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Overview
The Unified Platform allows Clubs to manage their Dining Reservations seamlessly across the Reservations System into the Office Food and Beverage POS System; ensuring Administration, Members, and the Dining Staff have the tools they need to reserve and manage the Club’s Dining experience. Articles turn your Clubessential website into an interactive portal that allows for new content to be created by Club Admins and Editors. Articles are also dynamic in that Articles can be scheduled to post and have the ability to be archived. Distribution is also dynamic, by assigning categories to Articles, so they’re distributed throughout the website appropriately. Use Case(s) A Club may wish to allow their Members to register for Dining Reservations utilizing the on-line Reservations system. Additionally, the Club may also utilize the Clubessential Office Product, with Food and Beverage POS fully implemented in their Dining facilities. In addition to allowing the Members to make reservations online, the Club is interested in assisting Members who call-in or walk-up with making a Dining Reservation. Daily, the Club would also like the Food and Beverage areas of their Club to have integrated visibility and editing capabilities to the Dining Reservations, be able to easily convert the reservations into POS dining tickets; assign tables and servers to the Reservations, add items to the Tickets, and ultimately charge their Members. The Unified Suite provides the Club with the ability to meet their goalsArticles have multiple uses, such as: blogs, tournament results, meeting minutes, or news announcements. The Article Plug-in is typically added on the member home page, however, the plug-in may be added anywhere throughout the website as desired. Clubessential can assist with adding and designing the Article Plug-in. |
Video
This video contains highlights from a training Webinar given on the Dining Unification process Articles.
Note: Sections of the video have been referenced below with corresponding times in the video for ease of access
| Total Video (Length) | 9:23 | |||
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| Website - Member Makes a Reservation | 0:51 | POS - Create Ticket from Reservation (Assign Table and Server) | 5:36 | |
| POS - Dining Room Manager Perspective | 2:40 | POS - Dining Room Review/Ticket Audit Preview | 6:25 | |
| POS - Dining Tab Overview | 3:15 | POS - Dining Room Server Perspective | 7:16 | |
| POS - Show Admin Dashboard (Make Real Time Reservations) | 4:35 | POS - Convert Open Ticket to Member Charge | 7:46 |
Content
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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
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Accessing Articles
To access Articles follow the steps below depending on your access role.
Admins: Hover over Admin bar in the left hand corner of the screen, select Articles.
Editors: Hover over Admin in the main navigation, select Main Tools, and then Articles.
The following Article Interface screen will launch.
Article Interface
Current Articles: shows all published Articles.
Archived Articles: shows all Articles that are now Archived.
Unpublished Articles: shows Articles that are still being edited and not yet published, or archived.
Filtering: similar to calendar filtering, allowing the users to choose which Category of Articles to view.
Adding Articles
Click the Add Article button.
This will bring up the Add Article Interface.
Title: this will display on the Article Listing when is the Quick View Display.
Article Listing Quick View Display:
Author: this will display in the Listing View under the Current Articles tab.
Author in Listing Viewing Display:
Post Date: allows for creation prior to posting.
- May set a date and time to post.
Expiration: allows to move the Article to the Archived Tab at set date.
- May set a date and time to expire.
Text Summary: allows for a short description of the Article. This usually shows on the Quick View Display.
Text Summary is Listing Display:
Days to Show: choose which days the Article should show on. This could be all days, or select days.
Interest Areas: choose a Category for the Article to be assigned to. This is how Articles are distributed throughout the website. Note: you must assign an Interest Area to save and continue.
Settings for Plugin Display: for advanced use. Designs the layout of the Articles. Set-up by Clubessential.
Image Source: if the Article display is using a thumbnail image, add an image here. This will launch the Image Explorer, so an image can be chosen.
Double Click on the image to add it to the Image Source.
Once the image is added, you will see the thumbnail in the Image Source section.
Image Link URL: add event, document, page, or hyperlink.
Full Article Link: this is the ‘read more’ text that will display on the on the Article Quick View Display. This may be set to a desired text. Example: Read More, Click Here, Continue, etc.
Full Article Link in Quick View Display:
Date Style: set-up by Clubessential, but used for the Article Quick View display.
Save to continue to add content to the Article.
A Click to Edit will now appear beneath the Add Article Interface. Open the Click to Edit to access the Axis Editor to begin adding content.
Once the Axis Editor is open, open content, imagery, and hyperlinks to create content. Save in the Axis Editor when finished.
Save again in the Articles Interface.
Best Practices
Try to post weekly Articles so content is fresh and new. Since Articles can be written ahead of their actual post-date, this allows for Articles to be written in advance.
If you haven’t written an Article in awhile, do not draw attention to this fact in your next post. This will remind users that you have not written, which is unnecessary.
Articles are a great resources for news and blog items. Keep the content concise and interesting. Enhance the content by adding imagery and hyperlinks.
Use Interest Areas appropriately so the right content is getting to the right crowd. If you need additional Interest Areas set-up, Clubessential can assist by adding these at any time.
Change the Author to the Club Name so the posts are all coming from one source. If the post is from the President, however, be sure to change the Author to the President’s name. Whomever’s account you’re signed into will automatically pull the name into the Author box until changed.
You can remove Articles from the Archive tab if needed and publish again. To do this, simply navigate to the Archive tab and click Edit under the Article name. From here, you can update the post and expiration date as needed.
Members are unable to see the Unpublished Tab. This tab is only for Admins and Editors.
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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