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Overview
POS Workstation Devices are what the user selects when logging into the POS.
POS Workstation Devices have three layers to their setup. The first layer is the Area, followed by the Terminal, and lastly, the Workstation Device. Each specific layer of this hierarchy carries with it specific rules and features that will be used at the POS. For example, the Screen Group (menu) that is visible at the POS, is applied at the Area level. The Area is then tied to a Terminal, which has other POS options. Lastly, the Terminal is tied to a Workstation Device. When logging into the Workstation Device at the POS, the user will have access to all aspects of the Terminal that is linked to the Workstation Device, and ultimately the Area that is linked to the Terminal. Any changes to the bottom layers of this hierarchy, such as changing the Area that is attached to a Terminal, will also change the default setting of the Workstation Device. This is primarily because the Terminal is linked to the Workstation Device, and thus any changes to the Terminal or Area will in due course affect the Workstation Device. In this document, we will demonstrate how to properly set up and link together a Terminal and Workstation Device. For information on Areas, please see our Areas document. Use Case Due to the significant volume of transactions occurring in the Club’s newly expanded Dining Room, Management decided to add another Workstation Device to ensure Dining Servers had adequate opportunities to enter orders and ring out tickets. The Workstation Device was linked to the existing Terminal connected to the Dining Room Area, however, had a separate receipt printer attached to it for ease of processing transactionsA rain check is a mechanism that enables a Club to issue a Member/Guest credit for a Tee Time paid for, but not yet played. It allows the Member/Guest to redeem the credit in the future. System generated Rain Checks can be issued and redeemed using the Office System. In this manual, we will discuss how to issue and redeem a Rain Check. Use Case A Golf Outing gets rained out and the member would like a Rain Check to return to the club at a later date. |
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Terminals
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Accessing the Tool
To access Terminals, navigate to System across the top toolbar and select Terminals.
The Terminals Grid will launch.
The primary functions associated with managing Terminals are embedded in the Terminal setup screen, which can be accessed by clicking the New button, or double-clicking on an existing Terminal.
Creating a New Terminal
To create a new Terminal, navigate to the Terminals Grid and perform either of the following to launch the Terminal Type setup screen:
a) Click the New icon on the toolbar.
b) Right-click anywhere on the Member Types Grid and select New.
The Terminals setup screen will launch.
General Information
ID - give the terminal a name that describes which POS workstation or Area it will connect to.
Description - additional description is optional for internal view only.
Default Area - Select the Area that the workstation will default to (keep in mind the Area also determines the default screen group and table layout).
POS Options
Timeout - if idle how long before the terminal signs the server out.
POS Grid Font Size - how wide the member grid lines should be (18 & 19 is the default for touch screens).
Allow Clock In/Out - if using Timekeeping this must be checked.
Clock In Fingerprint Only - only check this field if using a fingerprint device for clock in/out or accessing tickets.
Clock Out Fingerprint Only - only check this field if using a fingerprint device for clock in/out or accessing tickets.
Clock out confirmation - if using timekeeping it is recommended that this field be checked.
Display Open Drawer Button At Start - if checked, a button in the main POS screen will activate allowing the cash drawer to be opened without having to settle a ticket.
Enable Kiosk Mode - Only used when Kiosk Mode is utilized. Please see our Kiosk Mode manual for additional details.
Exit to Listener On Send - if checked, the workstation will exit back to Employee login screen after Send is selected in the POS. This is typically used when more than one server will be using the same Workstation.
Stay on Screen After Send - if checked, the user will stay in the POS screen after send. This setting is mostly used for bar terminals where only one server works the area/terminal.
Suppress Quick Cash Print - if checked, the system will not print a member receipt with Quick Cash Settlements.
Suppress Quick Charge Print - if checked, the system will not print a member receipt with Quick Charge Settlements.
Suppress Member Charge All - if checked, the Member Charge All feature will be removed at the POS.
Lastly, click Save & Close to complete the setup of the new Terminal.
Workstation Devices
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Accessing the Tool
To create a new Workstation Device, navigate to POS across the top toolbar and select Devices.
The POS Devices Grid will launch.
The primary functions associated with managing Devices are embedded in the Device setup screen, which can be accessed by clicking the New button, or double-clicking on an existing Device.
Creating a New Workstation Device
To create a new Workstation Device, perform either of the following to launch the POS Device setup screen:
a) Click the New icon on the toolbar.
b) Right-click anywhere on the POS Devices Grid and select New.
The POS Device setup screen will launch.
General Information
- Name - enter a Name for the new Workstation Device. Again, this will be the name that appears in the Select Device drop down at the POS.
2. Description - provide a Description of the new Workstation Device (Optional).
3. Device Type- select Terminal from the Device Type Lookup. This will populate additional Terminal options.
Terminal Information
4. Terminal - select the new Terminal that was previously created.
Note: Remember, the Area that is attached to the Terminal selected here will be the Area the Workstation Device defaults to when selected at the POS.
5. Ticket Device - select the Ticket Device (Receipt Printer) that should be used for this Workstation.
Important:
*Please keep in mind that Workstation Devices are concurrent, meaning that regardless of where the user is at the club, if they are logged into a specific Workstation Device, any transactions completed within that Workstation Device will print to the receipt printer that is attached to that Workstation Device. For example, if the user is in the Fitness Center at the club, but they are logged into the Bar Workstation Device, any transaction that is completed will print to the Receipt Printer that is attached to the Bar Workstation Device. This is a great feature when using tablets to ring in POS tickets.
**The concurrent ticket printing feature does NOT apply to Send Tickets (Tickets sent to the Kitchen). Send Tickets are configured at the Item Category Level. Please see our Clubessential Items manual for more information on Item Categories.
Lastly, click Save & Close to complete the setup of the new Terminal.
POS Implications and Helpful Hints
As mentioned, once a Workstation Device is created, it will appear in the Select Device drop down at the POS.
When this Workstation Device is selected, the employee will experience, and have access to all Terminal and Area setting that are attached to the Workstation Device. For instance, being that the Workstation Device we created called POS- 1 Bar is linked to the POS- 1 Bar Terminal and the Area, Bar is linked to the POS 1- Bar Terminal, the Bar Area will show by default when an employee logs into the POS-1 Bar Workstation Device.
Don’t Ask Me Again
If a particular computer will only login to one Workstation Device at all times, the user can select the Device they would like to login into and choose Do Not Ask Me Again.
Now, when the POS application is launched on that particular computer, by default the user will automatically login to the Workstation Device that was selected after Do Not Ask Me Again was chosen.
Notes:
1) If the computer needs to log into several different Workstation Devices, do not select Don’t Ask Me Again.
2) If the user is not prompted to select a Device or accidentally checked the "Don't Ask Me Again" box, please follow the below instructions to get the Select Device drop down back:
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Sign into the POS
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Select System Tools on the bottom left hand corner of the screen.
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Select Utilities, check Always Prompt for Terminal, and select Save Configuration.
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Rain Check Setup
To utilize the rain check feature you must first create two Items; an item to Issue a rain check and an item to Redeem a rain check. These items are set up like any other Item in the Manage Items section of the Items Module. (See the Clubessential Items Manual for instructions on how to create an item.) Then, you must select these items in the Rain Check Settings of System Settings and enter a default expiration day count. Terminals are used to apply certain POS related rules to specified workstation(s).
1) To access the Rain Check Settings, navigate to System across the top toolbar and select System Settings.
2) Select Point of Sale on the left pane and apply the Issue and Redeem Item under Rain Check Settings. Also enter a default expiration value in days in the Expiration Day Count field.
3) Most clients place buttons on their POS home screen for the two rain check items. This is optional as you can use the Look up Item Feature to look them up when necessary.
Issuing a Rain Check
To issue a Rain Check,
1) Open a ticket for the customer as you would normally, select the Issue Rain Check button (or look up the Issue Rain Check item using the Look up Item feature). The Issue Rain Check Window will display as shown in the image below.
Best Practices
When naming Workstation Devices, apply standards in naming conventions to ensure location of stations are clear, especially in areas that have more than one Workstation Device.
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