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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. Communicating with your entire membership at once is sometimes the best method, especially when sending out important communication that is relevant to all members. When communication only applies to a group of members, it is best to use target marketing in emails to effectively deliver the message. In order to use target marketing, Dynamic and Static Groups should be employed. Dynamic Groups automatically add members based on defined rules from the Directory and accounting system. Static Groups are created by manually adding members, or allowing for opt-in/opt-out groups. 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 goalsDynamic and Static Groups are best used when using target marketing to send detailed communication to member groups. Dynamic Groups are set by defined rules that pull from the Directory or accounting system. Dynamic Groups may be groups such as: birthdays this month, balance overdue, or membership type. Static Groups are created by manually adding members to groups, but these groups may also be opt-in/opt-out, so that members may choose to be included in the group. Static Groups may include: Bridge Club, Board of Directors, or to receive a monthly Social Newsletter. |
Video
This video contains highlights from a training Webinar given on the Dining Unification process Dynamic and Static Groups.
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
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?
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Group Definitions
Static Group: groups that include specific members that were placed there manually. These can be inclusion or exclusion groups.
Static Opt-In Groups: special static group that allows members to opt-in to the group. Members can opt-in/opt-out by accessing their Profile page in the Member Directory.
Dynamic Groups: groups that automatically include members based on rules you define from the Directory or accounting system.
Note: in order for any of these groups to work properly, all information in the Member Directory must be up-to-date.
To access Static & Dynamic Groups follow the steps below depending on your access role.
Admins: Hover over Admin bar in the left hand corner of the screen, select Dynamic Groups or Groups. Note: these are linked in the same interface, so you can toggle between the two once you either click Dynamic Groups or Groups.
Editors: Hover over Admin in the main navigation, select Main Tools, and then Inbox/Groups.
The following Groups Interface screen will launch depending on which path you choose, either Dynamic or Static.
From Dynamic Groups:
From Static Groups:
Since both groups are in the same interface, use the tabs to toggle between either Static or Dynamic Groups:
Static Groups
Static Groups Interface
Inclusion Groups: lists all groups that are Inclusion Groups, meaning any member in this group will receive communication sent to this group.
Exclusions Groups: lists all groups that are Exclusion Groups, meaning any member in this group will NOT receive communication sent to this group. By default, anyone NOT listed in this group will receive communication. This is rarely used, and is usually on used if a select few people wish to NOT receive communication sent to ALL MEMBERS.
Adding Static Groups
Click the Add Group link.
The Add Group Interface will show as follows:
Add a Group Name, which should be detailed based on the type of group.
Add a Description if desired, which would be a few sentences explaining the group.
Choose a Group Type, Inclusion or Exclusion.
Check the Opt-In Group box if members are allowed to Opt-in/Opt-out of the group.
Show Member Listing will allow members to see who belongs to the group.
Allow Invitation by Members gives members the authority to invite other members to the group via email.
Only Allow Actions If in Group gives the above permission only if the member is in the group.
Choose a Group Category if categories are created to organize type of groups.
Click Create Group to continue.
Click ‘Click here to Continue’ to add members to the group.
You may now begin adding members to the group using the Add Members Interface.
Click Add Members to Group to pull up the Directory Listing.
This will bring up the Select Members Interface.
Scroll through the member name display and click on the member’s name in the Available Members column to move the member to the Selected Members box.
By default, only members with a last name starting with A will appear. Use the ABC… box to choose a different letter to continue to add members.
You may also use the Search Box to search for members by last name, member number, or email.
Once all members are added, click Save Group Members to add the members to the group.
You may also create a Staff Only Group by following the same above steps, but add Staff by clicking on the Add Staff to Group button.
To Remove Users, click on the box next to the user’s name and then click the Remove Selected Users Box.
Members Joining Opt-In Groups
Members can join Opt-In Groups in several ways.
Opt-In Groups will show on member’s profiles, so they can easily join and leave groups.
You may also add an Opt-In Group Plugin to a designated page(s) to market groups. Clubessential can assist with adding this plugin to a page as needed.
Newsletters are another great way to advertise Opt-In Groups, and offer a way for members to opt-in/opt-out of various groups. At the bottom of every Blast Email will be an Unsubscribe Link.
The Unsubscribe Link will take the user to a list of all Opt-In groups, whereupon they may update what groups they are in.
Emailing Static Groups
Emails can be sent to Static Groups in two ways, either from the Groups tab or by using the Compose Email interface.
To send from the Groups tab, click on the group name in the Groups tab.
Next, click on the Send Group Email link.
This will bring you to the Compose Email Interface where you may compose your email.
To send from the Compose Email, go to the Compose Email Interface.
Click Add Static Groups link.
This will bring up the Select Groups Interface.
Scroll to find the desired Static Group and click the Static Group name to move to the selected groups box.
Click Update Groups, to then begin composing the email.
Dynamic Groups
Dynamic Groups Interface
The Dynamic Group Toolbar allows for several options:
Add New Group
Save
Save and Close
Close Out
Export Group: this will allow us to export group information in a new window, or export to CSV.
Send Email to Group: this will take us to the Compose Email Interface to email a specific Dynamic Group.
Make Group Static: mostly used by Clubessential to create special groups for page permissions.
Group Explorer: is where all of the groups are housed.
Available Fields: is where options for creating group rules are located.
Adding Dynamic Groups
To add a new Dynamic Group, click the Add Group Button (Green Plus Sign).
Add a Name for your Group. Note: this should be detailed to what type of members are in this group (ex: Male Golf Members).
Next, click Save and Close.
Click the Group Explorer tab.
Scroll to find the group, and then drag the group to the center of the Dynamic Group Interface.
Next, open the Available Fields tab by clicking on it, which will list all applicable areas from the Directory and accounting system.
Choose the appropriate rules needed by dragging them to the center of the interface. Once all rules are added your screen should display the rules in the center of the Dynamic Group Interface.
Once all rules have been added, click the Save button and then Export Group to verify the right members were added.
This will take you to the Export Group Interface.
Click Available Fields, to choose which fields to export. (Ex: first name, last name, member number, membership type). Then choose Run or Export.
- Run will allow you to review the results in the browser.
- Export to CSV will create a CSV export. This is especially useful for off-site data entry or tracking.
Emailing Dynamic Groups
Emails can be sent to Dynamic Groups in two ways, either from the Dynamic Groups tab or by using the Compose Email interface.
To send from the Dynamic Groups tab, click on the group name in the Dynamic Groups tab and drag to the center of the screen.
Next, click on the Send Email to Group button.
This will bring you to the Compose Email Interface where you may compose your email.
To send from the Compose Email, go to the Compose Email Interface.
Click Add Dynamic Groups link.
Scroll to find the desired Dynamic Group and click the Dynamic Group name in the Available Dynamic Groups column to move Group to the Selected Dynamic Groups box.
Click Update Groups, to then begin composing the email.
Best Practices
By using Dynamic and Static Groups, effective target marketing via the Blast Email System can be achieved. The more groups available, the easier it will be to ensure that the right people receive the right message. This should also increase email open rates as users are not bombarded with messages that are not relevant to their interests.
Special Dynamic Groups may need to be set up to create certain recurring emails. For instance, if you’re looking to create a group that pulls members between the ages of 35-45 years of age, this is a Special Dynamic Group that must be set up by Clubessential.
Want to send out various Newsletters to your membership? Create a Static Group that is an Opt-In Group so members have the choice of receiving the communication. Don’t forget to Cross Market on your Newsletter as members may have varying interests.
Trying to target members who bought a particular beverage or food item? This can easily be done using Dynamic Groups since rules are based upon information from the Accounting System and the Directory. By creating a group of members who purchase a particular beverage or food item, you can then target that group again for specials or certain events based on their purchasing choice.
Downloadable Guide
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