An Area is used to define settings pertaining to a designated location of the Club where transactions will occur. Although Areas are set up during Implementation, occasionally, an area will need to be modified to coincide with operational changes. In this document, we will discuss the various settings to be maintained in an F&B Area. Important: It is NOT recommended to create a new Area without first contacting Clubessential Support. Use Case The main Dining Room at a Club has a new Manager, and slight changes to the original configuration of the Dining Room area will need to be configured. The Dining Room will be moving to a Buffet-only option on the weekends, and therefore will need to adjust the Scheduled Overrides. Additionally, they will be tweaking a few other options, including allowing the Servers to view the Tee Sheet in the Dining Room, and requiring Servers to now enter Comp reasons when comping an item within the area. |
To access Areas,
1) Navigate to System across the top toolbar and select Areas.
2) The Areas Grid will launch.
3) The primary functions associated with managing Areas are embedded in the Area setup screen, which can be accessed by double-clicking on an existing Area.
In this section we will review the various tabs within an F&B Area.
Name - Enter the Name of the Area.
Description - Enter an optional Description of the Area.
Screen Group - Select the Screen Group/ Menu to be displayed at POS for the Area.
Active Layout - Select the Area Layout to be displayed at the POS for the Area (Select a Table Phase).
Tab Payment - Set this field to the F&B Credit Card Charge Settlement Type. This allows the user to hold a guest’s credit card information on the Tab key in POS.
POS Type - For F&B Areas set this field to FnB.
Department - Select the Department to be associate with this Area (Required).
Area Category - Select the Area Category to be associated with this Area (Required).
Manager - Select the Manager of this Area using the lookup (Optional).
Display Order - Select the Display Order this Area should appear in the Select a Table phase at POS.
Note: For the Display Order to work correctly, each F&B Area must have a sequential Display Order. Otherwise, the Display Order will be alphabetized.
Schedule Overrides - This allows the user to override the Screen Group (Menu) that shows in the POS, during a certain time frame for this Area.
For instance, assume the club has a breakfast buffet on Sunday from 8:00am- 12:00pm and they only want the Buffet Screen Group to show during this time frame.
Allow Clock In/Out - Check if employees will be clocking in/out in this Area. When checked, a clock-out button will appear on the POS.
Show Tee-Time as Read Only at POS - Only applicable to Axis clients in F&B areas, if checked, the POS will display a read-only mode of the Tee-Sheet in POS.
Require Ticket Cover Count – If checked, the user is required to select a cover count on every ticket.
Prompt for Cover Before Send - Prompts the user to enter the cover count before sending items to the kitchen.
Prompt for Cover Before Table Select - Prompts the user to enter the cover count before a table can be selected.
In addition, Members can specify any additional Guests accompanying them to the Club. Any applicable Guest Fees will be automatically applied to the Member’s Check-In, as shown below.
Standard Messages can be created to help quicken the order entry process at the POS. These messages can either be Special Instructions or Void reasons.
To create a new message, first, navigate to the Buttons tab, select the New Icon, give the message a Name, Value (This is what will appear at the POS), and a Type. Lastly, select Save & Close when finished.
Please Note: This feature has been updated. Users now must add Reason Codes for Comp and Discounts. This can be accessed in CMA under POS then Reason Codes.
Also, be sure to apply the Reason Code(s) to the correct Area under the POS Reason Codes section.
Special Instructions can be added to items and will appear when they are sent to the kitchen. Any Button created with the Special Instruction Type will appear when the Add Message button is selected at the POS.
Standard Void reasons can also be added when an Item or Ticket is voided.
Void reasons will only show after an Item has been Sent.
Options Include:
Show Member Minimums
Show Credit Book
Show Custom
Show Custom Fields
The Member Filter Tab allows the user to omit certain Member Types from showing in the POS.
To apply this feature, select the correct Area and navigate to the Member Filter Tab. Select the Applicable Member Types. Any members within the Member Types selected on this screen will not show in the POS for the Area they are selected.
To enable the Quick Ticket feature at POS (only applicable to F&B Areas) navigate to the Quick Ticket tab and select the Show Quick Ticket Button at POS.
This option can also be configured to default to the Guest Member if desired. To do so, check the Default to Guest Member check box. Furthermore, the user can enter a Default Cover count for all Quick Tickets.
Also, ‘Quick Ticket’ can be configured to show as the Table Name on the Open Tickets Grid in the POS.
If the Employee Scheduling Module is utilized and the user would like to override the system set employee scheduling rules, please select the Override System Employee Schedule Settings check box.
Once selected, additional options will populate.
Options include:
Close Time - This is the time the Area closes.
Enforce Employee Schedule - If schedules are not currently set to be enforced on a system wide basis and the user would like this Area to enforce employee schedules, check Enforce Employee Schedules.
Allow early clock in - If checked, please specify how many minutes in advance users can clock in.
Allow late clock out - If checked, please specify how many minutes late an employee can clock out.
The Ticket Options tab is where the Send, Pay, and Settle Ticket templates are applied. Please contact Clubessential Support for more information on this tab.
To add/ remove columns from the various grids within the POS, please see the below instructions on each specific grid.
To add/ remove columns on the Closed Tickets screen in System Tools, please navigate to the Closed Tickets Tab and check/ uncheck the applicable columns. Available columns are included in the screenshot below.
To add/ remove columns on the Member History screen, please navigate to the Member History Tab and check/ uncheck the applicable columns. Available columns are included in the screenshot below.
To add/ remove information next to the Member Info button, please navigate to the Member Info Tab and check/ uncheck the applicable columns. Available columns are included in the screenshot below.
To add/ remove columns on the Member Lookup screen, please navigate to the Member Lookup Tab. Current Visible Columns are on the left, and Available Columns are on the right. Assign a column by selecting an Available column and clicking on the Left Arrow. Conversely, to un-assign a column, click on the Assigned column, and then click the Right Arrow.
The order the columns appear at the POS can be arranged using the Move Up/ Move Down feature at the bottom of the selected Visible Columns.
To add/ remove columns on the Open Tickets screen in System Tools, please navigate to the Open Tickets Tab and check/ uncheck the applicable columns. Available columns are included in the screenshot below.
To add/ remove columns on the main Ticket List screen, please navigate to the Ticket List Tab and check/ uncheck the applicable columns. Available columns are included in the screenshot below.
When setting up areas, ensure the settings in the system, align with the best possible operational flow of your respective F&B area. If settings are not necessary/used, ensure they are disabled to prevent staff from clicking unnecessary buttons.
Use settings to provide opportunities for your staff to enhance the Member experience. Settings such as Member Preferences, and/or enabling view-only access to Tee Sheets from the Dining area for planning purposes can increase your staff’s ability to provide a better level of service to your Members.
Q: When settings are changed in the POS, do users need to exit out, and log back into the POS for the changes to take effect?
A: Yes, once changes are made, ensure users exit, and log in to a new POS session to ensure change(s) in settings take effect.