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Overview
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Tee Times can now be accessed via the new Mobile POS as well as in Classic POS. These options allow Staff the freedom to Settle Tee Time charges from anywhere at the club, even at the first tee, with seamless integration across platforms. This guide covers how Check-In and Payments works for both Mobile POS and Classic POS.
Please Note: Classic POS is the main POS program; tickets created in either Mobile or Classic can be edited, closed, or reopened in Classic POS. Whereas Mobile POS tickets can only be accessed, closed, edited, or reopened only in Mobile POS. Use Case(s)
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Content
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Accessing the Tool
Mobile POS
To access Tee Times on Mobile POS
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1) Navigate to the Point of Sale module from the left user menu in CMA and select Messages.
2) The POS Messages Grid will launch.
3) The primary functions associated with managing POS Messages are embedded in the POS Message setup screen, which can be accessed by double-clicking on an existing Message, or clicking the New button.
Creating a New Message
To create a new Message,
Navigate to the POS Messages Grid and perform either of the following to launch the POS Message setup screen:
a. Click the New icon on the toolbar.
b. Right-click anywhere on the POS Messages Grid and select New.
The POS Messages setup screen will launch.
General Information
Complete Information as shown/listed below.
1) Subject - Enter the Subject of the POS Message.
2) Body - Enter the Body of the POS Message.
3) Expiration - If the message has an expiration date, enter it here.
4) Urgent - If checked, Urgent will display on the message in POS.
5) Delivery - If checked, a Delivered button will populate on the message in POS. If selected, the message will not show again when the member is selected, or an employee signs in to the POS.
6) Conditional - If checked, additional options will populate to specify the conditions of the message.
7) Enable Area Filters - If checked, an additional tab will populate called Areas. If the message should only show in certain areas, please specify the applicable Areas on this tab.
8) Form - Only applicable when Conditional is checked. Leave this set to Close Ticket.
9) Condition - Only applicable when Conditional is checked. Leave this set to Cover Count Greater Than.
Member Specific Messages
A member specific message will show when the member is assigned a ticket at the POS. To specify the member(s) to receive the message:
Navigate to the Members tab and select the applicable members. Use the Select All or Un-Select All features in the right-hand corner, if applicable.
Again, when the member is assigned a ticket at the POS, the message will appear.
Employee Specific Messages
An employee specific message will show when the employee signs in to the POS. To specify employee(s) receive the message:
Navigate to the Employees tab and select the applicable employees. Use the Select All or Un-Select All features in the right-hand corner, if applicable.
Again, when the employee signs into the POS, the message will appear.
Conditional Messages
The Office system allows the user to create a Conditional Message that will populate on the Close Ticket screen in POS, when a ticket exceeds a specific Cover Count.
To create a Conditional Message, follow instructions shown/listed below.
1) Enter the Subject and Body of the message as normal.
2) Select Conditional.
3) Enter an Expiration date if applicable.
4) Form - Leave this set to Close Ticket.
5) Condition - Leave this set to Cover Count Greater Than.
6) Value - Specify the Cover Count that needs to be exceeded for the message to appear.
Now, when a ticket at the POS has a Cover Count of 8 or more, a message will appear when the server selects Close Ticket.
Delivery Messages
Delivery Messages can be used to alert staff to provide a one-time message to a specific member.
To set up a Delivery Message, follow instructions shown/listed below.
1) Enter the Subject and Body of the message as normal.
2) Select Delivery.
3) Enter an Expiration date if applicable.
4) Select the member(s) that will trigger the message on the Members Tab.
Again, when the member is assigned a ticket at the POS, the message will appear. However, for a Delivery Message, there will be an additional option called Delivered. Select this field when the message has been delivered to the member. After delivered is selected, the message will no longer appear when the member is assigned a ticket at the POS.
This is mostly used to prevent the member from receiving repeated messages.
Best Practices
Oftentimes, it is a good idea to establish a general format for writing messages to increase your Staff’s ability to easily understand communicated messages. For instance, if a Member has a food allergy, use, “Attn: Dining - Food Allergy” to preface the message. Or for All Employee messages, include that it is an all employee message by starting the message with “Attn: All Staff” and then append the nature of the message prior to adding details - ie., Attn: All Staff - Monthly Meeting”. Using specific formats to highlight the audience as well as the topic can train staff to quickly and consistently interpret your Club’s messages.
Keep tabs on your messages to ensure they are reaching the appropriate parties. To identify whether or not a message has been viewed or delivered, open the message in CMA and review the columns next to the assigned Employees or Members.
FAQs
Q: Can I assign a message based on Membership Groups, rather than individual Members?
A: While POS messaging is a very useful way to deliver messages to Members, Member Groups do not integrate with POS Messaging. Utilize other methods of communication to reach targeted groups of Members such as blast emails, notifications, or text messages.
Q: If more than one message is assigned to an Employee/Member, will both messages display?
A: Yes, messages will display one at a time, until all assigned messages have been shown and acknowledged.
Downloadable Guide
, Users will click on the newly added Tee Times tab, as seen below in a retail Sales area. If you use the Clubessential Tee Sheet and you do not see this option, please contact us.
The Tee Times tab will open the weekly view of the Tee Sheet. Upcoming booked Tee Times will show here with all pertinent Reservation details. Click a day to switch dates. The tee time or individuals can be tapped to show the menu options to Create a Ticket or to Member Charge, as shown below.
Tee Time booking details include the Member or Guest Name, Round Length, Course Transportation Fees, and any Greens Fees or Guest Fees, as seen below.
Tee Times shown in blue mean that they have not been charged yet.
Please Note: While Classic POS knows which reservations were paid for in Mobile POS, previewing a ticket that was generated in Mobile POS, must be done through Mobile POS itself.
Check-In and Charge
To check-in and charge a Member or Guest, Staff has two options:
Select individual players by tapping the checkbox to the right of the Player’s name.
Tap the time listed on the left, which will select all Players for that specific tee time.
Payments
Payments can be handled by Member Charge or Creating a Ticket.
Member Charge - This option will allow the User to select multiple Members, select Member Charge, and the system will then create a ticket for each Member and charge the ticket to the corresponding accounts.
Create Ticket - This option will create one ticket for each Tee Time and assign it to the reserving Member or first Member on the Tee Time. The Member can be changed from Mobile POS Payment screen. To change the member, click the + sign and choose Change Member.
Once Members are Paid in Mobile POS, their booking will now appear in yellow on the Tee Times tab. If the booking has not yet been paid it will reflect in blue here.
Tickets that have been paid in Classic POS will show here in gray. There is no check box for these as you are not permitted to take action on these within the Mobile POS-only in Classic POS where it was settled.
All settled Tee Times are reflected on the Full Site Tee Sheet with a green dollar sign showing they have been paid, as seen below.
Please Note: Tee Times that have not been settled will show the red dollar sign.
Guest Charges
When in Mobile POS and using the Member Charge functionality with a mixed booking of Members and Guests, the system will clarify who is paying for each guest, as seen below.
Admin Notes
When Admin Notes are added for a tee time, they will display beneath the booking, as seen here.
Classic POS
Tee Times are visible in the Classic POS under the Tee Times tab.
All Tee Times are listed here by Date and can be filtered by Course as well. Tee Times that have been fully paid for show in darker green and those that have been partially paid show in yellow. You can use the Filter dropdown to remove those groups that have fully paid by clicking Filter and choosing Not Paid.
To settle a Tee Time booking within Classic POS, select the Tee Time from the main tab; this will begin to create a ticket.
Create Ticket allows the User to select which Member is responsible for charges and for who. Once that is selected, the User can then settle the ticket within Classic POS.
Settlements remain the same for Classic POS. Member Charge and Create Ticket both function as normal and will automatically sync and show as Paid in the Mobile POS Tee Times tab.
CMA/Classic/Mobile POS
All systems work together synchronously. Mobile POS and Classic POS both reflect all charges upon Settlement.
If a reservation is paid for in Mobile POS, Classic POS will show that the next time the grid refreshes. If you pay for a reservation in Classic POS, Mobile POS will show that the next time the tee sheet refreshes.
For example, when a Member is checked-in and settled via Mobile POS, Classic POS will also reflect those changes highlighting the paid Member(s) in green and listing them under the paid column, shown here.
Further, when the Tee Time is clicked, Classic POS will provide information on where the ticket came from, who paid, and allow the User to view, re-open, or delete the ticket.
Please Note: Classic POS is the main POS program; tickets created in either Mobile or Classic can be deleted or reopened in Classic POS. Whereas Mobile POS tickets can only be deleted or reopened only in Mobile POS.
Email Confirmation
Members can receive a confirmation email upon check-in with an attached receipt if you would like.
The email template, snippets, and content can be edited within CMA. accessible under System Settings, Web Site - Office Cloud, Edit Office Cloud Endpoint, then Tee Times tab, as seen here.
Common Questions and Concerns
Q: How often does the Mobile POS Tee Times page refresh? Are my changes automatic?
A: The Mobile POS Tee Times will refresh on its own every three minutes. You can manually refresh to see changes before that three minute mark by changing dates and then reverting back. We will also be adding a “Refresh” button.
Q: What if we have a Card present transaction instead of a Member Charge?
A: Currently Member Charge is active and we have compatibility with Square on iPads for credit card transactions.
Q: How can I switch the view between courses when using Mobile POS Tee Times?
A: Users can toggle between Courses by the Tee icon in the top right corner of the screen, shown below.
Best Practices
In order to immediately refresh the Tee Times page on Mobile POS, the User can select the next day and then reselect the current day. This will pull in the most up to date data. The tee sheet will also automatically refresh every 3 minutes.
Downloadable Guide