CyberCafePro Support Guide Part 2 - Internet cafe software

Written by Kevin Klimack | Former CyberCafePro Owner and SEO Specialist

This is a 2 part guide to help with setting up an internet cafe. CyberCafePro is software for internet cafe, cyber cafe , and timed computer businesses.

If you have questions on anything that may not be covered in this guide please contact me.

Tax Setup

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.

Each tax field can be adjusted by using the small arrows or by manually enter the tax value into the field to the right of the label.  Manually entering the value into the field is much easier than playing with the small arrows.

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.  This is a pretty important step to make sure everything is taxed properly based on your tax laws etc.

CyberCafePro Tax Setup

Tip: Giving each tax a name will make your day-to-day life much easier.  This label will appear in other screens in CyberCafePro and will get rid of the guess work.  It is a quick and easy step that will save you time in the future.

Discount and Reservations System

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.

CyberCafePro Discounts System

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.

CyberCafePro Reservation System

Click the Reservations icon at the bottom of the Main screen to access CyberCafePro’s powerful reservations system for your café’s busy times.

Reservations Icon in CyberCafePro

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.

Click the Reservations icon on the MCS to open the Reservations screen.

The CyberCafePro Reservations Screen

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.

Use the Notes field to create notes for the employee who will be seating the reservation.  You can make customer happier by ensuring they get what they want.

CyberCafePro Employee Editing

Adding an employee is similar to adding an Admin employee.  CyberCafePro provides a few template to make adding Part-Time, Full-Time, and management employees also.  You can also clone other employees for quicker setups.

Navigation:  Admin icon > Setup > Employees

In the Employees screen, click Add to create a new employee or select an existing employee and click “Edit”.

Add or Edit a Employee in CyberCafePro

Optionally, select the first check box entitled ‘This employee has administrative access’. This will create an employee with full access to the CyberCafePro 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.

Add a Full Time Employee

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 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).

I 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.

These are the Main and Account windows of permissions for enabling (by checking) or not enabling (un-checked) for each Employee set-up individually.

This is the Admin window of permissions for enabling (by checking) or not enabling (un-checked) for each Employee set-up individually.

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.

Setting Up Receipts

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

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

CyberCafePro Receipt Setup

To set up receipts:

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.

Define how receipt printing will be handled – prompt for each sale, automatically print, or turn off printing.

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.

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.

Sales Receipts History

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

Sales Receipt History

In the Search Receipts field 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.

PLEASE NOTE: If you delete the Sales Receipt in this screen, you will also delete any record of it.  This is similar to a POST VOID.

CyberCafePro Customer Account Pricing Setup

Setting Up Accounts Pricing Parameters

Navigation: Admin icon>Setup>Accounts/Codes

Accounts Timecode Setup Accounts / Timecode Setup[/caption]

To set up default pricing parameters for new accounts:

Define the length of each Timecode.  The code will appear as a unique alpha-numeric code which your customer will input into the CyberCafePro Client machine.  This code will store and update the prepaid time.  The “Remote Servers” mentioned in the software are part of an old phased out feature.  CyberCafePro need to update that text.

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.

Define the minimum time a user has deducted from their account when they log in. Shown above as 5 minutes.

Define what happens when an account user runs out of time. CyberCafePro (and so do I) recommends selecting Terminate Accounts. (This universal default setting can be overridden in the Account Setup of any given individual User Account.)

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.
  • You can allow or disallow users to modify personal account fields that are shown when they log in. suggests you do not allow users access to modify account fields (other than to allow password changes, which are automatically permitted).

Setting up Client Computers – Security Tab

Navigation:  Admin icon > Setup > Client Settings > Security

The Client Settings screen contains six tabs, where all the security for the CyberCafePro Client is set up. All the security for the CyberCafePro Clients is set from the CyberCafePro Server.

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 aka Master Password.

This password is used in cases where the Client software is unable to connect to the CyberCafePro Server, such as network problems or an incorrect IP address due to changes on the CyberCafePro Server PC. Once the Client has connected to theCyberCafePro Server, it will obtain this password for use in accessing the Admin window if not connected to the MCS.

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.

CyberCafePro Client Settings

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
  • 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.

CyberCafePro Disable 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.

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.

Block Unwanted Websites

System Settings Tab (for Clients)

The options listed under the System Options heading encompass computer functions which you can allow or disallow your customers to use:

CyberCafePro Client System Settings

Enable PC Sound: This option enables or disables the 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 use or not use the PC speaker to warn the user when time is running low and for other system alerts.

Enable registry run programs: This option, when enabled, instructs the client PC to execute the items in the Windows registry’s Run section, which are normally executed when you would startup Windows without the CyberCafePro Client. 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 refers 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, the client system will 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 selected, 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 helpful for locations where you want to make sure customers come to the counter before they start a session.

Enable floating information window: When selected (default), this option enables 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 the ad/min console can do so for that client PC.

Allow user to initiate chat: If selected, the user will be able to initiate a chat to the MCS.

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 use for CyberCafePro.

In account mode, restrict login to: The drop-down box gives you the option of only allowing User Accounts to log in, only allowing Timecodes to log in, or allowing both. Both (‘All Types’) is set by default.

Banner Manager: To display banners in your café you can add banner images to the default path, which is the CCP Client installation path’s Banners folder. By default (or if you click the ‘Default’ button) the path is a placeholder for the installation path, plus the subfolder name: {ClientPath}Banners. Place your banner images in the specified path. Note: Network paths are not recommended, as they can cause a decrease in system performance as they load; if there are delays in access to the path, users may perceive what they believe is a “system hang” of 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 when the session ends. These paths are always relative to the client PC’s viewpoint, and must exist on the client or specify a network path to the executable file. 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 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. Click the link in order to visit our website and download additional skins for your clients.

CyberCafePro Client Computer Settings

Internet Explorer Tab

Use the Internet Explorer tab of the Client Settings screen to set options for Internet Explorer on the Client machines.

CyberCafePro IE Edge Browser Settings

This tab contains these Internet Explorer options:

  • Disable viewing local files: Blocks user 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.
  • 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 automatic updates.
  • Homepage: 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.

In addition, you can set the following MSN Messenger options:

  • Disable file transfer: Disables transferring of files from MSN.
  • Disable Auto Update: Disables MSN from performing the auto updates.

Advanced Settings Tab

The advanced tab contains many features which the average CyberCafePro Internet cafe location will not use.  Many of the features are very useful for solving issues in your location or tweaking your setup.

CyberCafePro Advanced Settings Tab

Below are the “Advanced” CyberCafePro features you can use in your location:

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.

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.

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 re-display.

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 right-clicking 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 (comma-delimited 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.

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.

This area is very useful for allowing your customers to communicate directly with the staff or management of the timed location, internet cafe or cyber cafe.

CyberCafePro Help Tab CyberCafePro Help Tab[/caption]

This is the text the customer will see when they click the “Help” button from the CyberCafePro Client.  You can use plain text or HTML text, and it will display on the client.  You can paste HTML in the space.

Marquee 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.

CyberCafePro Client Marquee Settings

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 is an excellent way to reach the customers sitting down or even a person walking by the machine.  There should be a message on the marquee at all time promoting your business.

Every for-profit business wants to earn extra money. In the Internet cafe software market there is plenty of opportunity. One great way is through advertising to the end user. You can do exactly that through CyberCafePro.

If you wish to display your own logo (or sell advertising for that spot… MONEY MAKER!) in your location, you can set the path to the banners file in which logos are stored in each Client PC.

CyberCafePro Banner Manager

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.

To replace the 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 banners folder within indicated above.  Reboot the CyberCafePro Client and you should see your logo appear.

The CyberCafePro logo will appear if you do not add your logo.

How to Charge for Playstation 4 and other consoles?

Creating Manual Timers

CyberCafePro allows you to create timers linked to prepaid accounts to automatically track the time and deduct prepaid minutes.  You can also create manual timers which are Play & Pay capable.  These are generally used for timing areas or items that cannot be connected to your PC.  For example you could time how long someone uses a PS4.

To create a manual timer:

In the CyberCafePro Desktop, right-click an unused Client icon and select Create Manual Timer.

CyberCafePro Manual 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.  Make sure to drag the icon down into the desktop area so it becomes permanent.  If not the Manual Timer may disappear after a restart.

Timer icons include Xbox, Telephone, PS2, Laptop, unassigned Timer, and Billiards.

You can see all of the options for the manual timer by right-clicking the Timer icon you created.


Hint:  Use the Add Items… option to add items from your Point-of-Sale.  This allows to create a “Tab” or running bill for the customer.  The can pay for the entire session at the end (including food etc) if the person wished.

11 comments on “CyberCafePro Support Guide Part 2

  1. i add new useracount in database w i want to connect to client with the password and username of the userraccount to add
    plz help me

  2. Hello Kevin,

    I love this software you made but some luck of option but i use it almost 5 yrs..

    I would like to ask so that you can help me/others too:
    1. Under Client setting in server/System Setting…
    We cannot see the box of ” Enable registry run programs” ?
    2. Hoping you can add ” shut down at the end of session”
    3.Under Client setting in server/advance setting…
    Typo error and box are overlap and not aligned..
    4. Can you add in client setting if disconnected to server in 10 minutes it will lock the screen then resume it when it connected to server to validate the remaining time..
    5. Lastly, the finished code used will have always 1 minute remained.

    1. Hi Kelvin,

      Response to Noob IT will be highly appreciated.

      I’m having high hopes for the CCP software, because I’m planning to implement it in a friend’s newly opened cybercafe.

      Appreciate the detailed guide. Kudos (y)

  3. Hi kevin, can you please tell me? i currently have cybercafe pro 5 installed in my internet shop with 35 computers (only win xp) but i’m going to upgrade this week to ccp6 client and server. my only question is, in ccp 5 when my employee goes to sales report? you can generate the report to page which shows all the sales for the day with deductions etc……..but when i tested ccp6 using just one computer and server, when i generate a report in ccp6, it doesn’t go directly to the page where i can see the blue and white screen (like a database) with all the sales…….it just shows me a location to save a .csv file? how can i generate the reort in ccp6 to be the same as ccp5? tnx in advance

  4. Hi Kevin…How can i change the homepage to the browsers in the client computers…The option given is to register an account and be given a location ID which i cannot find in this site….I am tired of the smartlaunch homepage in the browsers

  5. Hae Kelvin. I have trouble accessing local disks and removable drives in the client computers but once i set client back to windows, thrn my computer local disks and removable drives are visible. how can i have full control of my computer while using as a client. Even the right click option is also disabled. Kindly help me get over this. my server computer is running in windows 7 64bit while client computers are on windows xp sp3

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