Setup guide

Getting setup in Wollette

2. Set up your business

 

2.1 Create your first branch

Your business needs at least one branch before you can trade. If you only have one location, that's your one branch.

• In the sidebar, go to Branch and choose Add Branch.
• Re-enter your password when prompted
• Fill in the branch's details in the form and then confirm.

 

2.2 Add a terminal to your branch

Each device that will run Wollette POS needs a terminal. Start with one — you can add more later.

• Go to Branch and select the branch you just created.
• Open the Settings tab and press Add new terminal.
• Enter your password to confirm.
• Enter the terminal's name and optional description and Save.

 

2.3 Set your security PIN

You'll need your 6-digit PIN to enter Wollette POS.

• Open your Profile from the user menu, then Profile settings, and find the Pin section.
• Click the Edit (pencil) icon and enter your account password in the verification dialog.
• In the Change pin window, enter a 6-digit PIN, re-enter it to confirm, and click Change pin.

 

3. Start your card payment setup

 

3.1 Acquirer setup

To take card payments, your business needs a Merchant ID (MID) and Terminal ID (TID) — unique identifiers issued by an acquirer, the regulated company that processes card payments and settles the money to your bank account. The MID identifies your business; a TID identifies each payment device.

When you open Card Services for the first time, you'll be asked if you have an acquirer.

• Yes — pick your acquirer from the list. If it's supported, you'll continue straight to registration below. If it isn't supported yet, you'll be offered the option to apply to Elavon instead — Wollette's partner acquirer.
• No — you can apply to our partner acquirer Elavon directly through an application form shown right on the page. If you apply to Elavon: complete and submit the form, and you'll see a confirmation screen and Elavon will reach out directly to you to finish the process.

 

3.2 Card services via SoftPay registration

Registration is five short steps in the dashboard: enable card services, order your licences, register your branch, create your terminal, and set up user credentials.

• Step 1 — Enable card services. Press Register for card services via SoftPay, choose which cards you’ll accept — Mastercard and Visa; Mastercard, Visa and Diners; or Mastercard, Visa, Amex and Diners — and check your pre-filled contact email and phone number.
• Step 2 — Order your licences. Each licence runs one terminal at a time, so start with one per device. Press Activate licence — you can add more at any time as your business grows.
• Step 3 — Register your branch. Press Register branch, choose the branch, select your acquirer, enter your store ID, and enter the business name and location as it should appear on customers’ receipts and card statements. Repeat for each branch that will take card payments.
• Step 4 — Create your terminal. Press Add terminal, choose the branch and the POS device it belongs to, and enter the MID and TID from your acquirer (section 3.1).
• Step 5 — Set up user credentials. Press Add user to create a SoftPay login for whoever will be taking payments — see the note below on how the login details arrive. Complete the steps in order — the dashboard unlocks each step once the one before it is finished.

Important — your SoftPay login arrives by email. The SoftPay user ID and password are generated automatically and sent to your SoftPay contact email address. They are never shown in the dashboard and can't be looked up later, so keep that email safe. If it doesn't arrive or you lose it, use Reset password and a fresh one will be emailed to you.

 

4. Build your catalogue

 

Importing an existing catalogue? Go straight to 4.1. Building by hand? Recommended to work in this order: taxes → categories → products — products need a tax rate assigned, and categories are easiest to assign as you create.

4.1 The fast way: bulk import

If you're bringing an existing catalogue across, for example from EPOS Now you can import it.

• Go to Imports → Start New Import.
• Choose what you're uploading: Catalogue (your product data in bulk), Product Images, or Category Images.
• Follow the steps and the instructions in the help guide to either migrate or create the necessary spreadsheet to upload. At any point feel free to contact support so that we can assist you.
• After importing watch the status. If it shows Failed, open it for the error details, fix your file, and upload again.

 

4.2 Taxes

• From Quick Access in the sidebar, open Taxes and create a new tax.
• Enter a Name (must be unique), then click Next. If you see “Tax name is already in use”, pick another name.
• Enter a value in the Rate (%) field — 0–100, decimals allowed — and click + Add Rate. The rate appears in the table with its effective From date. At least one rate is required.
• Add any further rates, then Save.

For a typical UK setup, create your VAT rates to match how you price: for example Standard 20%, Reduced 5%, and Zero 0% — whichever apply to what you sell.

 

4.3 Categories

• In the sidebar open Categories and click + Add Category.
• Enter a Name (up to 100 characters, must be unique — it's checked as you type), (up to 150 characters), then click Next.
• Add at least one language row with Select a language to add and enter the category name in the Value field for each. Click Create.
• Optionally upload a category thumbnail (minimum 56×56 pixels) and click Add — or Skip.

 

4.4 Products

• In the sidebar open Stock and click + Product.
• Fill in the basics: Product name is required. The SKU is auto-generated (you can override it, but it must be unique). GTIN and ISBN are optional but must be unique if entered.
• Assign Categories and Taxes so that product is linked. For taxes, you can toggle whether the price set is tax-inclusive or not — set this to match how you price your products.
• Set the toggles that apply: Available online, Age restricted (for items needing age authorization checks), and Discountable (able to have any discounts or loyalty and rewards applied).
• Enter pricing — Sale price and Cost price / Unit price — and optionally add attributes (brand, size, colour) and images. Click Save.

 

4.5 Add your products to your branch

Products in your Stock list don't appear for sale until you add them to a branch with a quantity. This is the step people miss — if the till looks empty, it's almost always this.

• Go to Branch, select your branch, then open the Stock tab.
• Click Add Product in the top right — your product list appears.
• Click the product you want to sell in this branch, enter the number available, and choose whether it's auto-updatable — if selected, the quantity reduces automatically as items are sold.
• Click Save. Repeat for your other products.

 

5. Setting up WollettePay

 

WollettePay is the first true one-tap pay by bank system, account to account, with lower fees and faster same day settlement. It has its own verification process, so start it now too if you want it.

• Open Wollette Pay and choose your business type: limited company, sole trader, or other.
• Work through the form and submit it for verification.
• Complete the identity checks (ID&V): for limited companies each named director and PSC scans a QR code shown on screen and submits a selfie and a photo of a valid form of ID.
• Track progress on the 3-stage tracker: Checks → Review → Approval.
• On approval, activate your account. You'll be taken to Settlements, where you manage payouts, balances update daily at 10pm, and a small reserve may be temporarily held to cover refunds or disputes.

 

6. Go live

 
Everything now comes together on your device.

• On your device, install SoftPay and Wollette POS from the Google Play Store.
• Open Wollette POS and log in. Select the user and enter the 6 digit PIN you set in section 2.3 and then your terminal (from section 2.2), and choose Start new session. For card payments, log in to SoftPay using the credentials that were emailed to you and then select a terminal.
• Take a real test payment: start a new order, add a product, and press Pay. You'll be prompted to scan a Wollette QR code — you can skip it for this test. Take £1 on a real card, or a WollettePay payment if set up, and check it appears in your Merchant Dashboard in real time.
• Refund it: choose Refund a transaction, scan the receipt barcode (or search by order ID), confirm the items and the original payment method and check the refund appears in the dashboard too.
• When you finish for the day, exit the terminal which will terminate your session.