Oneroof Cybercafepro 6

OneRoof CyberCafePro 

Main Control Station (Server) 

Installation, Setup and User 

Manual 

Suggestion: View manual on computer at 200% to see screenshot details. 

© Copyright 2010. All rights reserved. OneRoof, Inc. 

OneRoof CyberCafePro MCS Installation, Setup and Use Manual

MCS Manual: Version 6.0.x, March 11, 2010 

OneRoof CyberCafePro MCS Installation, Setup and Use Manual 

© Copyright 2010, OneRoof, Inc. 

All rights reserved. 



Table of Contents 

(When viewing in PDF, click any Table of Contents entry to jump to that section.) 

Computer System Requirements 1 

Requirements for Main Control Station (MCS) “Server” 1 

Quick Set-up 2 

Installation of CyberCafePro 6.0 Main Control Station (MCS or “Server”) 5 

Logging In for the First Time 17 

Configuring the Main Control Station or “Server” 19 

Accessing the Store Configuration Panel 19 

Using the Store Configuration Panel 20 

Setting Up Pricing for Computer Time and Printing 26 

Setting Up Point-Of-Sale (POS) Items 32 

Naming the Categories 33 

Labeling the Set Buttons 34 

Configuring a POS Button 35 

Setting the POS Item Button Background Color 36 

Using the POS Item Matrix 37 

Stock Level and Warning Levels 38 

Setting Up Taxes 39 

Using Discounts 40 

Setting Up Employees 41 

Adding and Editing Employees 42 

Setting Up Employees Without Administrative Rights 42 

Cloning (or Copying) Employee Profiles Using a Template 46 

Setting up Client Computers 47 

Security Tab 48 

System Settings Tab (for Clients) 51 



Internet Explorer Tab 54 

Advanced Settings Tab 56 

Help Tab 58 

Floating Promotional Textual Marquee Ads 58 

Setting Up Accounts Pricing Parameters 60 

Creating New Individual Accounts 62 

Finding and Viewing Current User Accounts 65 

Searching for an Account 65 

Using the Desktop Timer 66 

Logo Customization 67 

Copying Client Settings (i.e. “cloning” to all other Clients) 68 

Using the Main Screen 69 

Viewing Clients In Use 72 

Managing a Current Client 73 

Managing All Clients 75 

Making Reservations 75 

Reserving a Client Machine for a Specific Account 75 

Creating Manual Account Timers 77 

Setting Up the Timer 77 

Using CD Key Manager 79 

Setting Up Receipts 81 

Accessing Sales Receipts History 82 

Using Chat 83 

Setting Up Chat 83 

Using Bandwidth Monitoring 85 

Viewing Log Files 86 

Setting Up a Cash Drawer 87 

Making Non-Session Sales 88 

Adding Custom Commands 90 



Setting Up Main Control Station Alerts 91 

Customizing the MCS Desktop 92 

Finding the MCS IP Address 93 

Maintaining the Database 95 

Updating CyberCafePro Software Components 96 

Accessing OneRoof Reports 97 

Sales Details and Export 98 

Exporting Data 99 

Converting a Prior Version of CyberCafePro 100 

Start Report Data Feed 101 

Changing the Client Skin 102 

Automatic Client Skin Boot-up (Auto-Login on Client) 106 

Shutting Down the Clients at Days End 108 



Computer System Requirements 

IMPORTANT: Before downloading the software, please confirm that your equipment 

fulfills the minimum requirements for OneRoof CyberCafePro. 

Requirements for Main Control Station (MCS) “Server” 

Hardware Requirements: RAM XP: 512Mb, Vista: 1 GB, Windows 7: 1 GB 

Operating Systems: Windows 2000, XP, Vista, Windows 7 

OS Setup guidelines: need admin level access to install OneRoof, need alternate 

Windows account as well to run the Client with a lower permissions level. 

MCS can run under admin level or lower user level. 

Note: More RAM is always better, as performance also depends on what applications 

are running at any given moment on your network. The amounts of RAM outlined above 

are recommended minimums. 

1 



Quick Set-up 

Administrators who want to get set up quickly without reading this entire manual can 

follow these recommended steps in order: 

1. Make sure your computers are connected to the Internet and networked to each 

other, preferably via a switch and Ethernet cable. 

2. Make sure that all LAN computers are setup to be able to communicate with 

each other. 

Windows 7 Users Only: Windows 7 users need their ‘Network Location’ to 

be set up as a ‘Home’ or ‘Work’ Network (and not as a ‘Public Network’).You 

can change this setting in Windows 7 by following these steps for both the 

CCP Clients and MCS (Server) PCs: 

a. Click the Windows Start button, and go to Control Panel and select 

Network and Sharing Center. 

b. In the Network and Sharing Center window that opens, look at the 

hyperlink under your Internet NIC adapter. Make sure it does not say 

‘Public Network’. If it does say ‘Public Network’, click the ‘Public Network’ 

hyperlink to change it. 

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c. Then click ‘Home network’ or ‘Work network’. The network setting will then 

be updated and the OneRoof CyberCafePro Client software will then be 

able to communicate with the OneRoof CyberCafePro Main Control 

Station (“Server”) software. 

3. Download and install the latest version of OneRoof CyberCafePro v6.0 software 

for the Main Control Station (“Server”) and for Client computers. (See page 15.) 

4. In the Registration Wizard: 

a. Wizard page 1: Define your type of business. 

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. Wizard page 2: Enter your ORG key if you belong to a Telecentre network 

and enter store specific information such as location. 

c. Wizard page 3: Enter information about yourself (the tech admin in charge 

of the project). Make sure that you enter a valid email address. 

d. Wizard page 4: Enter Store License Key as sent via email (check your 

email inbox). 

e. Agree to License Terms. 

5. Log in as discussed in Logging In for the First Time on page 17. 

6. Set up employees; see Setting Up Employees on page 41. 

7. Set up Clients and security; see Setting up Client Computers on page 47. 

8. Set up for-sale items; see Setting Up Point-Of-Sale (POS) Items on page 32. 

9. Set up pricing for computer time and printing; see Setting Up Pricing for 

Computer Time and Printing on page 26. 

10. Setting up a tax system; see 1Setting Up Taxes on page 39. 

11. Set discounts; see Using Discounts on page 40. 

12. Set up receipt system; see Setting Up Receipts on page 8188. 

13. Set up monitoring/charging for bandwidth; see Using Bandwidth Monitoring on 

page 85. 

14. 11Perform the Start Data Report Feed command; see page 101. 

15. Test employee access to OneRoof Reports; see Accessing OneRoof Reports on 

page 97. 

4 



Installation of CyberCafePro 6.0 Main Control Station 

(MCS or “Server”) 

To install CyberCafePro MCS: 

1. On the system where you want to install it, download the Main Control Station 

(Server) application software for CyberCafePro 6.0 and run the Setup program. 

2. From the drop-down list, choose the language you want to use for the installation 

instructions and click OK. 

3. Close all other applications and click Next to start the installation. 

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4. Review the End User License Agreement, select I accept the agreement and 

then click Next. 

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5. Review the Copyright notice and then click Next. 

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6. Confirm (or browse and select) the standard destination folder location where the 

MCS Server should be installed, and then click Next. 

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7. Confirm that you are performing a full Installation with additional icons and then 

click Next. 

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8. Confirm (or browse and select) Start Menu folder location for shortcuts and click 

Next. 

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9. Confirm to create a desktop icon and select if you want a Quick Launch icon and 

then click Next. 

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10. Click Finish as shown below to complete the install. Your Windows system will 

restart. Then Launch the CyberCafePro Main Control Station (MCS) Server from 

the desktop icon just created -- and it will automatically launch the registration 

Wizard to complete your installation. 

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11. In the first page of the Registration Wizard, choose whether your centre is set up 

as a CyberCafe (for-profit, browsing centre, LAN House or Gaming Centre, 

school) or a Telecentre (public or nonprofit, belonging to an umbrella 

organization) and then click Next. 

Important: If you are going to install as a Telecentre, you need an Organization 

Key provided by OneRoof. This unique key makes all locations of your 

Telecentre organization visible within OneRoof Reports. To apply for an 

Organization Key for your Telecentre, go to www.oneroof.com/telecentres and 

click Apply for Organization Key. If you want to try out the software while you 

await OneRoof to respond with your Organization Key, you can choose to install 

as a CyberCafe instead. Then, once registered, go to Admin>System 

Settings>Store Configuration on the installed MCS Server and clear the check 

boxes for both Timecodes and Play & Pay (which are both for anonymous users) 

and click OK. Neither Timecodes nor Play & Pay are included for Telecentre 

organizations, as no metrics about these anonymous users would be available 

(e.g. gender and age); using a CyberCafe installation type without Timecodes 

and Play & Pay will give you an idea of what a Telecentre installation would look 

like. 

Note: If you demo the software as a CyberCafe but are a Telecentre, a new 

installation will later be required for proper setup and for affiliating other locations 

in your Telecentre network within OneRoof Reports. But if do not you wish to wait 

a day or so until you obtain an Organization Key (using Apply for an Organization 

Key link discussed above) and want to test the software out immediately, use the 

CyberCafe designation in the Registration Wizard. 

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12. In the second page of the Registration Wizard: 

CyberCafe: Enter information in all the fields (as illustrated below) with your 

cybercafé’s information, then click Next. 

CyberCafe Registration option 

Telecentre: If you chose Telecentre, you must enter your Organization Key here, 

as discussed on page 13. Fill in the rest of the fields, and then click Next. 

Telecentre Registration option 

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The information requested on the third and fourth pages of the Registration 

Wizard is identical for both CyberCafes and Telecentres. 

13. In the third page of the Registration Wizard, enter the email address that you will 

use to retrieve your license, which will also be your user name for both 

CyberCafePro’s Main Control Station (MCS or “Server”) and online access to 

OneRoof Reports. The password you enter here will also be used for logging on 

to the MCS and OneRoof Reports. Then click Next. 

14. Open the new email sent by OneRoof to retrieve your CyberCafePro license. 

Copy the license string. 

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15. Paste the emailed license string into the Store License Key field on the fourth 

page of the Registration Wizard and then click Submit to complete the 

registration process. 

16. Click OK when you see the Registration was successful message box. 

17. You are now ready to login for the first time to the MCS, as described on page 

17. 

18. After you have completed the CyberCafePro Main Control Station installation, 

you then download the CyberCafePro Client software (a separate application) 

and install it on every Client computer that the public will be accessing. For more 

information, see the CyberCafePro Client manual. 

Welcome to CyberCafePro! 

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Logging In for the First Time 

Double-click the OneRoof CyberCafePro Server icon on the desktop. After it loads, click 

the Login button on the right side of the window, select your registered email address 

from the drop-down list and enter your password (as you provided in the Registration 

Wizard). You should have ‘Admin’ privilege access. 

Logging in for the first time 

17 



Once logged in (either as ‘Default’ for the first time, or as an Employee with ‘Admin’ 

privileges), you will be able to navigate around the Main Control Station console. 

(Create an Employee with Admin Rights immediately after first permitted logon as 

“Default’ -- via Admin>Setup>Employees.) 

The Main Control Station Console (MCS) or Server 

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Configuring the Main Control Station or “Server” 

Only an employee with proper permissions defined in the Employee Setup form can set 

up or alter the configuration of a “Server” or Main Control Station (MCS). Your center 

must have at least one employee with administrative access rights. For more 

information on permissions, see Setting Up Employees on page 41. 

Accessing the Store Configuration Panel 

Navigation: Admin icon>System Settings>Store Configuration 

To begin the MCS Server setup: 

1. Click the Admin icon at the top right hand corner of the Main Control Station 

console. 

2. Click System Settings to expand the menu. 

3. Select the Store Configuration menu item. 

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Using the Store Configuration Panel 

The Store Configuration panel lets you set up Server language, store name, and several 

key operation settings in section #3 . 

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MCS Server Language 

During the Installation, you may choose from 3 recently and professionally localized 

languages for CyberCafePro 6.0: English, Spanish or Portuguese. That choice during 

the Installation will automatically set both the MCS and Clients to that language chosen: 

Both OneRoof CyberCafePro and OneRoof Reports are available now in: 

• English 

• Spanish 

• Portuguese 

A Turkish version will soon be available. 

Many CyberCafePro users have also localized their Server and Clients in prior 

CyberCafePro versions. As much of the user interface is the same, you can try any of 

these CCP-user-generated language files with CCP 6.0 by selecting on our Downloads 

page -- and then dropping into the OneRoof CyberCafePro Server “Language” folder 

(Afterwards, then select the new language file via Section #1 in the MCS Store 

Configuration panel, shown above.) 

With these CCP-user-generated language files, if a word or phrase is missing in 

translation, it will show “Missing language” (in English only). You can, if you choose, go 

to that language file and replace selected English terms with your local language. With 

your help, they can be made “complete” for CCP 6.0 (similar to English, Spanish and 

Portuguese). 

CCP-user community language translations (available for download from our website) 

include: Afrikaans, Albanian, Croatian, Deutsch, François, Hungarian, Italian, 

Macedonian, Mongol, Nederland’s, Russian, Serbian, Tagalong and Ukrainian. (If you 

make improvements, do please send us your updates do that others in the CCP 

community may benefit.) 

Given our Graphical User Interface is very intuitive, for day-to-day use even those with 

minimal English skills have no problem mastering all daily functions (per our own 

experience in Tamil-speaking rural areas of India). 

Should you wish to deploy CCP in a language not listed above, email us with your 

language request, your full contact information and interest to help in the translation 

effort at: languages@oneroof.com? 

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Store Location 

Your location store name should be populated automatically from your prior 

CyberCafePro Registration wizard. 

Other Operational Settings 

In section 3 in the Store Configuration, you can enable (or disable by clearing the check 

box): Time Codes and Play & Pay; Desktop Access (an improved customer 

experience), Internet Access (in case you wish to use, for example, Time Codes for a 

cheaper gaming or desktop-only access); and Launch Pad (which provides the users a 

quick launch of all applications, as you have organized them versus having to find them 

via the Start button). 

All CyberCafePro locations are by default enabled to offer User Accounts. 

Note: In Regulatory Compliance countries and also for all Telecentres, only User 

Accounts are offered. 

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The Accounts icon 

If only User Accounts are enabled, then just the Accounts icon displays in the Admin 

screen. If both User Accounts and Timecodes are enabled, then both Timecodes and 

Accounts icons display in the Admin screen. 

Timecodes icons 

Time Codes are alphanumeric anonymous prepaid time payments, used for logging on 

to Clients. 

Timecode icon, computer in use 

Play & Pay is where customers pay for the time consumed on their way out. 

Pay & Play icon 

If Play & Pay Mode is enabled on a Client computer, after clicking Start, the customer 

will be taken directly to the Desktop (without any logon process). 

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Otherwise, the customer is given a choice of either Timecode (except for Telecentres) 

or User Account logon types. 

Logon type choices on the Client computer 

Timecode logon on the Client computer 

User Account (and password) logon on the Client computer 

You can also safely select (by checking the optional boxes in Store Configuration) to 

offer: 

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• Desktop Access for all Customers (generally preferred and appreciated); 

• Internet Access (usually the default is enabled); and 

• Launch Pad for convenient shortcut navigation to games and/or popular 

applications that would (if enabled) appear on all Client Computer Desktops. 

Note: By disabling Internet Access under Time Codes, you could choose to offer 

discounted pricing for desktop applications only (e.g. games, Office), where no 

bandwidth expense would be incurred. 

The floating Launch Pad shown at right (enabled via the Store Configuration) 

Click OK when you are done setting up the store configuration. 

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Setting Up Pricing for Computer Time and Printing 

Navigation: Admin icon>Pricing and Stock Setup>Pricing 

To set up computer and printer pricing: 

1. In the Pricing Groups box, click Setup at the bottom left of the box. 

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2. In the Time / Account Groups box, the leftmost list is for general pricing for most 

(if not all) computers. In the first part of this box, you can drag computers from 

group to group as needed. Account groups are used only if you want to set 

different prices for some computers; for example, you could set a higher price for 

high-speed gaming machines. 

Note: First you must set up at least one Client system and connect it to the MCS 

so that it appears in the top-left area of section 1 of the Time/Account Groups 

box, under All, as shown below. If you do not wish to have different pricing 

among computers – for example, you might want to set up a new top gaming 

computer at a higher price – then ALL Clients would appear under All and you 

need only configure the pricing once, as follows. 

Setting up pricing for computer time and printing 

27 



3. Click the Pricing button in section 2 below the leftmost list. 

4. Choose between Charge by Block (for intervals, such as 15 minutes) or Charge 

by Minute to set pricing preferences. Toggle the period from 1 minute up to the 

next block or range of minutes you want and fill in the per minute cost. Click Add 

to replicate the pricing sets as many times as needed. In this way, you can, for 

example, reduce the price after X minutes, as illustrated in the picture below. 

Setting bulk rates for accounts 

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5. Use section 2 (above screenshot) to fill in pricing for each minute after the 

schema above “runs out” as defined in section 1. For example, if you defined 

pricing for the first 2 hours, then section 2 would control pricing to be charged 

either per block or per minute (as checked) for a session that exceeded the predefined 

time frame. 

6. Test your settings in section 3 (above screenshot). Choose a number of minutes 

and confirm resulting charge for what the “minutes will cost” at the right. Test until 

you get the desired settings, and then click OK when done. 

Setting bulk rates for accounts 

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7. Click Setup in section 4, Printer Pricing, of the Time/Account Groups box to set 

up pricing. 

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Printer pricing 

Select, by printer, the Price per Page. It is a good idea to name your printers 

“Color” and “Black & White” if you offer both, so that consumers can select which 

they want and you can charge a different price per page for each printer. 

You can also charge against a prepaid account the equivalent value in minutes 

(i.e., the per page price converted to the same money in minutes), but using this 

option sometimes confuses the customer. If left blank, all printing is simply 

charged to the POS as monies due, with no impact on remaining minutes in an 

account. 

8. Click OK when you are done with all pricing settings. 

31 



Setting Up Point-Of-Sale (POS) Items 

Navigation: Admin icon>Pricing and Stock Setup>POS items 

In general, the OneRoof POS consists of four group category tab buttons. Shown below 

is the 3rd tab for Computer. (Note label in box at right where Computer is set). 

The POS Set Up box 

In basic usage, there are twenty buttons in each of the four Categories for a total of 80 

POS items. Each button represents a product sold through the POS. 

Optionally, each Category has a total of four Sets of twenty buttons, labeled as Set 1, 

Set 2, etc. Therefore, the POS supports up to 320 items for sale (4 Sets x 20 = 80 per 

Category x 4 Categories = 320 buttons). 

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Naming the Categories 

Within POS Items Setup, Categories can be custom named (by an employee with 

proper permission). Name the Categories in the box at right, under #1, as illustrated 

with the custom name “Food” in the screenshot below; click OK to add the item. 

Naming a category 

If you only need 80 POS items, using just the four Categories will be sufficient, and you 

do not need to use Sets 2-4. (“Set 1” is the default shown for each of the 4 Categories). 

Optionally, click another of the Set buttons to display a new Set of POS items under 

each of your categories. 

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Labeling the Set Buttons 

You can give a custom name to each Set button by right-clicking on the Set 1, Set 2 etc. 

button itself, entering a name in the box, and then clicking OK. 

Giving a set a custom name 

When done creating POS Categories and Sets, click OK. 

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Configuring a POS Button 

Only an employee with Admin access can configure a POS button. 

To add a product to your POS: 

1. In the POS Items Setup box, select a button displaying ‘Empty’. The product 

configuration fields appear on the right-hand side. In the first field, enter a name 

for the tab group Category. 

Configuring an item in the POS Items Setup box 

2. Enter a name for the product. Select Enabled if the item is to be sold and visible 

for ordering from the Client computers; otherwise, if the item should not be 

accessible or is temporarily discontinued, select Hide from Client computers 

instead. 

Note: Adding the COGS (cost of Goods Sold): If you add the individual cost of each item 

or service sold in POS Items Setup, the OneRoof Reports software-as-a-service will 

present your Gross Margin earned during any time period chosen. If in addition, you 

choose to enter your Operational Expenses (connectivity rent, etc.) under the OneRoof 

Reports online Expenses page, your will also have presented your Monthly or Quarterly 

Profit & Loss for your location. 

35 



Setting the POS Item Button Background Color 

To set the POS item button background color: 

1. Click Icon to choose an icon from a set of options; if you don’t find one that is 

useful, the item name will display on the button instead. 

Setting a background color for an item 

2. Set the price and choose which taxes apply for this item. 

Note: If no taxes have been set up as discussed later in this document, no taxes 

will show up here. 

3. Optionally, set stock levels and warning levels for this item, if needed. 

4. Optionally, scan in the barcode for this item by clicking Scan Item and scanning 

the product bar code. 

5. Click OK. 

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Using the POS Item Matrix 

To define POS products in more detail, click the List button at the bottom of the POS 

Items Setup box. 

Click the List button to get to the POS Item Matrix 

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The POS Item Matrix box then opens. 

The POS Items Matrix box 

Stock Level and Warning Levels 

The POS Items Matrix list lets you enter a stock level (number of product items in stock 

currently) and a warning level value (when to contact your supplier if your stock level 

reaches that value) – an easier way than entering the same data for each and every 

POS button setup. 

SKU & COGS 

You can also enter – and it is highly recommended – a SKU (Stock Keeping Unit) used 

as a product reference, unique to your business, when a bar code is not available. 

OneRoof enforces a positive COG (Cost of Goods) value for each item. The COG value 

represents your purchase price for the product item. 

Note: The COG value must be by sold unit. If you buy a pack of 100 CDs from your 

wholesaler and intend to sell these CDs individually, your COG value is $100/100 = $1. 

You can also either print or export the POS Items Matrix List for review and/or proofing 

purposes. 

38 



Setting Up Taxes 

Navigation: Admin icon>Pricing and Stock Setup>Taxes 

Use the first section of the Tax Definition box to define local taxes. The POS supports 

up to three different taxes. Each tax can work independently or cumulatively (tax on a 

tax), and are defined as Tax 1, Tax 2 and Tax 3, which can be renamed by typing a new 

name. 

To disable a tax, leave its rate at ‘0’; it will then not be displayed in the POS setup form. 

In section 2 of the Tax Definition box, specify which taxes apply to computer time and to 

printing. 

The Tax Definition box 

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Using Discounts 

Navigation: Admin icon>Pricing and Stock Setup>Discounts 

You can create discounts to be applied to individual sales (but only if an employee who 

is logged on is authorized to use or apply discounts). 

Discounts can either be a fixed currency amount or a percent of the sale (use pull-down 

under Type to define) 

You define and name each discount and indicate whether it applies only to computer 

time (PC), Printing (Print), or another item (Other) by checking those that apply. 

If you wish to apply a discount ONLY for computer time, then only the PC box would be 

checked adjacent to the name of the discount. 

The Discounts box 

Note: You can define whether an individual employee can or cannot apply any 

discounts (all or none) in the employee permissions: 

Admin>Setup>Employees>Add/Edit>Main. 

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Setting Up Employees 

Navigation: Admin icon>Setup>Employees 

One of the first things to do when configuring your Server is to define your employees. 

In particular, you will require at least one employee of the type ‘admin’ who has 

administrator rights to configure this Server and the POS. 

Use the Employees box to add or edit employees, and to set up auto logoff and email 

address enforcement features. 

To automatically log employees off after a certain amount of time, select the Auto logoff 

employees after check box and select an interval of time. This helps prevent 

transactions being credited to the wrong employee -- or any transactions being entered 

by an unauthorized person. 

Tip: To enact any business an employee must be logged on. Logging employees off 

protects the cash, and because the employee logon process is so quick, we 

recommend you set the auto logoff time interval to a low number of minutes. Also, in 

this way, employees working an overlapping shift can be more easily accommodated. 

The Employees box 

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Adding and Editing Employees 

Navigation: Admin icon>Setup>Employees 

In the Employees box, click Add to create a new employee or select an existing 

employee and click Edit. 

Add or edit and employee 

Optionally, select the first check box entitled ‘This employee has administrative access’. 

This will create an employee with full access to the OneRoof Server. 

Setting up an employee who has no administrative access is the most complex part of 

the Server setup. What access or permissions you give (or do not give) determines 

what they can do. It is very important to grant employees access to only what they need 

to do – and no more. 

Setting Up Employees Without Administrative Rights 

When you create an employee WITHOUT administrative rights, you allow (if selected) 

permissions for a wide array of access settings, organized in 3 tabs of grouped 

permissions: Main, Account, and Admin. 

When it comes to defining employees with fewer privileges, an administrator must select 

or de-select each individual setting. You can use the Admin employee as a start, clone 

42 



to a new employee user name (see below), and then de-select whichever parameters 

you wish. 

It is extremely important to give enough access to your employees for properly 

executing their job and tasks – but nothing not needed (or which can compromise your 

cash flow). 

Shown above are permission settings for Account tab 

OneRoof recommends that you review each one of these settings and decide carefully 

what to allow an operator to perform and what to restrict. For example, you may choose 

to not allow your operator(s) the ability to delete a sales receipt (to prevent theft) or to 

apply or create discounts, or to change a regulated tax % value. 

The following screenshots illustrate the permissions typical (note: checked) for an 

employee (not an owner of the cyber café or Telecentre), whose rights are purposely 

limited. Note the highlighted tab reflecting which window (Main, Account or Admin) is 

being shown. 

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These are the Main and Account windows of permissions for enabling (by checking) or not 

enabling (un-checked) for each Employee set-up individually. 

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This is the Admin window of permissions for enabling (by checking) or not enabling (un-checked) 

for each Employee set-up individually. 

45 



Cloning (or Copying) Employee Profiles Using a Template 

Once the first profile for an employee has been created, you can use the profile as a 

template and easily clone it to create a profile for other employees of the same rank or 

responsibility level. 

When creating another employee profile, you can select the template employee from 

the Copy settings from pull-down menu and click the Copy button to duplicate all the 

settings from one employee to another. If necessary, you can then make individual edits 

to the copied employee and then click OK to save. 

46 



Setting up Client Computers 

Navigation: Admin icon>Setup>Client Settings>Security 

The Client Settings box contains six tabs, where all the security for the CyberCafePro 

Client is set up. All the security is set from the CyberCafePro Main Control Station 

(MCS). 

The Client Settings box, with Security tab active 

Section 1 - This display is a list of all Client machines that have been connected to the 

Server. Clicking on each of these Clients will allow you to edit the settings for each one, 

or to set them to use the settings defined for 'Default'. All new computers that connect to 

the Server will use the default settings. 

Section 2 - This is the area where all the Security Settings are set for the CyberCafePro 

Clients. Each tab is discussed in detail below. 

Section 3 - Set your default Client access password in this field. This password is used 

in cases where the Client software is unable to connect to the MCS, such as network 

problems or an incorrect IP address due to changes on the MCS PC. Once the Client 

has connected to the MCS, it will obtain this password for use in accessing the Admin 

window if not connected to the MCS. 

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If a password is not set here, then your system will be vulnerable. Make sure to set it 

right away for added security and to keep the password secured in case you forget. 

You may use a standard password for all Clients or set a different one for each Client. 

But either way, you must securely store those passwords for authorized-only access 

and use when needed. 

Security Tab 

Note the suggested settings, but know that you can allow access to different drives by 

clearing the check boxes. 

The Security tab 

Most of the check boxes on the top left are used to disable functions that leave your 

system vulnerable. Make choices to clear (uncheck) check boxes carefully: 

Disable hotkeys – used to disable key combinations which normally access various 

programs 

Disable access to control panel – blocks the opening of the Windows Control Panel 

Disable CD auto-run – disable system from auto running CDs as they are inserted into 

the drive 

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Disable CD/Removable drives – locks the CD drawer from access until released by 

admin 

Disable printing (2000/XP/Vista) – disables the Windows Print Spooler service until 

enabled by admin or logon 

Disable Drives - This section is used to block drives that you do not want your 

customers to access. Select (check) the box if you do not want your customer to see a 

specific drive. 

Disabling specific drives 

You can also disable the CD & Removable Drives on Clients by selecting the check box 

below: 

Your choice of how to set the Disable CD / Removable Drives option is dependent on 

the needs of your customers. If not needed at all, select the check box. If needed, leave 

clear (unchecked, as shown). 

Blocking Unwanted Content/Programs/Websites 

The list to the right in the Security tab is used to block any window titles you want to 

restrict. You can add the full or partial title to block access in Internet Explorer or any 

other program (e.g. Save As, Open File, etc.). This is a selective tool for specific blocks, 

but not a comprehensive filtering solution. 

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Example: The screenshot below illustrates a page in a porn directory. Notice the word 

'porn' in the window title. If the list box in the Security tab has the word 'porn' in it and 

Partial match allowed is checked, any window with a caption containing the word ‘porn’ 

will not be displayed on the Client machine. 

An example of a website that could be blocked using the Security tab settings 

Note: The word 'porn' that is in the Google Search Bar would not be blocked since it is 

not a window title. 

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System Settings Tab (for Clients) 

The System Settings tab 

The list of options under the System Options heading is a list of computer functions 

which you can allow or disallow your customers to use: 

‘Enable PC Sounds’: This option enables or disables the various default system sounds 

that CyberCafePro Client uses for various events such as mouse over, mouse out, 

button click, start and end session, etc. 

‘Enable PC speaker beep warning’: This option is to also use the PC speaker to warn 

the user when time is running low or other system alerts. 

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‘Enable registry run programs’: This option if enabled will instruct the client PC to 

execute the items setup in the Windows registry’s Run section, which are normally 

executed when you would startup Windows without the CyberCafePro Client. 

Sometimes there may be program drivers of some sort included here. 

‘Enable system startup folder programs’: This option is similar to the previous one, 

except it is referring to the Windows taskbar menu’s Startup folder where you can drop 

shortcuts. 

‘Enable systray during sessions’: If enabled, the CyberCafePro taskbar will show the 

system tray on the right side. 

‘Always reboot at end of session’: If this is enabled, it will make the system reboot after 

each session is ended. This is useful if you use Deep Freeze or SteadyState to have a 

fresh system after each use. 

‘Lock computer at end of session’: If this option is checked then when a user is finished 

a session (and reset in Play & Pay mode), the system will become locked and will 

require the admin to unlock it before it can be used by the next user. This is good for 

locations where you want to make sure customers come to the counter before they start 

a session. 

‘Enable floating information window’: This option if selected (default) will show the 

floating time window at the top of the screen when in session. 

‘Use killhelp for terminating games’: Deprecated: This function is generally not used or 

required any longer and will be removed in subsequent revisions. 

‘Allow user to change volume’: If this is selected, the user will have an option to adjust 

the volume. If disabled then only you from the ad/min console can do so for that client 

PC. 

‘Allow user to initiate chat’: If checked, then the user will be able to initiate a chat to the 

MCS. 

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‘Allow user to order POS items’: If selected, your customers will be able to order items 

from your POS selection (those marked to show to customers in MCS POS Setup 

screen). 

‘Language module for this client’: Here you can select the language file that the client 

PC will sue for CyberCafePro. 

‘In account mode, restrict login to’: 

The drop box will give you the option of only allowing User Accounts to Login, only 

allowing Timecodes to login, or allowing both. Both or 'All Types' is set by default. 

‘Banner Manager’: If you wish display banners in your café you can add banner images 

to the default path which is the CCP Client installation path’s Banners folder, which by 

default (or if you click the ‘Default’ button) will be a placeholder for the installation path, 

plus the subfolder name: {ClientPath}\Banners. Where-ever you specify, place your 

banners there. Note: Network paths are not recommended as it can cause a drag in the 

system performance as they load, more so if there is any delays in access to that path it 

can then seem to ‘hang’ the CyberCafePro Client. 

‘Run this program at the start of session/End of session’: These settings are to specify 

specific programs you wish to execute when the session starts, and also when the 

session ends. These paths are always relative to the client PCs viewpoint, and must 

exist on the client or specify a network path to the exe. Again, keep in mind potential 

network delays. 

You can also set the parameters to pass to the executable file you specify. 

‘Print Monitor’: Select the printer drivers that exist on the CCP Client PC that you wish 

to have monitored for usage and charging. The CCP Client must be connected to the 

MCS to get a list. 

‘Bandwidth Monitor Interfaces’: Select the network interface cards (NICs) that you wish 

to be monitored for bandwidth usage as per the bandwidth settings screen in the Admin 

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sections Pricing & Stock Setup, under ‘Bandwidth Monitoring’. Again, the CCP Client 

must be connected in order to get a list of interfaces to choose from. 

‘Select Skin File’: You can select from the available skins installed on the CCP Client 

system in the Skin folder of the install directory of the client software. You can click the 

link in order to visit our website and download additional skins for your clients. 

Internet Explorer Tab 

Use the Internet Explorer tab of the Client Settings box to set options for Internet 

Explorer on the Client machines. 

The Internet Explorer tab 

This tab contains these options: 

Disable viewing local files: blocks from entering local drive paths into the address bar in 

Internet Explorer (IE) 

Disable ‘File Open’ dialog: blocks IE from showing the File Open dialog 

Disable ‘File New’ dialog: blocks IE from showing the File New dialog 

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Disable ‘Save As’ dialog: blocks IE from showing the Save As dialog 

Disable Internet Explorer Options: disables the Tools->Internet Options menu in IE 

Disable Favorites menu: disable IE favorites menu 

Disable file downloading: blocks downloading files from IE 

Disable Toolbar editing: disables ability to edit toolbar settings in IE 

Disable ‘Find Files’: disables the Find Files option in IE 

Clear URL History at end of session: when session is over the IE history is purged 

Disable ‘Mail and News’ menu: disables the Mail and News menu item 

Disable auto update: disables IE from performing the automatic updates 

This option allows you to select the home pages that will be set in IE on the Client 

machines. You can set it to a single URL or multiple URLs by adding one per line to 

create a homepage set. 

MSN Messenger 

Disable file transfer: disables transferring of files from MSN 

Disable Auto Update: disables MSN from performing the auto updates 

55 



Advanced Settings Tab 

The Advanced Settings tab 

Allow customer to start new programs when in 'Overtime': When an individual account is 

set to allow overtime mode (i.e., time runs out and session can continue), this option 

allows the user to start new programs after time has run out and allows the session to 

go into negative time. 

Add a delay after running the batch file specified when using CD Key management: 

When using CD Key management, sometimes a delay is required after running the 

batch file before the associated program should start. This setting allows you to set a 

delay from 1 to 60 seconds. 

Disable profile managements' extra confirmation messages: Select this option to avoid 

the extra confirmation message given to the user after they make a choice to save or 

cancel when saving a profile. 

Disable the end session confirmation message box: This option allows bypass of the 

End Session confirmation dialogue so that the session simply ends when the user clicks 

the End Session button. 

Disable OnTop functionality of the timebar during full desktop access sessions: This 

setting can be made for each program you have set up, but if you wish to disable 

OnTop functionality of the timebar globally, use this setting. 

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Hide the Admin button on startup: Pressing left Ctrl-Shift-A will toggle visibility of the 

button (Windows 2000/XP): Using this option will hide the Admin button which shows on 

the top portion of the Client, but will still leave it accessible using the key combination 

noted. (Note that on the “OneRoof” Client skin displayed earlier in this section of the 

manual, the Admin button is set up to be visible.) 

Make CCP interface auto re-appear when no programs are detected running: Uses 

some additional CPU cycles: When no programs are noted to be running (started by the 

user during the session), the Client interface will redisplay. 

Make the Client taskbar start with auto-hide disabled by default: User can still enable 

the auto-hide feature via right-click: Selecting this option will set the Client taskbar which 

displays during the session to show always. Auto-hide can still be selected by rightclicking 

the taskbar. 

Start explorer.exe as shell just prior to Reg Run/Startup folder (for drivers/apps that 

require explorer shell to be loaded): Some processes/services require IE to be loaded 

when they start or they may not load properly. In this case, enable this setting to load 

the explorer shell during start-up of the Client. 

Specify a different font to use for the CCP Client interface: You can specify your own 

custom font to use throughout the Client interface. 

Terminate Windows matching these titles at session end (Exact Match, Case 

Insensitive): You can have the Client block all windows that have the exact Window 

Caption you specify in this setting (comma-delimited list). This is useful to close certain 

windows that might be associated with processes that hide themselves from the kernel 

and may not terminate properly. Closing the window can often resolve this issue. 

Terminate specific processes matching these names at session end (Exact Match, 

Case Insensitive): This option (comma-delimited list) is to target specific processes that 

you may not want running, but start-up with the system and thus are allowed to continue 

to run after a session ends. 

Protect specified processes from termination at session end: Process1.exe; 

Process2.exe; Process3.exe: Some processes may have started after the Client loads, 

in which case they would normally be terminated at session end. This setting (commadelimited 

list) is to allow those processes to run and never terminate them. 

Never allow these processes to run... even while in session. WARNING: Be careful of 

what processes you add here!: This setting (comma-delimited list) is to specify 

processes which you never want to run on the system at any time during or after a 

session. 

Change the default priority of CCP Client (LOW=1, HIGH=5): In some cases it might be 

useful to be able to increase or decrease the Client process priority. It is NOT 

recommended to change this setting in most cases, and do not change it if you do not 

understand it. 

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Help Tab 

The Help tab is used to offer your customers some guidance during their sessions. You 

can specify normal text, in which case the Client internal skin Help screen will be used 

to show the text, or if you use HTML-formatted text, the text will display in an IE browser 

window. 

The Help tab 

Floating Promotional Textual Marquee Ads 

Navigation: Admin icon>Setup>Client Settings>Marquee 

Use the Marquee tab to promote products or services. Here you can create messages 

or advertisements that scroll across the login screen that is displayed for customers 

when they initially engage a Client machine. 

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Example of a promotional banner as set up from the Marquee tab 

You can draft the messages and pick the font, background color, speed for scrolling, 

etc. These messages can be created for individual Client computers by selecting those 

on the left that you wish the ads or messages to display. You can have several different 

promotional messages that will scroll in the sequence set up. 

The Marquee tab 

59 



Setting Up Accounts Pricing Parameters 

Navigation: Admin icon>Setup>Accounts/Codes 

The Accounts Setup box 

To set up default pricing parameters for new accounts: 

1. Define the default time for each addition of time. Shown above as 1 hour (in the 

format of 0001:00 minutes). You can change this to, for example, 30 minutes by 

selecting the hour or minutes field and clicking the up and down arrows. 

2. Define the minimum time a user has deducted from their account when they log 

in. Shown above as 5 minutes. 

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3. Define what happens when an account user runs out of time. We recommend 

selecting Terminate Accounts. (This universal default setting can be overridden in 

the Account Setup of any given individual User Account.) 

4. To charge for the value of any printing done by deducting the equivalent 

monetary value (that is, to deduct the equivalent value but in minutes of time), 

use the Setup button. 

If you use this option, some customers may not understand why their time has 

been “used up”. If you do not use this option, the customer pays separately for all 

printing as shown in the POS receipt details of the amount due. 

5. You can allow or disallow users to modify personal account fields that are shown 

when they log in. OneRoof suggests you do not allow users access to modify 

account fields (other than to allow password changes, which are automatically 

permitted). 

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Creating New Individual Accounts 

Navigation: Accounts icon>Create button 

Click the Create button to set up a new account 

Most fields are self-explanatory. Mandatory fields include Username, Birthdate (select 

month, day and year fields to change) and Sex. Email address is strongly 

recommended, but not mandatory; email addresses captured can provide promotional 

opportunities for you at a later date and can be provided as choices in the Username 

field. 

Create/Edit Account box 

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Note: Government-approved ID and a user image taken via photo web cam are 

suggested for each and every account for better control -- and for government 

compliance (where required). 

In security-conscious locations (such as India) operators also must check the user’s ID 

presented with the user image photo (to ensure the bearer is in fact the same person) 

and must take care to enter the ID number accurately. (In some cases, for example with 

driver’s license numbers, a state must also be entered.) 

Internet Pricing vs. Desktop-only Pricing 

In section 4 of the Create/Edit Account box, set up the pricing structure for this account. 

You can offer accounts that do not require access to the Internet (and therefore do not 

consume bandwidth) a lower price per hour than those with full Internet access. An 

account of this type might be a customer who only wants to use Microsoft Office 

applications and play installed games. 

For Full Internet Access (the default), the member discount (in section 3 of the box) is 

set to the default 0.00%. If you instead select No Internet Access, the member discount 

would be 33.33%. 

Therefore, you could charge, say, $15 for Internet access per hour and $10 for no 

Internet access. 

You can make changes in your pricing schema for Internet access per hour, but the 

default discount is set at 33.33% (off the full Internet access pricing that set elsewhere) 

shown in section 3 when No Internet Access is selected in the drop-down list in section 

4. (With Admin access, you will soon be able to change from 33.3%, if desired.) 

First Time Logon 

Users will be prompted to voluntarily enter more details about themselves on initial login 

to the Main Control Station via any Client (but only the first time). 

63 



To set whether a New Account User can modify fields (and which ones) or to mandate 

collection of information from first time Accounts as they log on for the first time, use the 

check boxes in the Accounts/Timecodes Setup box; see 1Setting Up Accounts Pricing 

Parameters on page 160 for more information. 

64 



Finding and Viewing Current User Accounts 

Navigation: Accounts icon 

Searching for an Account 

Finding existing user accounts is fast and easy when using the search box in the 

Accounts Screen area, as shown below. As you enter more letters of the account name 

in the Search textbox, it turns green and displays the found account. This is a quick way 

to find an account for viewing usage or in order to edit it. 

The Accounts Screen area 

65 



Using the Desktop Timer 

The figure below shows the icon (enlarged) located at the top of all Client Desktops 

after an Account Holder logs on, with a snapshot of the Time Remaining on their 

Account – and a button to “Click to End Session”. 

Desktop timer icon 

If the user double-clicks on the Time Remaining (grey) area, it brings up the details of 

their session, as shown below. 

Desktop timer details 

66 



Logo Customization 

The banner is shown in the top portion of the Client skin; “OneRoof” example 

If you wish to display your own logo in your café, you can set the path to the banners file 

in which logos are stored in each Client PC. 

You can place the banners (468 x 60 pixels) directly on the CyberCafePro Client 

computer in the default path which is ‘{ClientPath}\Banners\’, where ClientPath is a 

placeholder for the path to the Client install directory. [See Client Manual for more 

details.] 

To replace the OneRoof logo in the Client computer Logon screen, first create a ".jpg", 

".bmp", ".wmf", ".emf",".swf", or ".gif" format image of your own logo in 468 x 60 pixels. 

Then drop the image into the Big Banners folder within the Banners folder. Re-boot the 

Client and you should see your logo appear (see pathway in the illustration below). 

67 



Copying Client Settings (i.e. “cloning” to all other Clients) 

Navigation: Admin>Setup>Client Settings 

This provides an important timesaving shortcut on the MCS to copy (or clone) from a 

specific Client that has individually been set-up all its Client settings to ALL other Clients 

within your network. 

Note: On the Client, you can also save Launch Pad settings and then import them to 

other Clients. For more information, see the discussion of setting up the Launch Pad in 

the Client manual. 

This is a KEY shortcut. Below are the instructions for setting-up your first Client. 

Once done – you can copy to all other Clients (highlight them first) – and then quickly 

and easily copy by selecting the “Paste to All” selection. 

If you later make a change to a Client – simply save and then Copy via “Paste to All” to 

all other Clients again. 

Copying Client settings 

In the list, you will see every Client that has the CyberCafePro Client software installed 

– and that are connected to your MCS. Once they appear, you can easily copy settings 

from any one to ALL. 

68 



Using the Main Screen 

Navigation: Main icon 

The Main screen is where you view Client activity in your café. For example, you can 

select a Client computer icon to see status of money owed. 

The Main screen 

All management functions are also available via pull-downs from the menus at the top 

left of the MCS in any screen, as shown below. 

69 



The Desktop and Client pull-down menus 

The Admin and Help pull-down menus 

70 



SaaS Configuration (shown below) also gives you the MCS IP Address if needed to 

manually re-set any of the Client computers (but requires Admin authority to access). 

SaaS Information box 

71 



Viewing Clients In Use 

The area in the left part of the Main window of OneRoof Main Control Station shows 

Clients not in use and Clients in use. 

Client icons in the left side of the Main window; the top row shown above are Clients not in use 

Position the mouse pointer over any in-use Client computer icon to view username, 

remaining time, total cost (at the moment) and elapsed time. If bandwidth management 

is turned on, bandwidth consumed is also visible. 

Viewing information about an in-use Client 

72 



Managing a Current Client 

Right-click an available Client computer and you can start it using any of the three 

computer time modalities (if enabled). If you know the account or timecode, you can 

even start up the Client by entering the information at the MCS (i.e. “Start Using 

Timecode or Start Using Account.) 

Client management functions 

Some of the functions you can initiate include: 

Chat - Start a chat session with the current Client computer 

Transfer To - Transfer the current session in progress to another available Client 

computer 

End Session - End the current Client session 

Lock/Unlock - Lock the Client computer so that it cannot be accessed 

Add Items - Add POS items to this session 

Reboot Shutdown - Reboot or shut down the Client computer 

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Set to Windows - Exits CyberCafePro Client, and restores normal Windows operation. 

After this is done, to restore CyberCafePro on the system you will need to manually run 

CyberCafePro at the computer station. 

Commands – Turn on or turn off Microsoft’s SteadyState (free to registered Windows 

users and can be installed on your Clients), defragment your Client hard drive (use 

regularly unless done prior to installing SteadyState or Faronics’ Deep Freeze on 

Clients). 

Commands sub-menu: Defrag, SteadyState OFF, SteadyState ON 

74 



Managing All Clients 

Navigation: Main icon>Right-click Main page workspace 

You can manage all Client machines simultaneously without selecting any of the 

desktop icons. To do so, right-click in the workspace area on the Main page: 

Right-click the workspace on the Main screen to manage all Clients at once 

Making Reservations 

Click the Reservations icon at the bottom of the Main screen to access 

CyberCafePro’s powerful reservations system for your café’s busy times. 

The Reservations icon 

Features include locking available computers, setting for how long that reservation will 

be honored (e.g. 5, 10 minutes if late), and displaying the account name of those with 

reservations. Use of these features help build regular user loyalty. 

Reserving a Client Machine for a Specific Account 

You can manually administer or have the system automatically reserve Client machines 

as they become available and add notes pertaining to the individual reservation. 

75 



Click the Reservations icon on The MCS to open the dialogue box. 

The Reservations Box 

You can setup reservations to keep a list of customers waiting for a computer, and you 

can optionally have the system automatically reserve Client machines as they become 

available. 

In section 2 of the Reservations box, you can specify the number of minutes ahead that 

you would like to reserve the computer. 

76 



Creating Manual Account Timers 

OneRoof’s CyberCafePro allows you to create timers linked to prepaid accounts to 

automatically track the time and deduct prepaid minutes. 

To create a manual timer for a Client machine: 

1. In the Admin window, right-click an unused Client icon and select Create Manual 

Timer. 

Setting Up the Timer 

You can customize the given time icon by right-clicking it, selecting Icon Style and then 

selecting the timer graphic you want to use. 

Changing the icon style 

77 



Timer icons for Xbox, Telephone, PS2, Laptop, unassigned Timer, and Billiards 

Once the timer is created, right-click the icon, select Start Using Account, type in the 

user name of the account holder, and click OK. 

Start Using Account command 

Typing in the name of the account to begin timing 

78 



Using CD Key Manager 

Navigation: Admin icon>Setup>CD Licenses 

CD Key Manager allows the entry of CD key licenses for particular applications you 

have purchased, and thus allows all Client computers to use them up to the maximum 

number of licenses available at any given moment. CD Key Manager denies access if 

the number of licenses in use at a given moment exceeds the number of licenses 

purchased for any given game or application, once all licenses are entered. In this way, 

the licenses purchased are used to maximum benefit, across the entire network of 

Client computers. 

Note that for Profile and CD Key management to work from the shortcuts in the Clients’ 

Windows Start menu, the paths used in the setup in the Client admin screen should 

match the paths specified in the Target field of that shortcut in Windows. 

Note: Enabling CD Key Manager also enables the Game launch panel on Client 

machines. 

The CD Key Manager box 

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To set up CD key management: 

1. Make sure the Enable CD Key management check box is selected (checked). 

This also makes the Game launch panel appear on all Client computers. (To 

disable CD key management or remove the Game launch panel on Client 

machines, clear the Enable CD Key Management check box. 

2. Define the games/programs for which you want to have CyberCafePro manage 

CD licenses by entering them in section 2. (Many games are pre-defined for 

convenience.) 

3. Select a game/program you have defined, and in section 3 carefully enter all your 

CD keys, clicking the '+' button each time to add them to the list. 

4. In section 4, define what action CyberCafePro should take when a program 

requests a key. The normal operation is to have CyberCafePro enter the key into 

a registry location. The pre-defined games already provide the registry location 

for you; otherwise, you will have to enter the location yourself. By default, the 

value will be written as a string value; however, you can also specify to use 

dword or binary. 

In addition, you can also send the CD key to a batch file or executable as a 

parameter for games/programs requiring more advanced handling of the keys. 

You can also set the option to allow a user to enter their own CD key for a 

specific game. This is useful for LAN tournaments or occasions where you don't 

have the required number of licenses. 

5. Once you have defined your games/programs, click OK to close the CD Key 

Manager box. 

6. You must then go to the Client Admin screen on the Client computers(s), and in 

the program set-up section for each program that you want CyberCafePro to 

handle the keys, select the program name you defined in section 2 of CD Key 

Manager box, and save your settings. 

The program now will use the CyberCafePro managed license keys when it is run by a 

user. When the license keys are all in use, no more computers can run that application 

until there are available keys. You can easily add more keys for any game as demand 

increases. 

80 



Setting Up Receipts 

Navigation: Admin icon>Pricing and Stock Setup>Receipt Setup 

You can set up all parameters related to receipt display and printing. 

The Receipt Setup box 

To set up receipts: 

1. Select which printer will be used for receipt printing and enter the widths and 

margins of the receipt. (Widths and margins are not automatically set up from the 

printer and must be defined manually here.) It might take a few tries to get the 

settings right; you can click the Print button at the top right of the receipt preview 

to test the printer settings you have chosen. 

2. Define how receipt printing will be handled - prompt for each sale, automatically 

print, or turn off printing. 

3. Create a custom header and footer for the receipts, set font styles, and choose 

which items to print on each receipt. The location ID can be shown by filling in 

Store header. Logo Image allows you to select your own logo and use for the top 

of receipts. You can also convert it to a security watermark by checking the 

Watermark box as well. 

4. Set up the starting number for the next receipt. Receipt numbers that are already 

used in the sales database will be skipped, and the receipt number will 

automatically increment for each sale. 

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Accessing Sales Receipts History 

Navigation: Admin icon>Sales and Event Logs>Sales Receipts 

In the Search Receipts box, you can easily search for a particular sales receipt using 

the receipt number that is assigned to each and every sale. You can also press the 

up/down scroll arrows to quickly scroll through the history. 

The Search Receipts box 

82 



Using Chat 

Navigation: Chat icon 

The chat icon is located on the lower right side of the console. Chat allows 

customers to be able to speak with the operator at the Main Control Station, and vice 

versa. 

Setting Up Chat 

Navigation: Admin>System Settings>Chat Configuration 

Setting up chat is straightforward, as illustrated below. 

Chat Configuration box 

83 



Click the Chat icon on The MCS to open the dialog box. 

The chat box used between employee on the MCS and individual users on Client computers 

84 



Using Bandwidth Monitoring 

Navigation: Admin icon>Pricing and Stock Setup>Bandwidth Monitoring 

You can monitor and charge for excessive bandwidth as used by each user session. 

The Bandwidth Monitoring Setup box 

The first check box enables bandwidth monitoring (as shown above). 

Then you can specify how many Gigabytes are used before charges start incurring and 

define the amount to charge for each additional Gigabyte. You can enter the Gigabyte 

amount to 3 decimal places. [If you want to charge per Megabyte instead, you would 

use .001 Gigabytes for 1/1000 of a Gigabyte.] 

If you would prefer to deduct minutes instead of charge extra fees, select Deduct 

minutes from User Accounts, rather than charging and specify the Gigabyte usage and 

minutes deducted in the same manner described above. Note that this sometimes 

causes confusion with customers asking where all their minutes went to… so this 

feature is rarely used. 

Click OK to save your changes. 

85 



Viewing Log Files 

Navigation: Admin icon>Sales & Event Logs>Log File 

This allows the lookup of employee logons and logoffs during any selected day (Specific 

Date), between any 2 dates (Between Dates …), before a Date (Before), or for Today. 

You can also narrow the search to specific employees, type of events, and even to 

which computers. 

Additionally, you can search by “specific text” you enter. 

The System Log box 

86 



Setting Up a Cash Drawer 

Navigation: Admin icon>Setup>Cash Drawer 

You can add cash drawer management easily in CyberCafePro. 

Setting up commands to work with your cash drawer 

This function is used to set up any extra commands that your cash drawer may require 

to open properly. These parameters or commands will be listed in your user manual for 

the cash drawer. 

Use the Test button to check your settings. 

87 



Making Non-Session Sales 

Navigation: Non-session icon 

For sales that do not involve computer time, click the Non-session icon at the lower right 

of the MCS. Then click any POS item to add the sale of the item to the Non-session 

sale register. 

Adding non-session items to the sale 

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If you select (check) the Show ‘Make Change’ on enter check box, then when you click 

the Enter button, you will be prompted to enter the cash received, and the change will 

be calculated. 

Illustrated below is a charge for $9.00, payment with a $50.00 bill, and change due of 

$41.00. 

Calculating the change due from a non-session purchase 

89 



Adding Custom Commands 

Navigation: Admin icon>Setup>Commands 

Use the Commands menu item to set up custom commands on the Main Control 

Station. You can use these commands to execute operations on one or all Client 

machines. For example, you can set up a command that will defragment the Client 

machine hard drives. 

Use custom commands to execute programs on the Client machines 

CyberCafePro comes with commands pre-configured for Defragmentation of Hard Disk 

Drives; as well as for turning off (unfreezing) and back on (freezing) Microsoft’s Steady 

State Client maintenance program – free to licensed Windows users at: 

http://www.microsoft.com/downloads/details.aspx?FamilyID=d077a52d-93e9-4b02bd95-9d770ccdb431&displaylang=en 

90 



Setting Up Main Control Station Alerts 

Navigation: Admin icon>System Settings>Alerts 

You can set alerts for notifying the operator at the MCS by enabling (simply checking 

the box) any or all of the five choices provided in the Server Alerts box. 

The choices include: 

• Admin Alerts for disconnect or password tampering attempts 

• Incoming chat messages (if feature turned on and used) 

• Account/timecode 5 minute warning 

• Incoming Food Order (if feature turned on and used) 

• Client needs to be reset 

Server alerts 

Once set, you can always disable an alert at a later time by clearing the Enable check 

box. 

91 



Customizing the MCS Desktop 

Navigation: Admin icon>Desktop Settings 

You can customize your MCS desktop. 

In the Desktop Settings area of the Admin Screen, use Set Desktop Picture to import a 

graphic to use as wallpaper that approximates your store location’s layout. Then you 

can arrange the Client icons on the desktop in the approximate graphical locations 

relative to the MCS. (Select Edit Mode before moving the Client icons.) 

Desktop Settings on the MCS Admin Screen 

You can also set up system colors for various screen areas of the MCS. To do so, click 

Colors in the Desktop Settings area. 

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Finding the MCS IP Address 

The IP address of the Main Control Station (MCS) is needed to set the Client computers 

to point to the MCS. Normally, IP addresses are found automatically, but sometimes 

(rarely), you might need to determine and enter the IP address yourself in the Client 

Administrative screen, accessed via the Admin button on the Client logon screen. 

To get the IP address of the MCS: 

1. From the Help menu of the MCS, select SaaS Configuration. (Admin privileges 

are required to access this menu item.) 

2. The SaaS Information box opens, providing the IP Address of the MCS, along 

with other information. 

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3. You can now enter the IP address into the Admin screen of the Client by 

selecting the Server IP (Static IP) option and then entering the MCS IP address 

from the SaaS Information box. 

4. Click OK. 

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Maintaining the Database 

Navigation: Admin icon>Setup>Database 

OneRoof suggests daily back-ups be selected, as shown below. 

The Database Maintenance box 

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Updating CyberCafePro Software Components 

Navigation: Admin icon>System Update>Update 

It is a good idea to periodically check for newer Client and MCS software versions 

online by clicking Check version in the Update Components box. 

Keeping current on latest versions of CyberCafePro is mandated for all users. Reminder 

messages will be presented on the MCS when an update is available, and after four 

delays of “not now”, the MCS is automatically updated. Clients are quickly updated but 

must be online and not in use. 

Use the Update button and Select all for update check box (when Clients that need 

updates are displayed in section 2) for immediately updates to the Clients; this action 

automatically re-boots the updated Clients as well. 

The Update Components box 

When you check “Select all for update” in #3 and then click the Update button, you will 

see this message: 

Click OK. 

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Accessing OneRoof Reports 

Navigation: Admin icon>Sales and Event Logs>OneRoof Reports 

Clicking OneRoof Reports provides access to data from your café for more insight, 

more control and more profit, in addition to 24x7 online access from anywhere, with 

multi-unit enterprise views. 

Alternatively, and from anywhere, you can get to OneRoof Reports by directing your 

browser to: http://reports.oneroof.com. 

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Sales Details and Export 

Navigation: Admin icon>Sales and Event Logs>Sales Details and Export 

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The Sales Details box as pictured next is where you can select by pre-formatted buttons 

(e.g. This Week, Last Month) the details of your sales. You may also select Display only 

subtotals for less detail, if desired. Any if these Sales Details reports can be exported by 

clicking the Export CSV button. 

Note: Until you have data either from use of CyberCafePro or a conversion from a prior 

CyberCafePro version, you won’t see any OneRoof Reports data or sales details. 

Sales Details window 

Exporting Data 

You can export data from your Main Control Station directly by selecting the time period 

(Today, Yesterday, Last Week) and clicking Export CSV. 

Note: OneRoof Reports subscribers are provided several export format options (CSV, 

XLS, XML, etc.) and are able to view data in graphic online displays from anywhere, 

using any browser and web access. 

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Converting a Prior Version of CyberCafePro 

If you are using CyberCafePro 4.5.x or any version of CyberCafePro 5.x you can 

download our easy-to-use converter and within minutes have your new CyberCafePro 

6.0 up and running. Visit www.oneroof.com/downloads. A Read Me file with 

screenshots is included to guide you through the simple, sequential steps needed. 

If you have a CyberCafePro version prior to 4.5, you can choose to install the new 

CyberCafePro 6.0 and start today with all the new features; or contact us via our 

support page for conversion possibilities if desired. 

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Start Report Data Feed 

Navigation: Admin icon>Sales and Event Logs>Start Report Data Feed 

Although each store updates once a day automatically, by using the Start Report Data 

Feed command, the data from the last transmittal until the pushing of Export Data 

immediately is sent to the Web – and within 5-10 minutes afterwards will be visible in 

the OneRoof Reports of the day for the given store or centre. 

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Changing the Client Skin 

The image below displays the default skin for the CyberCafePro Clients. 

It shows the OneRoof logo, but you can customize with your own logo as well. (See 

Client Manual for details re changing.) 

To change the skin, you can download alternates from CyberCafePro.com/downloads. 

Choices include: 

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You can also customize your own skins via the CyberCafePro Client Skin Editor (also 

available for download) or contact OneRoof regarding our additional fee-based 

Professional Services. 

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To change the skin: 

1. Download the skin. Unzip. Then place the unzipped skin file into the Skin folder 

on the Client computer (not MCS). 

2. Then on the MCS, in the Admin Screen, select System Settings, and in the lower 

right, select the skin. (The skin may not show up right away on the MCS; once 

the Client re-connects to the MCS, the skin will be listed.) 

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3. Repeat for each Client. 

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Automatic Client Skin Boot-up (Auto-Login on Client) 

Accessible from the CyberCafePro Client Administration screen 

Note: See OneRoof CyberCafePro Client Installation, Setup and Use Manual for more 

information regarding the setup and daily running of Clients. 

CyberCafePro Client Administration box 

Administrator Username 

In order to be able to secure and control the system, CyberCafePro Client requires the 

login credentials of a Windows Administrative account. By default, as shown will appear 

the ‘Administrator’ account and the password may be blank. 

If you leave it blank, you should then select the option to ‘Allow blank password’ as it 

modifies a system setting to allow auto-logging into Windows with a blank password 

field. 

We recommend that you instead open the Windows User Account administration 

window (access it by using the Manage Accounts button shown above, or through 

Windows Control Panel), and setup a password for the Administrative account you will 

be using in order to increase the overall security of the system. 

Administrator Username: This is the login username of the administrative Windows 

Account that CyberCafePro will use to auto logon to the system with, and which then 

allows CyberCafePro the control it requires to manage the system. 

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Administrative Password 

This is the password for the selected Administrative account. We recommend you set 

one up in Windows and then repeat it in this CyberCafePro Client window shown (and 

do the same for all Clients). 

Domain 

If using a Domain Controller such as Active Directory, you may need to enter this 

information in order to login to the domain controller. 

‘Administrators’ Group Name 

In non-English Windows installations, the name of the Administrators group may not be 

‘Administrators’ -- which will cause issues with the verification process CyberCafePro 

uses for accounts. If you have problems setting the account and password, you may 

need to modify this value to match the name of the Administrators group on your 

Windows installation. 

Alternate Account 

We recommend that you enter a non-Administrative Employee account for the second 

field which will be the account used to launch applications and desktop access. In so 

doing, any programs accessed from the desktop would also be launched under this 

non-Administrative Employee account. [Some programs may not like being launched 

under this non admin account, but you can select the option for those individual 

programs (if needed) to launch as the administrative account.] 

Force auto login button 

Once the Clients and CyberCafePro MCS are operating properly and consistently, we 

suggest you select (check) this function on each Client. It will ensure the Client boots 

automatically, logs into Windows and does not bypass the Client logon and go to the 

Windows logon screen. This is more of a convenience feature should you have 

customers trying to bypass the Client login screen, forcing you to manually have to go to 

the Client computer and log onto Windows. [No security is compromised either way.] 

Bypass verification of Accounts (Correct information entered but the fields are 

still red) 

In very rare cases due to some abnormal Windows setups, you may find that the 

username and password are not being accepted as valid by CyberCafePro, even 

though you are certain they are correct. In these cases you can select to bypass the 

account verification and accept the usernames and passwords as entered…but make 

sure you are 100% sure of the information. Worst case is that you will have to manually 

logon to the PC each time, but that can also be annoying. 

Once all the details have been entered, click OK and the CyberCafePro Client will 

automatically startup and be in control of the system. 

Note: You can copy Client settings to all other Clients easily. See 1Copying Client 

Settings (i.e. “cloning” to all other Clients) on page 68. 

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Shutting Down the Clients at Days End 

At the end of the day when you are ready to shutdown all the computers, right-click the 

Client icon or right-click the workspace area in the Main screen on the MCS. 

Important: 

• Select to either Shutdown Client or Shutdown all unused. These actions shut 

down Windows so that when rebooted, the CyberCafePro Client program will run 

after the system auto-logs in. 

• DO NOT select Set to Windows or Set All Clients to Windows as this will prevent 

the CyberCafePro Client software from loading again until manually started. 

Note that if you have Wake-On-LAN network cards in the Client PCs, you can easily 

turn them all on again right from the CyberCafePro MCS by clicking the Main workspace 

area and selecting Wake All Clients. 

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