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Overview
Mobile Ordering empowers your members to quickly and conveniently order food from your Club’s Mobile App, for pick-up or delivery (optional) at Club locations. Because mobile ordering directly integrates with your Clubessential Office system, orders entered into the Mobile Ordering application appear in the Mobile POS system, and fire the related tickets to the kitchen/bar printer(s) seamlessly. Setup and configuring Mobile Ordering is done in the Clubessential Office Management System. Additionally, because the app fully integrates with the Office system, Member Profile information auto-populates notification contact info for Member’s ease of use. Use Case(s) Common use cases for mobile ordering are: Member take-out orders, Members ordering food at the turn, poolside, or at the tennis courts, etc. |
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Content
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Mobile Ordering Configuration - Office
Enable Area for Mobile Ordering
Club Admins have full access to configure the mobile ordering experience for their members within the Clubessential Office software (CMA) via the Areas setup.
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Please Note: The Mobile Ordering setting must be enabled in POS Options. This step will have been checked during Implementation. To verify this setting is configured, go to POS options, and enable (check) the Mobile Ordering setting.
Configure Mobile Ordering Area Settings
Once enabled, go to the Mobile Ordering tab, and configure the settings.
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Name - Provide the Mobile Menu Ordering Location with a Name. This may be the same or different name as the Area, and is the name Members will see for the Area on the Mobile Ordering application.
Pick Up Interval - This field determines how many times show in the available Pickup time for the order. If set at 5 minutes, available times will be 9:30, 9:35, 9:40, etc. If set at 15 minutes, available times will be 9:30, 9:45, 10:00, etc.
Orders per Interval - Checking this box will allow for the number of orders per interval to be limited to allow for an even flow of tickets to the kitchen, ensuring all orders taken can be completed. Marking zero (0) orders per interval will leave the amount unlimited.
Server Employee - This will be the Employee responsible for the Mobile Orders. Choose an available employee from the list.
Please Note: Best practice is to create an account solely for this purpose.- Terminal Device - Set to the appropriate device that employees will sign in to view the Mobile Ordering tickets.
- Admin Notification Email - Define an admin email address to receive an automatic email each time a new Mobile Order is placed.
- Allow Carry Out - Check this box to allow pickup from this location. If this box is not checked, the option to select Pickup will not be provided to Members when placing their order.
- Allow Delivery to Club Location - Allows for delivery to predefined locations as set in CMA. Please see Member Access - Mobile Ordering on the App for more detail.
- Allow Gratuity on Checkout - Allows members to add gratuity when checking out in Mobile Ordering.
- Allow Message on Checkout - Allows members to add a general message to a Mobile Order on the checkout screen.
- Allow Cover on Checkout - Allows members to add a cover count to their Mobile Order and enter how many individuals their order will serve.
Add a Menu
Once basic settings have been established, create Menu(s) for this Area by clicking the New button.
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Name - Enter the name of the Menu (ie - Pool Shack) as you would like it to appear on the Mobile Ordering screen.
Minutes before pickup to send - This setting determines how soon before an order is to be picked up, that it will fire to the kitchen. For instance, if an order is placed at 11:20am, to be picked up at Noon, and this setting is set to 15 minutes, the order will auto-fire to the kitchen at 11:45am, 15 minutes before the time it is to be picked up.
Is Kiosk Menu - Enables this menu to be visible in Kiosk Mode.
Please Note: Checking this setting will remove this menu visibility from the mobile app and this menu will only be available on Mobile Ordering kiosk devices.- Is Future Order Menu - Allows members to select a future date when placing their order via Mobile Ordering (often used for catering). When this box is checked, both Minutes before pickup to send must be indicated as well as Future order hours to prep which indicates the number of hours in advance an order must be placed prior to pickup. This allows Clubs to prevent members from placing a large catering order without giving the Club enough preparation time.
Confirmation Email Ticket Template - If set to none, will default to the settings of the Settle Ticket associated with the Area. Option to choose a different template if desired. Template will feed the confirmation email sent to the Member, if Member chooses email notifications when ordering.
Background Image - Select an image from a list of available options to display on the homepage of Mobile Ordering.
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When all Categories and Items have been added as desired, click Save and Close.
Edit Modifiers
If an Item exists on the Mobile Menu, and you wish to override (perhaps to limit) the modifiers that appear on the Mobile Menu, go to Manage Items, select the Item with the Modifiers to edit, select Modifiers, and click the Override Mobile Ordering Modifier Groups option.
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Another way to edit the Modifier Groups attached to an Item is to go to Manage Item Modifier Groups. Select the Modifier Group to edit. Highlight the Modifier to hide, and uncheck Show in Mobile Ordering option. Option will no longer display for selection in the Mobile Ordering application.
Edit an Existing Menu
To edit an existing Menu, select the Menu to edit, and click the Edit icon.
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When complete, click Save and Close.
Delete an Existing Menu
To delete an existing Menu, select the Menu to edit, and click the Delete icon.
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On the Excluded Member Types tab you will select any member type that should not have the ability to see this menu.
Finalize Configuration
When all settings have been configured for the area, click Save and Close to finalize configuration.
Device Settings - Ticket Printing (Mobile Ordering)
Users have the ability to change Printer settings for Mobile Ordering in CMA, POS Menu, then Devices (as seen below), to allow tickets to print twice. This setting allows Users a clean copy of the Member’s Mobile Order ticket to help ensure accuracy.
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Member Access - Mobile Ordering on the App
From the Clubessential App, Members can click Order Food from the main navigation window, or click Menu, and choose Order Food.
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Please Note: Background Images shown behind each menu location on the landing page can be selected from the back Office Software from a list of stock images. Please see the Club Admin Access via Back Office Software section for more detail.
Placing an Order
From the Main Screen, Members will select the menu/location they wish to order from, and will be taken to the Menu selected. Top level Menu Categories will appear for selection. Member will tap the top level menu category to see a list of Items contained within the category.
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Once clicked, Member will receive confirmation that Item was added to cart, and screen will then return to main menu for additional selections. Note that number of items currently in cart will will display in upper-right hand corner. When all Items have been selected, Member may tap either the Cart icon, or the View Cart button at the bottom to review the order details and finalize the order.
Checking Out
Once the Cart Icon, or View Cart button has been selected, the Member’s Cart will load for review and finalization. Tap on the Quantity box to edit quantity of items ordered. Tap delete to eliminate an item from the order. When order is proper, tap Checkout to continue finalizing order.
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- Order Preferences - Members may choose one of two options if configured for both Pickup and Delivery.
- The Pickup option will allow for the member to pick up their order from the location they ordered from, at the time they specify (as allowable by the configuration settings).
The Delivery option (if enabled) will allow for the Member to choose from a predefined Delivery Location at the Club where they wish to have their items delivered to at the time they specify (as allowable by the configuration settings, as seen below).
Please Note: Club Locations can be added, edited, and removed from Area Information then Mobile Ordering menu.
Members can select a time by clicking next to the Clock Icon, and selecting from available times (as allowable based on configuration). To select a location for delivery, Members will tap next to the Location icon, and enter location (ie - Pool), and then will click Done when finished.
If the menu is configured as a Future Order menu, the member will also see an option to select a date.
- Message - Allows members to add a general message to a Mobile Order on the checkout screen.
- Cover - Allows members to add a cover count to their Mobile Order and enter how many individuals their order will serve.
- Notifications - Allows members to decide how they would like to be notified when their order is ready. Members may choose not to receive a notification (None), to receive an SMS (Text Message), or an Email notification. Member’s contact information will automatically populate into these fields based on Member Profile in Office, however, may be edited if desired by tapping on the information to edit. When finished, Member will select Place Order.
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Settle Order to the Member Account by selecting Charge, or Cash as applicable. If interested in Credit Card Payment option, please contact your Clubessential trainer for more information. If desired, receipt may also be printed. Staff may click Exit to return to main screen.
FAQs
Q: We are not equipped to provide delivery services at our Club. How can I prevent Members from choosing the delivery option?
A: Ensure the setting marked Allow Delivery to Member location is not checked in the Area’s mobile ordering setup screen.
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Q: If my Club's iPad itself times out would orders stop sending to the kitchen?
A: Orders are sent to the server whenever the member orders food on their phone. No iPads/devices need to be signed in to mobile POS for those orders to be sent.
Best Practices
When creating Menus, add items that typically take approximately the same amount of time to prepare for smoother operation.
Ensure Member information is up to date within the back Office software to allow for a smooth and accurate order process for the member.
Clearly define all item descriptions, menu areas/locations, hours of operation, and settings.
Host an mobile ordering kick-off event to encourage Members to place their first order.
Track usage to validate your ROI.
Assign a ‘dummy’ or placeholder Employee Account to the mobile ordering system, that way no one employee is responsible for all orders.