Mobile App - Mobile Ordering - Club Access Via Mobile POS

Owned by Kelsie Livingston
Last updated: Feb 22, 2023 by Emily Carlson
5 min read

Overview

Mobile Ordering empowers your members to quickly and conveniently order food from your Club’s Mobile App, for pick-up or delivery (optional) at Club locations. Because mobile ordering directly integrates with your Clubessential Office system, orders entered into the Mobile Ordering application appear in the Mobile POS system, and fire the related tickets to the kitchen/bar printer(s) seamlessly. Setup and configuring Mobile Ordering is done in the Clubessential Office Management System. Additionally, because the app fully integrates with the Office system, Member Profile information auto-populates notification contact info for Member’s ease of use.

Required Permissions

  • Administrator

Club Access via Mobile POS

Club staff with proper permissions can access the Mobile POS terminal dedicated to mobile ordering, and view all Mobile Ordering orders from the Mobile Ordering tab.  

Activating Mobile POS on a Device

  1. First, the user will need to activate the device that will be used for the Mobile Orders by opening the activation email on the device that is to be activated.

  2. Click activate your account link embedded in email.

  3. Establish Password, confirm Password, and click Activate to continue.

  4. Once activated, the user can log-in to Mobile POS.

Mobile Ordering Tab

  1. Within the Mobile POS, users can view, print, edit orders, notify Members, and/or settle the ticket from the Mobile Ordering tab.  When viewing Mobile Order Tickets, users will see the open tickets.

  2. Navigating back to the Mobile Orders tab you will see a pick-up time. This pick-up time will determine when orders are sent to the kitchen. The send frequency configured on the menu in the back Office system will automatically send orders to the kitchen, dependent upon the send frequency entered (in Minutes). For example, if the send frequency is set to 15 minutes and the order is scheduled to be picked up at 12:35 p.m. the order will automatically send to the kitchen at 12:20 p.m.

Notifying a Member Their Order is Ready

  1. Once food is ready, send order notification to Member.  Click box next to the member name, and then click Notify.  Notification mechanism selected by Member when they ordered (SMS or email) will fire, and they will be alerted their order is ready.

  2. Once a member is notified, a notification Icon will appear next to their name.

  3. When the member arrives to pick up their order, the User can select the applicable order from the mobile orders tab, review the order, and make modifications as necessary.  

More Info Button

  1. Users have the option to view More Info on a Mobile Order. The More Info button will populate information regarding the Mobile Order including ticket number, Member, ticket creation time, mobile ordering menu, mobile ordering pickup location, mobile ordering pickup time, mobile ordering contact info.

  2. Once the User selects the applicable order, all items the member ordered within the Mobile Ordering tool will automatically populate into a ticket.

Modifying an Order

  1. If modifications to the order are necessary, the User can click the arrow next to the item to expand an additional window to make modifications as required.

  2. Additional items may be added to the order (if required) by using the Main order screen.

  3. If edits are made after initial ticket has fired to the kitchen, click Send to resend order to kitchen.

  4. Settle Order to the Member Account by selecting Charge, or Cash as applicable.  If interested in Credit Card Payment option, please contact your Clubessential trainer for more information.  If desired, receipt may also be printed. Staff may click Exit to return to main screen.

Additional Resources

Mobile Ordering - As a Member

Mobile Ordering - Configuration

 

Best Practices

  1. When creating Menus, add items that typically take approximately the same amount of time to prepare for smoother operation.

  2. Ensure Member information is up to date within the back Office software to allow for a smooth and accurate order process for the member.

  3. Clearly define all item descriptions, menu areas/locations, hours of operation, and settings.

  4. Host an mobile ordering kick-off event to encourage Members to place their first order.

  5. Track usage to validate your ROI.

  6. Assign a ‘dummy’ or placeholder Employee Account to the mobile ordering system, that way no one employee is responsible for all orders.

FAQs

  1. We are not equipped to provide delivery services at our Club.  How can I prevent Members from choosing the delivery option?

    1. Ensure the setting marked Allow Delivery to Member location is not checked in the Area’s mobile ordering setup screen.

  2. How can I ensure Members are not able to select a time for pickup for the first 30 minutes after an area opens?

    1. Ensure the Minutes after start time before first pickup field is set to 30 in the Area’s mobile ordering Setup screen.  If Area opens at 11:00am, and this setting is 30, first available pickup time would be 11:30am.

  3. How can I ensure tickets fire to the kitchen appropriately (based on pickup time)?

    1. Ensure the Minutes before pickup to send field is set to the appropriate time period desired in the Menu setup screen.  If order is set for pick-up at 11:30am, and menu takes 15 minutes to prepare, set Minutes before pickup to send field to 15 to ensure ticket prints to kitchen at 11:15am for appropriate prep time.

  4. Can my mobile ordering menu differ from my regular menus for the area?

    1. Yes, mobile ordering menus may be customized to include different items and/or fewer items than the Area’s normal menu.  Additionally, Items on the Menu may have custom names (overriding the default Item Name).

  5. How long does it take for changes I make to setup/configuration (menus, etc) to show up in Mobile Ordering?

    1. The time it takes for changes in Office to show up in the cloud (whether in mobile POS or mobile ordering) depends upon the Sync Frequency setting in Office. If you run CMA and click System -> System Settings -> Web Site -> Office Cloud, above the endpoint listing you'll see a text box that says Sync Frequency. This is how often, in minutes, changes in Office are pushed to the cloud.  Additional delay due to caching expiration could add an additional minute to the sync time designated in the previous setting. Therefore, if in Office Sync Frequency is set to 5, changes in Office to mobile menu configuration will show up in the cloud in, at most, six minutes.

  6. What if I am in a different time zone than my Club, but want to place an order for later that day?

    1. The menu start/end times and the pickup times you are allowed to choose are all based upon the timezone of the club, not your current local timezone.  If you go to order food from your phone and you're standing in an Eastern time zone, but the club's CMA instance is set to the Pacific time zone, then the times you are allowed to pick from will be using a Pacific time zone.

  7. If my Club's iPad itself times out would orders stop sending to the kitchen? 

    1. Orders are sent to the server whenever the member orders food on their phone. No iPads/devices need to be signed in to mobile POS for those orders to be sent.