Your shop is the one that runs the canteens, and each canteen is a school. One shop can have several schools, and the money from all of them lands in the same Stripe account. A canteen card belongs to one school and can only be used in your shop's canteens.
A canteen card is not a gift card. It has no expiry date, it can stand at DKK 0 and be topped up again, and the balance can always be paid back. Every top-up, every purchase and every payback is on the card's history.
Under Kantine → Skoler you create a school for each canteen. This is where you decide how that school works:
- «Adresse på kantinesiden» (address of the canteen page) is the part of the link the parents get, e.g. sohoj. The canteen's page is at shop.kuvert.dk/din-butik/kantine/sohoj, and shop.kuvert.dk/din-butik/kantine shows all your schools.
- «Mindst» (minimum), «Højst» (maximum) and «Hurtigvalg» (quick picks) are the amounts that can be topped up. A new school starts at DKK 50.00 to DKK 2,000.00, with quick picks of 100, 200, 300 and DKK 500.00.
- Switch on «Elevsalg er momsfrit (skolens egen kantine)» (pupil sales are VAT-exempt) when pupil sales at that school are exempt from VAT. Sales to staff carry 25% VAT regardless.
- «Skolens maildomæner» (the school's email domains) and «Personalekode» (staff code) are the staff door. See below.
- «Forældre kan bestille frokost på forhånd» (parents can pre-order lunch) switches on pre-ordering. A new school takes orders 7 days ahead with a final deadline of 09:00 on the day, and you choose the weekdays and the school's closed days.
Under the school you can print a poster for the entrance with the link to the canteen's page.
Under Kantine → Menu you add the items with a name, a category and a price. An item can also have:
- a «Personalepris» (staff price), which the till uses by itself when the card is a staff card.
- «Kun for personalet» (staff only), so it can only be seen and bought on a staff card.
- «Momsfri vare» (VAT-exempt item), e.g. a bottle deposit, which never carries VAT.
- «Kan forudbestilles» (can be pre-ordered), optionally only on certain weekdays.
- a school, if it is only sold there. Without a school, it is sold at all of them.
The category matters: it is what the parents can block, e.g. «Slik» (sweets). An item can be marked as sold out with one tap, from the till as well.
There are two ways, and they can be used side by side:
- The parents create the card themselves on the canteen's page with the child's name and class. Whoever creates it becomes the card's parent and gets a link to their own page.
- You paste the class list in under Kantine → Kantinekort → «Importér klasseliste» (import class list), one line per child with a name, a class and optionally a parent's email. It works with a list copied from Excel, a CSV file with semicolons or a list written with commas. If you paste the same list in twice, no new cards are made.
«Udskriv kort» (print cards) gives you a sheet of cards the size of a payment card with the name, class, school and QR code, ready to cut out and send home in the school bag. A parent links themselves to a printed card by entering the card's code and their email on the canteen's page. Once a card has a parent, only that parent can add the next one.
Parents have no password. They get a link by email, and «Find your cards» on the canteen's page sends a new one if it is lost. The page shows every card the email address is a parent of at your shop, so siblings are kept together. A card can have 2 parents. From the page they can:
- top up and see the card's history.
- set a limit per day and per week, and block categories.
- get an email when the balance drops below an amount they choose.
- order lunch and cancel it again before the deadline.
- block the card if it is lost, and make a new one. The balance, the limits, the parents and the pre-orders move over, and the old card no longer works.
- have the balance paid back. See «The money» below.
Anyone who has the card's code can top up from the card's page with MobilePay or a card, grandparents included. The page shows only the child's first name and the school. The money is on the card as soon as the payment has gone through, and the parents get an email when someone other than them has topped up.
If the canteen takes money at the counter, e.g. cash, you put it on the card under Kantine → Kantinekort. It does not go through Stripe and costs no fees.
- 01Open Kantine → Kassen and choose the school. The till can be used by a member of staff with the Personale role.
- 02Tap the items, or key in an amount under «Andet beløb» (other amount).
- 03Scan the child's card. The till shows the name, class, balance, what is left of today's limit and what has been pre-ordered for today.
- 04Tap «Betal» (pay). If the child is collecting a pre-order, tap «Udlever» (hand out) next to it.
The till says no if there is too little on the card, if the day's or the week's limit has been reached, if the parents have blocked a category in the basket, or if the card is blocked, and it says why. If you charged the wrong amount, you undo the purchase, and the money is back on the card.
Staff unlock their prices and items on the canteen's page in one of two ways, and a school can have both:
- The school's email domains. A teacher enters their work email and gets a link that works for 30 minutes. Only an address on one of the domains gets it.
- A staff code, which you give to the staff. It is for schools where the staff do not share a work email domain, and you can change it whenever you like.
A teacher who has got in counts as staff on that device for half a year. They see the staff prices and the items marked «Kun for personalet», can create their own canteen card, which the till recognises as staff, and can buy the products in your regular shop that you have made staff products, e.g. a coffee punch card. Without access, those products can be neither seen nor bought.
A pre-order is paid from the card straight away, and a cancellation before the deadline puts the money back. After the deadline it cannot be changed. Under Kantine → Forudbestillinger the kitchen sees, for each day and each school, the number of each item and a packing list per child with name and class, which can be printed. If an order is not collected, it is still paid for, because the food has been made. You can refund it by hand.
A top-up is an ordinary payment on your own Stripe account, just as a gift card is. Kuvert never holds the money, and the balance can only be spent in your shop's canteens.
| What | Price |
|---|---|
| Service fee per top-up, paid by the canteen by default | 2% + VAT |
| Handling fee per top-up, paid by the person topping up by default | DKK 5.00 |
| Purchases at the till and pre-orders | DKK 0.00 |
| Money put in at the counter | DKK 0.00 |
| The balance paid back | DKK 0.00 |
Under Settings → Gebyrer → «Indbetalinger på kantinekort» (canteen card top-ups) you choose who pays each of the two fees. It applies only to top-ups and does not change what you have chosen for gift cards and tickets.
When a parent taps «Get the money back», whatever is on the card is paid back with no fee. Kuvert refunds the card's top-ups, newest first, to the payment they came from. If money was put in at the counter, that part is shown on the card under Kantine → Kantinekort as an amount the canteen owes the parent. Once you have paid it, you confirm it there. If the bank refuses a refund, the amount goes back on the card. The parent can close the card at the same time.
If you refund a top-up from Ordrer, the amount is taken off the card as far as the balance reaches. What has already been eaten is never taken back. There is no right of withdrawal on a top-up. The way back is «Get the money back», and it is free.
Kantine → Rapport shows the sales for a period: sales, of which to staff, the VAT in the sales, what has been put on the cards and what has been paid back, and sales per day and per item. «Hent CSV til revisor» (download CSV for the accountant) gives every entry in the period with the VAT on each line. Every purchase records whether it was for a pupil or for staff, and what VAT it carried.
Kuvert stores the child's name and, if you enter it, the class. There are no pictures, and children have no login: it is the parents who create and manage the card. When a card is closed, the name is deleted 13 months later, while the entries stay for the bookkeeping.
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