolve it?
Ensure the admin has approved the request on the Requests page. If the request is stuck, check: 1) OAuth provider credentials are correct in Settings > OAuth, 2) The server has internet access to reach the provider's API, 3) The device code has not expired (they typically expire in 15-30 minutes).
Remote desktop is laggy. How do I improve performance?
Lower the bitrate in the stream settings (try 1000-2000 kbps for LAN). Check network bandwidth between server and client. Ensure UDP port 5004 is not blocked. Use wired Ethernet instead of WiFi for best results.
My license shows "over_limit." What does that mean?
More client PCs are connected than your license allows. Disconnect unused clients or upgrade your license. The server will not start new sessions until the number of connected clients is at or below the limit.
A cashier is locked out after too many failed login attempts. How do I unlock?
Wait 15 minutes for the automatic lockout to expire. If urgent, an admin can manage the cashier account through the management interface.