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Reservations/Dining
Make a Reservation (as a Member)
Once a Member makes a Reservation on-line using the Clubessential Dining Reservations product, the Reservation fully integrates into the Food and Beverage POS application.
For example a member could make a reservation on the website as follows:
Navigate to Book a Table
Select Reservation Date/Dining Room/Time
Select the Date, scroll to the desired Dining Room (if more than one exist), and select specific time slot by clicking on the Booking block.
Complete Registration Booking Form
Once a time is selected, the Reservation form will appear. Complete the form, and click “Make Reservation.”
Confirmation screen of reservation being received will appear.
Once a Member makes a Reservation online using the Clubessential Dining Reservations product, the Reservation fully integrates into the Food and Beverage POS application.
Point of Sale (POS)
To view the existing Dining Reservations, log in to the Food and Beverage POS Terminal associated with the Dining area.
Dining Tab (as a Dining Manager)
Once logged in, navigate to the “Dining,” tab.
Main Grid
All Dining reservations for Today (default date) will appear on this tab.
Colors Displaying on Main Grid
To learn more about the Color meanings on the grid, click on the “Colors” button in the bottom right hand side of the screen. A Color Picker window will launch.
Default colors are as follows:
Dark Green: Paid/Closed Reservations
Yellow: Partially/Open Tickets(Converted from Reservations)
Light Green: Alternating (Used in every other row of the grid for tickets with no status to make grid display easier to read.)
Colors may be changed by clicking on the color, selecting a new color, and clicking, “OK.”
Club Display
This filter contains the Club(s) available in the POS. In the event more than one Club exists in the system, selection of a particular Club will be available here.
Dining Rooms Display
The filter (below) contains the Dining Rooms. Most Clubs have more than one Dining Room, and as a Dining Room Manager, it is common to utilize the “All Resources” option within the drop-down to display all dinings reservations in the Club.
Show Admin Dashboard
Click on the “Show Admin Dashboard” button in the upper right-hand corner of the screen to make/edit reservations directly from the POS.
Once clicked, the Admin Webview functionality launches.
Make/Edit Reservations within POS
To make a new Reservation, click on the desired time of the reservation to launch the Reservation form.
Complete the Reservation form, and click, “Make Reservation.”
To edit or cancel a Reservation, click on the Reservation.
Make changes as necessary to the Reservation Form, and click “Update Reservation.”
Click, “Cancel Reservation” to eliminate reservation from the Dining System.
Choose, “Discard Changes,” to exit form without making any changes.
To navigate to a different Dining Room within the Admin Dashboard, click on the tab of the Dining Room desired.
Click “Hide Admin Dashboard” to return to main Dining Reservations grid.
Convert Dining Reservations to Open Tickets
To convert a Dining Reservation into an Open Ticket, click on the desired Dining reservation.
Next, ensure the Dining Room is set correctly, and then select a table.
Once a table has been selected, assign a server to the table. Click on Server’s name to assign the server to the table.
Note, the ticket is open, the Table and Server have been assigned, and the Reservation moves to Partial/Open status (yellow).
Review Dining Room Status
To review the status of the open Dining Room tickets, click on an open (Yellow) ticket to launch the “Ticket Audit Preview,” screen.
The food ordered can be viewed, and therefore an estimate of when the table may be available could be obtained.
In the example below, entree salads were just ordered, so it is likely the table will not be finishing up in the very near future.
Dining Tab (As a Server)
The Dining tab and associated reservations are also viewable to the Servers.
Convert Open Ticket to Member Charge
Once ticket has been assigned to a Server, the Server can access the Ticket on the Tickets tab. Server will click ticket to open.
Once open, items can be added utilizing normal POS functionality.
When complete, ticket can be closed based on Member/Guest payment preference.
Review Dining Tab (Reservations)
Servers also have access to the Dining Tab, and can review upcoming reservations.
Best Practices
At the end of the shift or evening, go into System Tools, go to the Open Tickets tab, review open tickets and ensure all open tickets are closed appropriately.
FAQs
Q. How do I re-open a closed ticket?
A. Go to System Tools, Closed Tickets, find ticket, and click Re-Open Ticket. Confirm Re-Open, and modify as necessary.
Q. How does the Member Charge All function work?
A. This feature is not applicable in the Dining Reservations system. It is applicable for Events and Tee Times. See respective guides for more information.
Q. Can Birthday cake be added as an Option when making a reservation?
A. Yes, Birthday Cake can be created as an option, similar to the High Chair/Booster seat options that can be set up. The Options do come over to the POS, and are visible in the Options column in the main Dining Grid.
Q. Can a Reservation be made directly from the Point of Sale?
A. Yes, a reservation can be made directly from the POS by utilizing the Admin Dashboard. Once the Dashboard has launched, select the Dining Room, the time, and then make the reservation utilizing the Reservation form. The information exists in real-time within the POS once the Reservation has been booked.
Q. How do I know if I am set up for Dining Unification?
A. Contact your Account Manager. If you don’t know who your Account Manager is, email am@clubessential.com, and someone will follow up with you to let you know.
Downloadable Guide
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Accessing the Tool
To access the email creation tools, follow the steps below depending on your access role.
Admins: Hover over Admin bar in the left hand corner of the screen, select Compose Email.
Editors: Hover over Admin in the main navigation, select Main Tools, and then Inbox/Groups.
The following Email interface screen will launch.
Email Tab Overview
In the middle of the above screen, the following tabs appear.
The HTML tab is for setting up the email that will display using HTML
The Plain Text tab is for email services that do not read HTML
Text Message is used for sending out text message alerts
This section will focus on the HTML tab.
Create and Email
Emails can be created using email templates that were designed based upon your website look. You may also create your own templates to use as well. Using templates allows for quick editing, along with reinforcing your brand identity.
Create Message from a Template
To create a new HTML message, select the click to edit button under the HTML tab, which will open the Axis Editor.
Next, select Insert, then Template. Then, choose between a 1 column or 2 column template. (Note: Further Template options may be available under the My Saved option depending on whether previous templates have been saved).
Once selected, a Stock (Generic) Template will open.
Delete the stock information on the template and type in your communication.
If copying text from another source, remember to use the Paste as Plain Text function to strip outside formatting.
Add imagery and hyperlinks throughout to enrich the communication while driving members back to the website.
Once message is complete, click Save to return to the main template.
The following screen will open where Recipients can be added, Subject line populated, settings defined, and message previewed.
Choose Recipients
Choose the recipients of the email, by clicking on the desired method to assign recipients.
Members: Select members individually to receive messages.
Staff: Select Staff/Employees individually to receive messages.
List Recipients: Not used
Static Groups: Send to specific Static (fixed Member) groups
All Members: all members active in the directory
All Staff: all staff active in the directory
Dynamic Groups: send to specific Dynamic (fluctuate based on defined criteria) groups.
Mailing Lists: Not used
Events: Attendees from a specific event
Add Subject
Next, add a subject to your message. Target the subject so it is clear what the message entails. Use your Club’s name so Members recognize the email. Avoid caution words such as “money” that email services can flag as spam, and prevent delivery to your Members.
Email Settings / Preview
Use default and recommended Send to External Email Address option designated below. (Note: Other options are tied to older versions of the software, and are not recommended).
Click Preview Message to review message prior to sending.
Email Delivery Options
Once reviewed, the message can be either sent or saved for later sending. Additional options also exist to assist with tracking.
First, designate whether to use Primary Addresses, Secondary Addresses, or Both (as defined in the Member setup). Most common (and Default) option is Primary Address Only.
Next designate whether to Track the Message (for viewing/delivery statistics), and whether you would like to receive a notification email when sending is complete.
Finally, choose from the following options to define next steps.
- Send Message Now - Sends the message. After sent, it will show in the Sent tab.
- Save Changes - This will place the message in drafts to revisit later.
- Send a Test - This will send a test to a desired email. Select an Available User, or enter an additional email (that can be from outside the system) to test the email as highlighted below.
- Make Changes - Takes you back to the first screen for further editing (composing).
- Schedule for Later - Allows set-up to send the message at a later date and time, and/or to set-up recurring emails. Designate whether the email will be sent once, or will be recurring. Then, specify date and time to send. Click Update Schedule to save and exit
Common Questions and Concerns
What is the best way to see how my email looks before sending?
Send yourself a test email prior to sending the email to everyone on the recipient list.
Best Practices
When creating a subject for your email, it is best to keep the subject short and direct. The better you can inform your audience of the email content in an enticing email, the better chances of open rate. Never use suggestive titles that refer to money as this may cause email providers to flag the message as spam.
It is best to keep the email content short and direct, just like the subject. Have the information be easily accessible and quick to read. For more lengthy passages, drive your audience back to the website for further reading material. Driving members back to the website will also increase their site usability and it allows for them to see alternate communications.
Adding links and imagery in your email enhances the overall aesthetic, reinforces your message, and encourages members back to the websites. If you’re promoting an event for instance, include an image that helps to complete your message. Add a few sentences marketing why your members should attend the event. Make sure to link back to the event on the calendar so members can either read more information, or sign up for the event.
Have you ever received unwanted emails that just don’t seem to apply to you? Combat bombarding all members with communications that may not be relevant by increasing your Static and Dynamic Groups on the website. Through Static and Dynamic Group, we can create various user groups to send email communication to that is relevant to your members based on their interests, member type, or event past event attendance.
Emails can take time to create, and sending one out last minute can result in errors in the email. Take the time to create emails ahead of time and use the Schedule for Later option to send emails at a later date.
Practice makes perfect, which is why the Blast Email system allows for a test to be sent. Always test your email so you can see how this will come through on various email systems. Review the email like a member would, and be sure to test all links.
Downloadable Guide
Axis Email Composing and Sending