Overview
The Unified Platform allows Clubs to manage their Activities seamlessly across their (back) Office/CMA, Axis-Website, and POS applications; ensuring Administration, Club Staff, and Members have the tools they need to set up, register, and manage activities at the Club (Courts, Lessons, Fitness, Personal Training, Spa, Pool, etc.) Use Case(s) Clubs want to allow Members to register for club activities (i.e. reserve a court time, book a tennis lesson, register for a fitness class, book time with a personal trainer, reserve time at the pool) utilizing the Club's on-line Courts/Lessons/Activities Reservation system and have those reservations fully integrate with the Club's back Office/CMA and POS products so that Club Administration, Management and Staff have full visibility into all activity reservations via the POS system and have the ability to fully manage those reservations via the POS (changes, additions and deletions) as needed. In addition, Clubs need the ability to convert those reservations to POS tickets that can be charged to the Member. Notes:
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Content
Registering for Activities
As a Member
Navigate to the area of your Club Website set-up specifically for booking the activity you want to participate in, or reserving the court/fitness room/spot you want to secure. Examples from Clubessential's Grand Key Club Demo site are listed below.
Select the Activity you want to book.
Complete the reservation for the Activity.
As a Club Admin
Navigate to the Admin Dashboard for the activity that needs to be booked.
Select the Activity to be booked.
Complete the reservation for the Activity.
Activities within Mobile POS
Navigating to Activity Reservations
To view Activity Reservations within the Mobile POS, log in and select the device associated with the area of the activity. Any activity associated with that area will be displayed in Mobile POS.
Once logged in, navigate to the Activities tab.
The date will default to today's date. To select a date other than today, click on the Calendar icon.
Select the appropriate Activity Reservation option from the dropdown list. Any Activity Reservations associated with the area will be available for selection.
All reservations for the Date and Activity Reservation option will be displayed. Groups of members/guests who share one reservation will appear on the same line. Members will be displayed with their member number preceding their name. Guests (TBA and specific names) will display with their name only.
Converting Reservations to Member Charges
To convert a reservation to an Open Ticket, click on the desired reservation or click the check mark next to the desired registration and select Create Ticket.
Select who is paying for the ticket. (Only Members will be listed as options.)
Select who is being paid for. (Both Members and Guests will be listed as options.)
In the example below, Sam Cross is paying for 3 Members: himself, Tommy Alston and Gabby Bowden.
A ticket will be opened. Items can be added as desired and the ticket can be closed based on the Member's payment preference.
When at least 1 ticket has been opened for a reservation, but that ticket has not yet been settled, the reservation will change from white to yellow in color.
When some participants have been paid for, but some still need to pay, the reservation will remain yellow in color but the Paid count will reflect how many participants have settled.
When all participants have been paid for, the reservation will appear green in color and the Paid count will equal the Participants count.
When creating another ticket for a reservation where only some of the participants have been accounted for (meaning that some of the participants have already been included in an open ticket or a closed/settled ticket), the system will only allow the new ticket to be created for the participants that have not yet been accounted for. For example, earlier we created a ticket for our 5:00 PM reservation and indicated that Sam Cross was paying for 3 of the 4 participants: himself, Tommy Alston and Gabby Bowden. That means Mark Bacon is the only participant remaining that has not been accounted for. When we click on this reservation to open another ticket, Mark Bacon will be the only participate listed for the who is being paid for option. The other participants will only be listed in the who is paying option. (Note: All members included on the reservation are always listed as options for who is paying. This list never changes.)
After creating a ticket for Mark Bacon and settling it, the reservation will change to green in color indicating that all participants have been paid for.
The settled tickets can be found under the Closed Ticket tab.
Re-opening a Closed Ticket for an Activity Reservation
A ticket associated with an activity reservation can be re-opened when necessary by navigating to the Closed Tickets tab and selecting the ticket to be re-opened.
When re-opening a ticket for a reservation that was previously settled for all participants, the reservation will change from green to yellow in color on the Activities Tab indicating that not all participants have been paid for. In this example, Mark Bacon's ticket #8851 associated with the 5:00 PM reservation was re-opened which caused the reservation to change from green to yellow in color. In addition, the Paid count changed from 4 to 3.
Taking it a step further and re-opening Sam Cross's ticket #8843 as shown below...
will result in the Paid count changing from 3 to 0. The reservation will remain yellow in color since there are still open tickets associated with it.
Deleting an Open Ticket for an Activity Reservation
Open tickets associated with an activity reservation can be deleted when necessary by navigating to the Open Tickets tab and selecting the ticket(s) to be deleted.
When deleting all open tickets associated with a reservation, the reservation will change from yellow to white in color on the Activities Tab indicating that no tickets have yet been created for the participants included in the reservation.
Making Reservations Using the Admin Dashboard
Website Administrators with rights to access the various Activity Admin Dashboards have the ability to access the dashboards from their Mobile POS device. From the Activities tab, select the Activity Reservation option of the dashboard you want to access, then click the Admin Dashboard icon.
You will be single-signed into that particular Website Activity Admin Dashboard where you can perform all the actions necessary to manage reservations. It will open within a separate tab on your tablet or computer. To navigate back to the POS screen, select the POS tab.
