How-Tos

Partner portal guide

How restaurants and home kitchens use the Velaphi partner portal. Updated 18 September 2026.

1. Overview

The partner portal (Backoffice) is the web desk at backoffice.velaphi.com. Use it to apply, build your menu, take orders, run promotions, set hours and banking, and check payouts.

Customers order in Velaphi Go. Drivers use Velaphi Driver. Kitchen work happens here.

2. Access

Open https://backoffice.velaphi.com/ in Chrome, Safari, Edge, or Firefox.
Phone, tablet, or computer works. A larger screen helps for menus and the order queue.
Allow browser notifications if prompted. Live order alerts use them when you are signed in.

3. Account types

Choose one seller type at registration. Pick the option that matches how you operate.

3.1 Home kitchen

Cook from a home address (not a formal storefront).
Documents: owner or manager ID PDF only.
Residential pickup address is fine.
Website and description are not required at sign-up.

3.2 Restaurant

Storefront or registered business (mall units, takeaways, and similar).
Documents: owner ID PDF plus company registration (CIPC / CK / COR) PDF.
Website and short description are optional at sign-up.
Use the pickup address customers will recognise.

4. Sign up

Open Register. Wizard: Type → About you → Documents.

4.1 Step 1: Type

Select Home kitchen or Restaurant, then continue.

4.2 Step 2: About you

Field	Required	Notes
Kitchen / Restaurant name	Yes	Shown to customers after you go live.
Email	Yes	Sign-in and application updates.
Phone	Yes	Order-related calls.
Website	No	Restaurant type only.
Short description	No	Restaurant type only.
Pickup address	Yes	Select a Google Places suggestion so coordinates are saved.
Owner / manager name	Yes	First and last name.

4.3 Step 3: Documents and password

Field	Required	Notes
ID document	Yes	PDF of SA ID or passport. Max 10MB.
Company registration	Yes	Restaurant only. CIPC / CK / COR PDF.
Password & confirm	Yes	Email sign-up only. Min 8 characters. Hidden for Google sign-up.

4.4 Email vs Google

Email: set a password, submit, then sign in later.
Google: complete About you and Documents (email prefilled; no password).

Menu items and photos are added after your account is active, not during sign-up.

5. After you apply

Applications are reviewed before full access:

Field	Notes
Pending approval	Docs under review (~1–2 business days). No menu or orders yet.
Active	Full desk: dashboard, menu, orders, promotions, payouts, analytics, settings.
Inactive	Deactivated. Use Reactivate kitchen if shown, or contact support.
Suspended	Locked. Sign out and contact support.

7. Partner desk

Left sidebar after you are active:

Field	Notes
Dashboard	Stats, recent orders, popular items.
Active Orders	Live queue: accept, prepare, PIN handover.
Order History	Past orders with filters and details.
Menu Management	Items, sections, availability, options.
Promotions	Percentage or fixed discounts.
Payouts	Weekly food-sale statements.
Analytics	Revenue, trends, popular items, rating.
Settings	Profile, hours, online status, banking.

The header shows new-order notifications, profile, and sign-out.

8. Dashboard

Home screen after sign-in: period stats, recent orders, popular items. During service, keep Active Orders open.

9. Menu

Open Menu Management for what customers see in Velaphi Go.

9.1 Categories vs sections

Categories are platform-wide (Mains, Drinks, …). You pick one per item; you do not create global categories.
Sections are yours (Combos, Specials, …). Manage Sections sets name, order, and active state.
Items without a section show as Ungrouped.

9.2 Add an item

Add Menu Item.
Item Name and Price (R) are required.
Optional: description, prep time (default 15), category, section, image (JPG/PNG/WEBP, max 5MB).
Save.

9.3 Edit and availability

Details tab: name, description, price, prep time, category, section, image URL, availability.
Mark as available when the item can be ordered.
List toggle: Available vs Out of Stock without opening the full editor.
Show available only hides out-of-stock items from your list.

9.4 Options

Edit item → Options.
Add an option name (Size, Extras, Spice).
Tick Required if the customer must choose.
Add values with a rand price modifier (0 allowed).
Save.

Size (required): Quarter +R0, Half +R35
Extras (optional): Extra gravy +R10, Cheese +R15
Spice (required): Mild +R0, Hot +R5

10. Orders

10.1 Active Orders

Live kitchen queue. Updates via short polling and header notifications while signed in.

Delivery flow:

Field	Notes
New	Accept or Cancel.
Waiting for Driver	Driver being assigned. Do not start prep yet when the screen says to wait.
Preparing (Accepted)	Cook and pack, then Mark Ready.
Ready for Pickup	Confirm with the Driver PIN when prompted.
Picked Up / In Transit	Driver has the order.
Delivered / Cancelled	End states.

Pickup orders skip the driver wait:

Mark Ready
Enter the customer’s 4-digit PIN
Mark Collected

Cancel notifies the customer and attempts a refund where applicable. Confirm before you cancel.

10.2 Order History

Past tickets with filters and detail view. Accept / ready / PIN actions stay on Active Orders.

11. Promotions

Create discounts customers can use in Velaphi Go:

Field	Required	Notes
Promotion Name	Yes	Shown to customers.
Description	No	Optional.
Discount Type	Yes	Percentage (%) or Fixed Amount (R).
Discount Value	Yes	> 0. Percentage max 100.
Promo Code	No	Optional; stored uppercase.
Minimum Order Amount (R)	No	Cart must meet this amount.
Start / End Date	Yes	Campaign window.
Max Uses Per Customer	No	Default often 5.
Total Usage Limit	No	Default often 100.
Select Products	No	Empty = all items; or pick specific ones.
Auto-apply	No	Editable on existing promotions. New ones start with auto-apply off.

12. Payouts

Payouts are for food sales only. Delivery and service fees are excluded. The portal shows a 7% platform fee on food after promotions.

When your settled balance reaches R500, Velaphi queues a payout on the next business-day run. Customer payments usually clear in about 2 working days. After submission, banks usually take 24 to 48 hours. Typical total time is about 3 to 5 business days.

Save a bank account under Settings → Banking before you expect transfers.
Open Payouts for awaiting transfer, last paid, and statement count.
Filter All / Pending / Paid. Search by reference or period.
Open a statement for line items (order, food gross, platform fee, net) and print if needed.

13. Analytics

Period revenue and orders
Today’s order count
Restaurant rating
Revenue vs orders over time
Popular items by quantity and revenue

Change the date range to compare periods. Use popular items to guide prep and promotions.

14. Settings

Complete these tabs before you go online for the first time.

14.1 Restaurant Profile

Field	Notes
Logo	JPG, PNG, or WEBP up to 5MB.
Name	Locked after registration.
Phone	Editable. Use a number you answer during service.
Email	Locked after registration.
Website / Description	Editable.
Address, city, coordinates	Locked. Contact support if you move.
Default prep time (minutes)	5–120.

14.2 Business Hours

Per day: open or closed, plus open and close times (e.g. Mon: 09:00–22:00). Keep them accurate for when you accept orders.

14.3 Operational Settings

Field	Notes
Restaurant Status	Go Online to accept orders. Go Offline to stop.
Minimum Order Amount (R)	Smallest cart you accept.
Delivery Radius (km)	0–50. Default often 10.
Tax Number	Optional.
Business Registration Number	Optional.

14.4 Banking

One payout account. Branch codes for major SA banks fill when you choose bank and account type.

Field	Required	Notes
Bank Name	Yes	ABSA, FNB, Nedbank, Standard Bank, Capitec, or Investec.
Account Holder Name	Yes	Must match the account.
Account Number	Yes	Business or personal payout account.
Branch Code	Yes	Auto-filled for supported banks; confirm it.
Account Type	Yes	Business, Checking, or Savings.

After save, check Current Payout Account. Changes are audited.

14.5 Notifications and security

Live order alerts work from the header while you are signed in. For password or access problems you cannot fix in the portal, email support.

15. Go-live checklist

Account status Active.
Logo, phone, description, default prep time set.
Business hours match service times.
Banking saved and visible on screen.
Menu items Available, with options where needed.
Promotions (if any) have correct dates and values.
Online only when staff are ready.
Active Orders open on a device you will watch.
Run a test order in your area before a busy period if you can.

16. Help

How-Tos
Driver guide
Help Center
Portal: backoffice.velaphi.com
info@velaphi.com (08:00–22:00 SAST)

Include restaurant name, account email, and which screen you were on.

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