Accessing the Tool

• Select the Mobile POS Application to launch the Mobile POS or access the Mobile POS Application via browser with the following link: http://pos.clubessential.com

• Enter your POS Pin Code (Consult a Club Admin if you do not know your code) and select Continue

Opening a Ticket

• If you have any Open Tickets they will be displayed on the Open Tickets Tab: you can touch or mouse click to open the Ticket.

  • To open a New Ticket, choose New Ticket.

Member Lookup

• Enter the Member Number or Member Name.

• If this is not a Member, select Guest Member on the top right.

• As you type the number or name, the screen will display the results. Click, or touch the member name.

  • Multi Select -If you need to assign the same item(s) to a large number of members (i.e. a tournament fee) Use the blue stacked button to the right of the member search bar.

• If the club controls more than one company using the All Companies checkbox will show all members across the shared database.

Navigating the POS Screen

Adding an Item to a Ticket

Navigate to the applicable button within the Screen Group, and either touch or click to add the Item to the Ticket. In this example, we are navigating to the Racquets Item Category Button, and selecting the Tennis Racquet Wilson Jr. Item to add to the ticket.

The Item will then be added to the Ticket.

Item Icons

Some items may have icons in the upper left corner of the screen. These are related to the “Ask for” options within the item in CMA.

• Ask for Price: Allows the user to enter a custom price in for the Item.

• Ask for Name: Allows the user to enter a custom name for the item

• Ask for Quantity: Allows the user to enter a quantity of items sold.

• Ask for Guest: Requires a name of a guest entered for the item.

To navigate back to the main Screen Group, select the Home button or the Back Arrow to get to the previous screen.

Proceed to add any additional Items to the Ticket as needed.

When adding Items to a Ticket, there are two additional ways Items can be added besides selecting directly from the Screen Group (POS Menu); Search and Camera Scanning. 

The Search option can be used to find an Item to add to the Ticket. Click the Search icon in the Screen Group section of the screen. 

Enter the name of the Item into the Search area. Once found, click on the Item to add it to the Ticket. 

For Mobile POS users with an Android device or iPad device, the Camera Scanning option can be used to add an Item to the Ticket. Click the Camera Scanning icon in the Screen Group section of the screen.

Scan the bar code of the Item to be added to the Ticket.  

Editing Items

To access the functions associated with Editing an Item (Eg. Delete, Discount, Upcharge, etc), touch or click the applicable Item from the Selected Items Screen.

Below are the option associated with Editing an Item: 

Upcharge - Will prompt for an amount to override and increase the price of an Item

This will prompt for an amount to override and increase the price of an Item.

Enter the amount to override the price, or use the canned percentages.

Notes: The amount entered must be greater than the Item Price. If you want to decrease the price, use the Discount option.

Discount - Gives users the ability to discount an Item. Requires security rights.

A message box will pop up if you do not have security rights to Discount. You will need to get a manager to continue. Have the Manager Enter their PIN Code and click OK.

Users will be prompted to Enter a Reason for the Discount. Select from the list of Pre-Created Discount Reasons. 

Enter the Discount (on the right side are pre-set percentages, if none of these are what you want select the Other option to manually enter the desired percentage). If it is a flat dollar discount amount, then use the numbers on the left of the screen. Click OK when finished. 

Comp - Gives users the ability to comp an Item. Requires security rights.

A message box will pop up if you do not have security rights to Comp. You will need to get a manager to continue. Have the Manager Enter their PIN Code and click OK.

Users will be prompted to Enter a Reason for the Comp. Select from the list of Pre-Created Comp Reasons.

Once the Reason has been selected, the Comp will apply.

Remove Discount- Gives users the ability to remove any discounts currently added to an Item. Requires security rights

Change Quantity - Users can change the Quantity on an Item (including making quantity negative for a credit). When entering a negative Quantity, select the minus (-) sign first and then select the amount of the negative Quantity. Click OK when finished.

Add Message - Users can add an additional message for the item. This is commonly used in FNB and can be ignored here.

Change Modifiers - Users can add, change, and delete Item Modifiers. This function is for FNB and not used here.

Delete - Used to Delete an Item from a Ticket.

Transfer - Used to transfer an item from one ticket to another ticket, with the option of creating a new ticket during the transfer.  Clicking New Ticket will automatically create a new ticket for the transferred item and return the user to the original ticket. The new ticket will be created without a Member Name; instead it will contain Guest/Nonmember and can be found on the Open Ticket tab.

Multi-Edit

Please follow the instructions below in the event a user needs to edit multiple Items at once (Eg. Discount multiple Items by 20%).

1. Select Edit Items.

2. Select the applicable Items.
   Note: Users can use the Arrows to Reposition Items on the Selected Items Screen.

3. Once the applicable Items are selected, choose Edit X Items.

4. Choose the applicable option, and proceed to edit the Items.

Ticket Level Options

In this section, we will discuss the Ticket Level Options of the Mobile POS (Eg. Delete Ticket, Add Ticket, Print Pay Ticket, etc). Please see available options below.

Build New Ticket

Please follow instructions below in the event a new quick ticket needs added.

1. Select the plus sign (+) to the right of the Member’s name.

2. The Member Grid will populate. Select the applicable Member or choose Guest Member if this is a Guest.

3. This creates a new ticket. To get to the original ticket exit the current one and find it on the Open Tickets Tab.

Print Pay and More Options

The Print Pay option prints the pay receipt ticket prior to closing the ticket.

Clicking Morewill populate additional options for the user to choose. Each option is discussed below.

Change Member- Used if the member to be billed needs to be changed for any reason. The Member Grid will populate. Select the applicable Member or choose Guest Member if this is a Guest.

Change Message - Used to enter an additional message to be sent to the kitchen after already adding a message. 

Delete Ticket- Will delete current ticket.

Additional Information About the Member

Please follow instructions below to access additional information about the Member.

Touch or click the Member’s photo, or if the Member does not have a photo, touch or click the grey placeholder image. 

If the Member has any defined Preferences, the Member's photo (or grey placeholder) will display with a red ring around it to alert staff (this is primarily for FNB so can be ignored here). 

The Member Profile will be displayed and will include information about the member such as the member's email address, phone number, member number, member type, birthdate, minimum activity, MAP score, and member groups. In addition, the member's dependents will be listed within the Member Profile page.

Click on any dependent to display their Member Profile at the top of the screen in place of the member that was being viewed. Click back and forth between dependents to display the Member Profile you want to view at the top of the screen. Note: Minors will be displayed with a (M) behind their name. The determination of minors is based on Birthdate.  If the Member does not have a Birthdate stored in CMA, they will not be flagged as a minor.

Click on the Member's picture to enlarge it. Click it again to return it to it's original size. 

Always Email A Receipt 

Check the Always Email A Receipt box for members that want to go paperless and always want to receive receipts via email. Once checked, receipts will be emailed for any tickets settled for the member via the Mobile POS device. It will remain checked indefinitely, unless unchecked.

Favorites

Click the Favorites button to view or search the Member's favorite items. (Primarily FNB use) 

History and Returning Items

• Click the History button to view or search a Member's ticket history.

• Use the From and To Dates to specify the date range for viewing ticket history.  

• Use the Area drop down to select the Area for viewing ticket history.   

• Use the Dependents checkbox to include Dependent tickets in viewing ticket history.

• Clicking on any Item within the Ticket History Grid will display the ticket details and give the user the option to print the ticket. If the Club has more than one printer, the user can select the printer used for printing. The printer linked to the device in CMA will always be shown as the default printer.

• Clicking the Checkbox to the left of any item will allow the item to be Returned. 

• Returning items from historical tickets will open a Quick Ticket for the Member crediting them for the returned items.  

  • Please Note: If the item is inventoried, a return will place that item back into inventory. If a credit card is used the system will refund the money to the card used. The member may need to provide the card at this time.

Preferences

Click the Preferences button to view or create Member Preferences. 

Click Create Preference to add a new Preference for the Member. 

Click to the Category Search icon to select the Category for the Preference.

Click on the name of the Category the Preference pertains to, or click Create Category to define a new Category if one does not yet exist. 

Enter the new Preference for the Member and click OK. 

The Preference will be added the the Member's list of Preferences. 

To remove a Member Preference, click the checkbox of the Preference to be deleted and then click Delete.

Credit Book

Click the Credit Book button to see the Member's Credit Book Balance as well as Credit Book Transactions. 

Mobile Ordering

Click on the Mobile Ordering button to single sign on into Mobile Ordering as the Member themselves to place an order for them. While normally used in FNB situations this is valuable for Retail if a member asks for a food order waiting for them when they are finished with their round of golf, tennis lesson, yacht cruise, etc. To learn more about Mobile Ordering and it’s process CLICK HERE.

Settling the Ticket

In this section we will discuss options for Settling a Ticket. Please follow instructions below for Settling a Ticket using a Single Settlement Type, Multiple Settlement Types, or a Quick Settlement.

Single Settlement Type

Select Pay on the bottom left of the POS Screen. 

Users will be taken to the Settle Ticket screen where they will see several Payment Options and Settlement Options. 

Select the appropriate Settlement Options before selecting the Payment Option.  

• Tax Exempt - When toggled on, prevents the Member from being charged Tax on their ticket. Requires permissions

• SC Exempt - When toggled on, prevents the Member from being charged a Service Charge (if applicable) on their ticket. Requires permissions. 

• Email Receipt - When toggled on, emails a copy of the ticket receipt to the Member.  If the Member's email address is stored within CMA, the Member's email address will be pre-populated upon settling but can be changed. The user will be prompted to confirm the email address or change/enter the email address after clicking Done when Settling a Ticket.

• Print on Settle - When toggled on, prints a copy of the ticket receipt to the printer linked to the Mobile POS device in CMA. 

Note: Within System Tools of the Fly Out Menu, there is a setting called Show Print Preview on Settle.  If this is option is activated for the Mobile POS device, then this setting will take precedence over the Print On Settle option. When Show Print Preview on Settle is activated, the system will display a copy of the Member's receipt on the Mobile POS screen after clicking Done when Settling a Ticket. If the Club has more than one printer, the user can then select the printer to be used to print the receipt instead of printing to the default printer linked to the device.  

Select the appropriate Payment Option.  

When settling the following screen will appear. To settle the full amount, click the Blue Amount Button at the bottom of the screen.    

The user will be returned to the Settle Ticket page showing Ordered Items, Sub Total, Tax, Service Charge (SC), Grand Total, Settlement Type, and any Change Due.  

The user has the option of cancelling a settlement by clicking the X next to it on the receipt window or completing the transaction by clicking Donein the upper right corner of the screen.   

Clicking X to cancel the Settlement will display a screen asking the user to confirm the cancellation. Click OK to cancel. 

Clicking Done will display the Sale Complete screen indicating the amount of Change due to the Member if a cash settlement was used.  The user will have the option to View Receipt or Exit.  

Clicking View Receipt will give the user the option of printing the Receipt if desired.  If the Club has more than one printer, the user can select a specific printer rather than always printing to the default printer linked to the POS device.

Clicking Exit on the Sale Complete screen will Close the ticket and return the user to the Open Tickets tab of the POS.

Multiple Settlement Types

Users have the option to use more than one Settlement Type to pay the amount (There is no limit on the number of Settlement Types that can be used). Using the same example as above, the following instructions will show how $50 will be paid by Cash, and the remaining amount to Member Charge. 

Select the first Settlement Type to be used.

Enter the amount to be charged to the Settlement Type and select Save.

Select the next Settlement Type.

If the next Settlement Type can be closed to the remaining amount of the Ticket, select the remaining amount on the bottom of the Amount Prompt in Blue.

There will now be Multiple Settlement Types shown on the Ticket Display. Select Done to close the Ticket.

Quick Settlement

There are two Settlement Types available for closing the ticket with one step, Cash and Member Charge. Each option is explained below.

Quick Cash

Quick Cash will automatically settle the Ticket to Cash. Please follow the instructions below. 

Navigate to the bottom left of the POS Screen and select the $ icon. 

Enter the applicable amount of cash received from the Member/Guest and click Save or select the full amount by clicking the Blue Amount Button if the exact amount is received.

The sale will be complete and the user see the amount of Change due to the Member. The user will have the option to View Receipt or Exit.  

Quick Charge

Quick Charge will automatically settle the Ticket to Member Charge in the full amount of the Ticket.

Navigate to the bottom left of the POS Screen and select the Member icon.

The sale will be complete and the user will have the option to View Receipt or Exit.  

Open Tickets Tab: Additional Functionality

The Mobile POS will default to open on the Open Tickets Tab. Not only can users open a new ticket and an existing ticket from this Tab, they can also Unlock, Transfer, Member Charge, and Delete a Ticket from the Open Tickets Tab. Each option is explained below.

Unlock 

If a Ticket is locked it will be highlighted red.

A Ticket becomes locked when another user is in the Ticket, but could also become locked when there is a disruption of service or other connectivity errors. Please follow instructions below to Unlock a Ticket.

1. Select the checkbox to the left of the Ticket that needs Unlocked.

2. Additional options will populate. Select Unlock.

3. A prompt will then populate telling the user if they were successful or unsuccessful in unlocking the ticket.

Transfer

The Transfer option allows the user to transfer tickets between servers.  This function is useful when servers have a shift change. Please follow instructions below to Transfer a Ticket.

1. Select the checkbox to the left of the Ticket that needs Transferred.

2. Additional options will populate. Select Transfer.

3. Search for the applicable Employee and select their Name.

4. A prompt will then populate telling the user if they were successful or unsuccessful in transferring the ticket. If successful, the Ticket will show on the Open Tickets Tab under that employees name.

Member Charge

The Member Charge option gives users the ability to Member Charge a Ticket directly from the Open Tickets Tab. Please follow instructions below to Member Charge a Ticket from this Tab.

1. Select the checkbox to the left of the Ticket that needs Member Charged.

2. Additional options will populate. Select Member Charge.

3. A prompt will then populate telling the user if they were successful or unsuccessful in settling the ticket. If successful, a Settle Receipt will then print for the Ticket selected in the previous step.

Delete

The Delete option gives users the ability to Delete a Ticket directly from the Open Tickets Tab. Please follow instructions below to Delete a Ticket from this Tab.

1. Select the checkbox to the left of the Ticket that needs Deleted.

2. Additional options will populate. Select Delete.

3. A prompt will then populate telling the user if they were successful or unsuccessful in Deleting the Ticket.

Multi-Edit

Please follow instructions below in the event a user needs to edit multiple Tickets at once (Eg. Transfer multiple Tickets to a new staff member).

1. Select the checkbox to the left of the tickets that need to be edited. Note: To select ALL Tickets at once, select the check box to the left of Ticket #

2. Additional options will populate. Select the applicable option and follow additional prompts.

3. A prompt will then populate telling the user if they were successful or unsuccessful in editing the Tickets.

Closed Tickets Tab

The Closed Tickets Tab allows the user to Re-Open, Re-Print, and Delete previously closed Tickets.  Please be aware that users must have the proper security rights to Re-Open or Delete Tickets on this tab. Each option is explained below.

Important: Only tickets that have NOT been Posted will show in the Closed Tickets Tab. A posted ticket will have a clipboard icon in the far right column.

Re-Open

Please follow instructions below in the event a Closed Ticket needs to be Re-Opened.

1. Select the checkbox to left of the Ticket that needs Re-Opened.

2. Additional options will populate. Select Re-Open.

3. A prompt will then populate telling the user if they were successful or unsuccessful in Re-Opening the Ticket.

4. The Ticket will then show once again on the Open Tickets Tab.

5. Touch or click on the Ticket to continue editing.

Re-Print

Please follow instructions below in the event a Closed Ticket needs to be Re-Printed.

1. Select the checkbox to left of the Ticket that needs Re-Printed.

2. Additional options will populate. To Re-Print the Pay Ticket, select Print Pay. 

3. To Re-Print the Settle Ticket, select Print Settle.

4. A prompt will then populate telling the user if they were successful or unsuccessful in Re-Printing the Ticket.

Delete

Please follow instructions below in the event a Closed Ticket needs to be Deleted.

1. Select the checkbox to left of the Ticket that needs Deleted.

2. Additional options will populate. Select Delete.

3. A prompt will then populate telling the user if they were successful or unsuccessful in Deleting the Ticket.

Fly Out Menu

The Fly Out Menu provides users the ability to access additional functionality of the Mobile POS. This includes a Member Lookup (To Access additional information about the Member), Item Lookup, Ticket Lookup, Gift Card Balance, Messages, Timekeeping Options, End Of Shift Report, Manage Timekeeping, Shift History Report, Ticket Audit Report, System Tools and All Open Tickets. Each option is explained below.

Member Lookup

Please follow instructions below to access additional information about a Member

Select Member Lookup from the Fly Out Menu.

The Member Grid will populate. Search for and select the applicable Member. Clubs with more than one company configured in CMA will see the All Companies checkbox in the upper right-hand corner of the screen. Checking/Unchecking this checkbox will allow users to toggle the list of displayed Members between the current company and All Companies.

Note: The All Companies checkbox will only appear for Clubs with more than one company configured and has assigned the Mobile POS device to an Area that has the Show Company Toggle on Member Lookup in POS enabled.  (To enable this option, navigate to System, Areas, POS Options.) 

The Member Profile will be displayed and will include information about the member such as the member's email address, phone number, member number, member type, birthdate, minimum activity, MAP score, and member groups. In addition, the member's dependents will be listed within the Member Profile page.

Click on any dependent to display their Member Profile at the top of the screen in place of the member that was being viewed. Click back and forth between dependents to display the Member Profile you want to view at the top of the screen. Note: Minors will be displayed with a (M) behind their name. The determination of minors is based on Birthdate.  If the Member does not have a Birthdate stored in CMA, they will not be flagged as a minor.

For additional information about the functionality of the Member Profile screen (Favorites, History, Preferences, Credit Book and Mobile Ordering), please refer back to section Additional Information About the Member. 

Item Lookup

This is primarily for FNB and can be ignored.

Ticket Lookup

Users have the ability to lookup previously Closed tickets. 

Select Ticket Lookup from the Fly Out Menu.

A screen will populate allowing the user to enter various filter criteria to be applied to the search including Date Range, Member/Guest Name, Server Name, Ticket Number, and the Last 4 Digits of a Credit Card.  After entering the desired search criteria, click OK. 

The Ticket Lookup results screen will be displayed with any Closed Tickets matching the search criteria. 

 From this screen, the user has the option to Change Filter criteria and re-execute the search. Users can also select a Ticket from this screen and take the following actions: Re-Open, Print Pay, Print Settle, and Delete.  Please Note: If the posted icon is on any closed ticket the user will be unable to re-open or delete it.

To exit the Ticket Lookup screen without taking any action, click the Back Arrow at the top left-hand corner of the screen. This will take the user back to the Open Ticket tab. 

Gift Card Balance

The Gift Card Balance option allows the user to lookup the Balance of a Gift Card, as well as Reassign a Gift Card. Please follow instructions below for each option.

Select Gift Card Balance from the Fly Out Menu.

A grid will populate displaying all Gift Cards in the System. Fields displayed on the grid include Assigned To, Gift Card Number, Issued Amount, Remaining Balance and Description. Use the Search option to look up the applicable Gift Card. Touch or click the applicable Gift Card to view additional Details.

Additional Details include Purchased By, Issued Amount, Balance, Date Issued, Expiration Date, Card Number, Track Number, Assigned to, and Description.

Reassign Gift Card

Please follow instructions below to Reassign a Gift Card to a Guest or a Member.

Guest

Select Assign to Guest.

The System will prompt the user to enter the Guest’s Name. Click Save when finished.

Member

Select Change Member.

A Member Grid will populate. Search for and select the applicable Member.

Messages

This shows a list of all messages sent to employees. To view more about Employee, Member and Member Group specific messages please CLICK HERE.

End of Shift Report

Prior to running an End of Shift Report please verify the Open Tickets Tab is blank reflecting no Open Tickets. This will guarantee all sales for the day are reflected in the report. The End of Shift Report can be printed as many times as the user wants, at any time.  In addition, the system also keeps an archive of past End of Shift reports for the user to access and print at any time. Please follow the instructions below to run and print an End of Shift Report.

Select End of Shift Report from the Fly Out Menu.

The System will default to Current Day for both the Start and End Dates. This is done because we are assuming the user is running the report for the Current Day, at the End of their Shift. Use the Date Dropdown to run an End of Shift Report from a different day.

Note: Please be sure the Start and End Dates are set to the Same Day. This will tell the System to only pull Sales for the Date selected. To run the report over multiple days, select the applicable date range.

Select the Receipt Printer to where the report should be printed. Then choose Run Report.

A Print Preview will populate. Select Print Report to physically print the End of Shift Report; or select Edit to navigate to the previous step.

Manage Timekeeping

This allows management to view and edit employees timesheets. To learn how this module works CLICK HERE.

Shift History Report

The Shift History Report allows users to run an End of Shift Report in a Consolidatedfashion displaying sales for all staff. Only Administrators and Retail Management have permissions to view this report. Please follow the instructions below to run the report.

Select Shift History Report from the Fly Out Menu.

The System will default to Current Day for both the Start and End Dates. This is done because we are assuming the user is running the report for the Current Day, at the end of everyone’s shift. Use the Date Dropdown to run a Shift History Report from a different day.

Users have the ability to group the report by Device, Device Category, Area, Area Group, or Area Category. Select the applicable Group By option, and then choose the applicable Entity to Group the report. When finished select Run Report.

A Print Preview will populate. Select Print Report to physically print the Shift History Report; or select Edit to navigate to the previous step.

Ticket Audit Report 

The Ticket Audit Report can be used to run a full audit on any action completed on a given Ticket within Mobile POS. 

Select the Ticket Audit Report from the Fly Out Menu.

enter the Ticket Number in question and click Run Report. 

The Ticket Audit Report will be displayed. The user has the ability to print the report if desired. If the Club has more than one printer, the user can select the printer used for printing. The printer linked to the device in CMA will always be shown as the default printer. 

Clicking Edit will return the user back to the screen for entering a Ticket Number for auditing.  

Note: The Ticket Audit Report can also be viewed and printed from CMA. 

System Tools

System Toolsallows a user with the proper security rights to access functions relevant to Ticket Management and POS Administration. Each option is discussed below.

CE Payments

CE Payments Device, Prompt for CE Payments Device, and Prompt for note when starting tab have to deal with the configuration of our Credit Cards at POS Solution with CE Payments. For more information on these options, please see our Mobile POS - Card Present Transactions manual.

Prompt for Signature on Settle

When selected, the system will prompt for the Member/ Guest’s Signature with each Settlement. This Signature will then show on the invoice that is generated in the Back Office.

Show Print Preview on Settle 

When selected, the system will display a copy of the Member's Receipt on the Mobile POS screen after clicking Done when Settling a Ticket. 

It will also give the user the option of printing the Receipt if desired.  If the Club has more than one printer, the user can select the printer used for printing. The printer linked to the device in CMA will always be shown as the default printer. 

Use Member-Facing Payment 

When selected, Members/Guests paying by Credit Card or Member Charge will be prompted upon Settlement for both the Gratuity they would like to add to their Ticket and their Signature. This Signature will then show on the invoice that is generated in the Back Office.

The Member/Guest will see the following screen upon Settlement.  

Use iPad Scan Check In

When selected, the Mobile POS device can be used to scan Membership Cards for Member Check In.

Override Ticket Date

When selected, the system will override the current date and time with the date and time entered by the user allowing users to pre-date or post-date Tickets as necessary. 

After the override date and time have been set, users will be reminded of the override with the following warning message when a new Ticket is opened. To proceed with the date/time override indicated, click OK.  To reset the the date/time override, click Cancel and navigate back to System Tools to turn off the Override Ticket Date.  Note: When setting the Override Ticket Date, it will not impact any currently opened Tickets. It will only impact Tickets opened after the override is set.   

All Open Tickets

The All Open Tickets option allows Admins and Retail Managers to view a list of ALL Open Tickets across the Mobile POS, regardless of Area. This list can also be filtered by employee as well if desired. Please follow the instructions below.

Select All Open Tickets from the Fly Out Menu.

A Grid will populate displaying a list of All Open Tickets for the user who is currently logged in. To filter by ALL Open Tickets in the system regardless of the employee, select the dropdown and choose ALL. 

This is used to transfer tickets from one employee to another en masse. Select all the tickets needed for transfer then click or touch the Transfer button. This will allow you to select an employee to move them to. This normally happens when an employee needs to clock out and has open tickets.

Note: Use the dropdown to filter by a single employee as well if desired.