HandyCafe Docs
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How to Set Up Your Cafe from Scratch

This guide walks you through every step of a new HandyCafe installation for your internet cafe, gaming center, or esports arena. By the end you will have a working server, at least one connected client PC, configured pricing, and a completed test session with payment recorded in your cash report.

What You Will Need

  • A Windows PC to act as your HandyCafe Server (Windows 10 or later, 4 GB RAM minimum).
  • At least one additional Windows PC to act as a client station.
  • A local network connecting all PCs (wired Ethernet recommended for reliability).
  • A valid HandyCafe beta license key. You will enter this during first setup.
  • Your desired hourly rate and currency decided in advance.

Phase 1: Install and Configure the Server

  1. Download the latest HandyCafe Server installer from your HandyCafe dashboard.
  2. Run the installer on the PC you have designated as the server. Follow the on-screen prompts and accept the default installation directory.
  3. Launch HandyCafe Server. The First Setup wizard will appear automatically on first run.
  4. Enter your beta license key when prompted. The server will validate the key online and display your cafe name and PC limit.
  5. Create your admin account. Enter a username and a strong password. This account has unrestricted access to every feature.
  6. Set your cafe name. This name will appear on client idle screens and in reports.
  7. Click Finish to complete the wizard.

Expected result: The server main window opens showing the Admin Panel with zero connected clients. Your cafe name appears in the title bar.

Phase 2: Configure Pricing

  1. Open the Settings page by clicking the gear icon in the left sidebar.
  2. Navigate to the Pricing tab.
  3. Set your base currency. Select from the currency dropdown. All prices, transactions, and reports will use this currency.
  4. Enter your hourly rate. This is the base price per hour for postpaid sessions. For example, enter 10.00 for ten units of your currency per hour.
  5. Set the VAT rate. Enter the percentage (0 to 100) that applies to session charges. Enter 0 if VAT does not apply.
  6. Set the startup fee. This is the minimum charge per session regardless of duration. Enter 0 if you do not want a minimum charge.
  7. Create pricing presets for common durations. Scroll down to the Presets section. Click Add Preset. Create presets such as:
    • "30 Minutes" with 30 minutes duration.
    • "1 Hour" with 60 minutes duration.
    • "2 Hours" with 120 minutes duration.
  8. Click Save to apply your pricing configuration.

Expected result: The Pricing tab shows your hourly rate, VAT rate, startup fee, and all presets listed below. These presets will appear as quick-select buttons when starting prepaid sessions.

Phase 3: Verify Network Settings

  1. While still in Settings, navigate to the Network tab.
  2. Verify the listening port. The default is 7842. Change it only if another service on your network uses that port.
  3. Set or note the connection key. This key authenticates client connections. All client PCs must use the same key to connect.
  4. Ensure the server PC's firewall allows inbound TCP connections on the configured port. On Windows, HandyCafe typically adds this rule during installation. If you changed the port, add a new firewall rule manually.
  5. Note the server PC's IP address displayed in the Network tab. You will need it if clients cannot find the server via automatic discovery.

Expected result: The Network tab shows the listening port and connection key. The server status indicator shows "Listening" in green.

Phase 4: Deploy the First Client

  1. Download the HandyCafe Client installer from your dashboard.
  2. Install it on your first client PC. Run the installer and follow the prompts.
  3. Launch HandyCafe Client. The client will attempt to discover the server automatically via mDNS on the local network.
  4. If auto-discovery fails, enter the server IP address and port manually in the client connection dialog.
  5. Enter the connection key you noted in Phase 3.
  6. Wait for the connection to establish. The client screen will switch to the Idle page showing a lock screen with a clock.

Expected result: On the server, the Admin Panel now shows one connected client. The client tile displays the hostname and a blue "Idle" status. The client PC shows the lock screen.

  1. The server will auto-assign a display name to the client based on its hostname. To rename it, select the client tile on the server and click Rename.

Phase 5: Run Your First Test Session

  1. On the server Admin Panel, click Start on the idle client tile.
  2. In the session dialog, select Postpaid. Leave the member field empty for a guest session.
  3. Click Confirm to start the session.

Expected result: The client tile turns green and shows a running timer counting up. On the client PC, the lock screen disappears and the Online Page desktop appears.

  1. Let the session run for at least 5 minutes so you can verify pricing calculations.
  2. Click Stop on the green client tile on the server.
  3. Review the cost breakdown dialog. It will show:
    • Duration (e.g., 5 minutes).
    • Hourly rate applied.
    • VAT amount.
    • Total charge.
  4. Select a payment method (Cash is the default).
  5. Click Confirm to close the session and record the payment.

Expected result: The client tile returns to blue "Idle" status. The client PC shows the lock screen again. A transaction is recorded in the system.

Phase 6: Verify in Cash Report

  1. Navigate to the Cash Report page using the left sidebar.
  2. Confirm that today's report shows one session transaction.
  3. Verify the transaction amount matches the cost breakdown you saw when stopping the session.
  4. Check that the payment method column shows "Cash" (or whichever method you selected).

Expected result: The cash report lists one completed session with the correct amount, duration, and payment method. Your cafe is now operational.

Phase 7: Optional Next Steps

Once your basic setup is working, consider configuring these features:

  1. Add members. Navigate to the Members page. Click Add to create member accounts with usernames and optional wallet balances. Members can log in from client PCs.
  2. Set up products. Navigate to the Products page. Add food and drink items with prices so cashiers can create orders.
  3. Configure the client menu. Navigate to Settings > Client Menu. Add application categories and apps so customers see a launcher grid on the Online Page.
  4. Deploy additional clients. Install HandyCafe Client on every station PC in your cafe. Each will appear automatically on the server.
  5. Create cashier accounts. Navigate to the Management page. Add cashier accounts with appropriate roles so staff can log in and manage sessions.
  6. Set up peak/off-peak pricing. Navigate to Settings > Pricing Schedule. Create time-based multipliers to charge more during busy hours.
  7. Enable OAuth login. Navigate to Settings > OAuth. Configure Google or other providers so customers can log in with their social accounts.

Common Mistakes to Avoid

  • Skipping the firewall rule. If clients cannot connect, the most common cause is a Windows Firewall rule blocking the listening port. Verify the rule exists before troubleshooting other issues.
  • Mismatched connection keys. The key on every client must exactly match the key on the server. Copy-paste it to avoid typos.
  • Setting hourly rate to 0. If you leave the hourly rate at zero, all postpaid sessions will be free. Always verify your pricing before going live.
  • Forgetting to save settings. Changes in the Settings page do not apply until you click Save. If settings seem unchanged after a restart, you likely forgot to save.
  • Running server and client on the same PC. While technically possible for testing, this is not recommended for production. The server PC should be a dedicated station.