Licensing
HandyCafe release builds require a verified HandyCafe account before local server setup or staff sign-in. Your plan determines the number of simultaneous client PC and console connections that the server accepts. It also controls access to plan-specific features.
License Activation
- Launch HandyCafe Server.
- HandyCafe checks for an account license already activated on this server.
- When no activated account license exists, the Sign in to activate screen appears. Enter your email and password, or select Sign in with HandyCafe to approve the sign-in in your browser without typing a password on the cafe PC.
- Select Create one for free when you need an account. Enter only your email address.
- Open the secure registration link from the email. Create your password and complete registration in the browser.
- Return to HandyCafe Server and sign in with the new account.
- HandyCafe activates the cafe license for the account. When the account has several cafes, pick the cafe in Select a cafe.
- The First Setup Wizard runs when the server has no Admin. Otherwise the Admin or Cashier login screen appears.
See HandyCafe Account for the browser sign-in, cafe selection and the one-server-per-cafe rule.
A new verified account starts the 14-day trial automatically when it first activates a cafe. A plan-neutral HC- license key is still used internally. The key does not contain the current plan name and remains the same identity when the plan changes. GA users do not need to enter or copy that key.
The application does not ask for the account password again on every launch.
The account activation screen is the first mandatory release step. The local First Setup Wizard and Admin or Cashier login screen are not loaded until account activation succeeds. The release account screen cannot be skipped through a demo preview.
Select the forgot password button next to the password field (I forgot my password or can't sign in) to request a reset link. HandyCafe always shows the same confirmation after submission. This prevents the screen from revealing whether the email is registered.
Free Trial
An eligible account can try HandyCafe Genesis Pro free for 14 days. No card is required. The trial starts automatically when a new account first activates a cafe. An existing eligible account can start it on the HandyCafe Dashboard under My Plan with Start trial. See HandyCafe Account.
While the trial runs, HandyCafe Server shows TRIAL VERSION in the top bar and the 14-Day Trial plan. The trial includes 5 PCs and 5 consoles, with Cloud and Cafeteria features open. The days left are shown. Near the end the badge changes to TRIAL ENDING. Select Choose a plan or Manage plan before it ends so the cafe keeps running without interruption.
The trial is offered once per account and is not offered to an account that has held a license before. A trial is also allowed only once per computer.
When the trial ends without a plan, the license locks. Records stay on the server. The cafe continues from the same license after a plan is purchased.
HandyCafe Genesis Pro
HandyCafe Genesis Pro is the HandyCafe product. It is priced per PC and includes every feature in this documentation. This covers the Report Builder, custom and manager cashier roles, bulk vouchers, database maintenance and unlimited local Remote Desktop and screenshots. Cloud and Cafeteria are separate add-ons. See HandyCafe Account to buy or change a plan.
When a plan expires, ends after cancellation or has a failed payment, the license locks. Records stay on the server. Access returns on the same license after payment. A revoked or security-disabled license closes all client and console access.
Fixed-Term Genesis Plans
A Genesis plan may be assigned directly to a cafe for a fixed term without a recurring payment subscription. The HandyCafe Dashboard shows this as the cafe's current plan on Dashboard, My Plan and Billing. It shows the fixed end date instead of a renewal date.
A fixed-term plan has no automatic renewal or Stripe cancellation. Subscription cancellation, reactivation and self-service plan switching controls remain unavailable for that plan. Contact HandyCafe support when the assigned plan needs to change before its end date.
Legacy Annual Plan Transition
An active annual Legacy purchase made before July 1, 2026 can move to Genesis without losing the paid Legacy period. HandyCafe verifies the successful Legacy payment before offering the transition. A stored price or subscription identifier alone is not accepted as payment proof. HandyCafe selects the smallest Genesis package that covers the Legacy client limit. Genesis access opens immediately. The included access ends at the existing Legacy period end timestamp.
Open My Plan and find the eligible Legacy license. Select Move to Genesis and review the confirmation. The confirmation shows a zero charge today. It also shows the exact annual Genesis amount and the first payment date. Stripe verifies and saves the card. HandyCafe then schedules the new yearly Genesis subscription to start when the paid Legacy period ends. This transition does not create a trial.
The existing Legacy renewal is disabled only after the future Genesis subscription schedule is created successfully. A failed setup restores the prior Legacy renewal setting. HandyCafe also reconciles an interrupted setup before allowing another checkout. This prevents a billing gap, an invisible future charge or two active renewals.
Select Cancel scheduled renewal to stop the future Genesis charge. The included Genesis access continues through the paid Legacy end date. The license locks after that date. A failed first Genesis payment also locks the license. Records stay on the server.
PayPal Legacy renewals require support assistance before self-service transition. HandyCafe does not schedule a second recurring charge while an existing PayPal renewal may still be active.
Account Settings
Open Settings, then select Account to manage the HandyCafe account linked to the server. The page shows the contact person and email, cafe, country, current plan, PC allowance, active console allowance and online requirement. Active Cloud and Cafeteria packages appear as separate cards in the Add-ons section below the plan. Select Dashboard to open the linked HandyCafe Dashboard in the system browser.
For an automatically renewing Stripe subscription, the page labels the actual billing period boundary as the renewal date. If automatic renewal is inactive, it shows that renewal is inactive and displays the license access end date instead. The access end date can be later than the billing period boundary because HandyCafe includes a short reconciliation buffer for delayed payment webhooks. Administrator-granted Cloud or Cafeteria access appears as an active package without inventing a renewal date.
Select Refresh to request the latest signed account and plan status. Select Manage plan to open the plan selection and secure checkout flow.
Only the local Admin cashier can select Sign out. HandyCafe asks for confirmation before removing the account from the server. Signing out disconnects Cloud Live Link and the cafeteria relay, clears the shared cloud credential and returns the server to the mandatory HandyCafe account sign-in screen. A broken or read-only license can still be cleared from the blocking recovery screen when local Admin sign-in is not available.
License States
| State | Description |
|---|---|
| missing_key | No license key has been entered |
| inactive | Key entered but not yet validated |
| active | License is valid and operational |
| offline_grace | A paid server cannot reach the licensing service but remains inside its configured grace period |
| offline_locked | Grace period expired. Server is locked until connectivity is restored. |
| expired | License has passed its expiration date |
| revoked | License has been revoked by the licensing authority |
| over_limit | More clients are connected than the license allows |
PC Limit
Your license specifies the maximum number of simultaneous client PC and console connections.
- When the limit is reached, new client connections are rejected.
- The server displays a localized limit notification. It does not expose an internal error code.
If you need more PCs, change your plan on My Plan in the HandyCafe Dashboard.
Read-Only Mode
When the PC limit is set to 0 (or when the license is in certain restricted states), the server enters read-only mode:
- You can view all data and reports
- You cannot start new sessions
- You cannot make changes to settings that affect client operations
- The Admin Panel displays a license overlay indicating the restriction
Internet and Offline Behavior
HandyCafe Genesis Pro uses the configured offline grace period. The default is 48 hours. If the server cannot reach the licensing service:
- The license enters offline_grace state.
- You have until the configured grace deadline to restore internet connectivity.
- During the grace period, all features work normally.
- After the deadline, the license enters offline_locked state and the server is restricted.
HandyCafe Server accepts Cloud license state only when the response has a valid HandyCafe signature bound to the current installation and request. Unsigned, altered, stale, replayed or other-install responses are rejected. Operational access remains locked until a valid response arrives.
Tip: Ensure your server PC has a stable internet connection that permits secure WebSocket traffic to HandyCafe Cloud. The heartbeat uses minimal bandwidth.
License Overlay
When there is a license issue, the license overlay presents the required action. This overlay:
- Shows the current license status
- Displays the PC limit
- Displays the active console limit
- Provides instructions for resolving the issue
- Blocks operational use when the license requires action
Next Steps
- HandyCafe Account: Sign-in, cafe selection, plans and billing
- Dashboard: Understand the main interface
- Settings: Configure your installation