Software User Guide

How to run your queue system day to day

Getting the WhatsApp queue live, working the counters on an on-premise system, moving a customer between departments without a second ticket — and straight answers to the questions we get asked before every install.

Hardware setup guide Jump to FAQ
Qsystem Virtual Queue

Getting the WhatsApp queue live

Four steps from a blank account to customers joining your queue by scanning a code at the door. We do the first one with you — the rest you can drive yourself.

Step 1

Set up the WhatsApp business number

A dedicated WhatsApp Business number is what sends the queue messages. Registration, verification and getting the message templates approved is a process with a few moving parts — our team handles the whole thing for you.

  • Register the WhatsApp Business number
  • Get the queue message templates approved
  • Fill in the business profile customers will see
  • Connect the number to your queue portal
Customer scanning the queue QR code with a phone camera
What the customer does first — scan the code at your entrance.
Step 2

Configure the portal

Log in to the web portal and set up how your queue behaves — the services customers can pick, the hours the queue accepts requests, how many people can be waiting at once, and who on your staff can call numbers.

  • Company details and branch information
  • Service types customers choose from
  • Queue request hours and waiting limits
  • Staff accounts, each with its own access level
Queue request form on a phone asking for name, phone number and service type
The form the customer fills in after scanning.
Step 3

Put your QR code where people arrive

Download the QR from the portal and put it at the entrance, on the counter, or on a standee in the waiting area. A customer scans it, picks their service, and their queue number arrives on WhatsApp with a link they can refresh to watch the line move.

  • A separate QR per branch or per service if you want one
  • Print at A4 or A3, or show it on a tablet or TV
  • Queue number sent to WhatsApp the moment they submit
  • The link stays live and refreshes the current position
WhatsApp message showing the assigned queue number with a link to view the live list
Their number, in WhatsApp, with a refreshable link.
Step 4

Call customers from the manager

Staff work the queue from the manager screen. Calling the next customer sends them a WhatsApp message with the counter to go to — which is why nobody has to sit in your waiting room staring at a screen.

  • Confirmation sent when the number is issued
  • Calling message sent with the counter number
  • Recall a customer who missed their turn
  • Everything logged for the reports
WhatsApp queue manager showing the waiting list and the call controls
The manager screen — call, recall, and watch the list.
Qsystem On-Premise

Running the counter system

The daily rhythm of an on-premise system: the ticket station out front, the display on the wall, and a Queue Manager at every counter. Hardware configuration is covered in the setup guide.

Step 1

The ticket station

Each service is a button. The customer touches the one they need and the ticket prints with their number and the number currently being served — so they know how long the wait is before they sit down.

  • One button per service, named as customers read it
  • Each service keeps its own number series
  • Numbering resets automatically each day
  • Works as a stand-alone printer or wired into the full system
Ticket station screen showing Pay Bill, Inquiry and Registration service buttons
Three services, three buttons. Touch one, take the ticket.
Step 2

The display on the wall

The display box drives any TV over HDMI and shows the number being called, the counter calling it, and whatever recent history the layout has room for. Announcements play through the TV's own speakers.

  • Twelve layouts — single number, six counters, portrait, video panels
  • Your own background image and colours
  • Add as many screens as the room needs
  • Leave the voice on one screen only
Queue display showing the current number large in the centre with recent numbers around it
The current number, large, with the counter under it.
Step 3

The Queue Manager at each counter

Staff spend the day on this one screen. Next calls the following customer. The Call button repeats the announcement for someone who didn't hear it. Insert adds a walk-in by hand, and Cut Queue brings someone forward when they need to be.

  • Call, recall, skip and cut the queue
  • Insert a number manually when needed
  • Push a customer to another counter or department
  • Every action logged for the daily reports
Queue Manager with the Call Next button and the manual Insert field highlighted
Call Next on the left, manual Insert on the right.
Queue Push

Moving a customer without a second ticket

What push does

Send a customer from one counter or department to another while they keep the number they were given at the door. No second ticket, no going back to the machine, no starting again at the bottom of another queue.

Clinic

Consultation, then pharmacy

A patient takes ticket A-01 at the door and sees the doctor. They then need the pharmacy. Instead of sending them back to the ticket machine, the doctor's counter pushes A-01 straight into the pharmacy queue.

  • One ticket covers the whole visit
  • The doctor picks Push, then Pharmacy
  • A-01 appears in the pharmacy queue immediately
  • On the WhatsApp queue, the patient gets a message about it
Queue ticket showing your number and the number now being served
The same ticket carries the patient through every stage.
Bank

Counter, then manager

A customer comes in to open an account. The counter processes the paperwork, then finds the application needs a manager's approval. One click puts that customer into the manager's queue with their original number intact.

  • One number taken at the door
  • Counter finishes its part of the job
  • Push to the manager's queue in one click
  • The manager's screen shows them waiting
Windows Queue Manager showing the waiting list and counter controls including push
Push sits alongside call, skip and cut in the Queue Manager.
FAQ

Questions we get before every install

If yours isn't here, ask — the answer is usually one message away, and we'd rather settle it before the quotation than after.

How many display TVs can we connect?
Twenty or more, without trouble. Each screen needs its own display box connected to the TV over HDMI. Sound should stay enabled on one screen only — otherwise the same number is announced several times over.
Do we have to pull cables through the building?
Very little. Devices connect over WiFi, so what you actually need is a power point at each position and an HDMI cable from the display box to the TV. LAN is supported if you prefer it, and in a large hall we usually recommend it for the display.
Where does the announcement sound come from?
The TV's own speakers. If the TV isn't loud enough for the room, an external speaker can be connected to the display box through its audio jack.
How many counters can one system handle?
Up to 50 in a single configuration. Counters can be a mix of Windows PCs, Android tablets and browser clients — though the tablet and browser routes need a shared database, which the setup guide covers.
Can staff use a tablet or a phone as a counter?
Yes. An Android tablet running the app works as a full Queue Manager, and any device with a browser can reach the web manager on your network. The number of web clients depends on your plan.
What happens when the internet goes down?
An on-premise system doesn't notice — it runs entirely on your own network. The WhatsApp queue needs internet to send messages, but the queue itself keeps running locally and messages go out once the connection is back.
Do the ticket numbers reset every day?
Yes. The reset time is set in the Queue Manager, so tomorrow morning starts at your chosen number again rather than continuing from yesterday. Details on the ticket type and daily reset page.
Can we rent instead of buying?
Yes — by the day for an event, or by the month for a longer stretch. Hardware, delivery and setup are included in the daily rate around the Klang Valley. See the rental page for terms.

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Staff training is part of every installation we do. If you inherited a system from someone else, we'll come and train your people on it anyway.

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