Office - Config - Mobile Ordering Menus

Owned by Benjamin Hacker
Last updated: Mar 22, 2023
7 min read

Table of Contents

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

  • Admin

Accessing the Tool

Launch into your Mobile Point of System, enter your Pin.

  1. Select the Flyout Menu

  2. Choose Mobile POS Config

  3. Choose Mobile Ordering

  4. Select Menu Tab

Configure Mobile Ordering Area Settings and Adding a Menu

Once You have created the Mobile Ordering Area, select the Menu Tab then select the New Icon to start building out your Menu and setting Area preferences. 

Creating the Mobile Order Menu

  1. Name - Provide the Mobile Menu Ordering Location with a Name.  This may be the same or different name as the Area, and is the name Members will see for the Area on the Mobile Ordering application.

  2. Attach this Menu name to the Mobile Order Area you created

  3. Select Add button to Create a new Menu Category.  

Category Options and Adding Items to the Menu  

Within the Category Settings you can: 

  1. Name the Category

  2. Add Items to the category. 

  3. You will select the Items synced from CMA, 

  4. You can change the Display Name 

  5. Add a Description Hit the Add Item button to add as many items as you wish 

  6. To remove an item simply select the Trash Can icon to the right of the item description

Once your Items and Categories are complete, now it is time to Set the rules for the Mobile Order Area by pressing the Menu Preference Button.

Interval

  1. Pick Up Interval - This field determines how many times show in the available Pickup time for the order.  If set at 5 minutes, available times will be 9:30, 9:35, 9:40, etc. If set at 15 minutes, available times will be 9:30, 9:45, 10:00, etc.

  2. Max Orders per Interval - Checking this box will allow for the number of orders per interval to be limited to allow for an even flow of tickets to the kitchen, ensuring all orders taken can be completed. Marking zero (0) orders per interval will leave the amount unlimited.

  3. Send before pickup - This setting determines how soon before an order is to be picked up, that it will fire to the kitchen.  For instance, if an order is placed at 11:20am, to be picked up at Noon, and this setting is set to 15 minutes, the order will auto-fire to the kitchen at 11:45am, 15 minutes before the time it is to be picked up.

  4. Future Order Menu - If checked, Allows members to select a future date when placing their order via Mobile Ordering (often used for catering). When this box is checked, both Minutes before pickup to send must be indicated as well as

  5. Future order hours to prep which indicates the number of hours in advance an order must be placed prior to pickup. This allows Clubs to prevent members from placing a large catering order without giving the Club enough preparation time.

  6. Future Ordering Menus now allow users to limit the number of days in advance that an order can be placed for any given menu.

Notification Templates

  1. Select the Confirmation Template you wish to use for order Confirmations

  2. Select the Ready Notification Template you wish to use to let your members know an order is ready for pickup

Options

  1. Kiosk Menu - Enables this menu to be visible in Kiosk Mode.  Checking this setting will remove this menu visibility from the mobile app and this menu will only be available on Mobile Ordering kiosk devices.

  2. Background Image - Set the image that you wish to display in the background of the menu. 

  3. Admin Notification Email - Define an admin email address to receive an automatic email each time a new Mobile Order is placed.

Display

  1. Display Gratuity on Checkout - Allows members to add gratuity when checking out in Mobile Ordering

  2. Display Message on Checkout - Allows members to add a general message to a Mobile Order on the checkout screen

Display Cover on Checkout - Allows members to add a cover count to their Mobile Order and enter how many individuals their order will serve.

Allow

  1. Allow Special Instructions on Items -  Allows members to add any notations they want to let the club know about on individual items. 

  2. Allow Carry Out - Check this box to allow pickup from this location.  If this box is not checked, the option to select Pickup will not be provided to Members when placing their order.

  3. Allow Delivery to Club Location - Allows for delivery to predefined locations as set in CMA. When this feature is enabled, you will get an additional window (Club Locations) that pops up that allows you to input and designate specific locations where members are able to select delivery to. These options would then appear on the mobile ordering menu at checkout if the member selects that they want it delivered. The member would then have to select wherever they want that delivered. Please see Member Access - Mobile Ordering on the App for more detail.

Next we need to schedule our Menu, select the Schedule button.

Schedule

On the Schedule button you will enable the day and time settings for each day of the week. Complete the screen as follows:

  1. Enabled - Checking this box opens the menu for that specific day.

  2. Visible- Choose if you want this menu to be visible all day or if you want the visibility to be timed. 

  3. Visibility Start and End Times -  If this menu is not visible all day, enter the appropriate start time and end times this menu will be available. Menu will not be available outside of the window specified here.

  4. Accepting All Day - Setting this to the Accepting box allows members to place a Mobile Order under this menu all day for that specific day. 

  5. Accepting Start and End Times -  If this menu is not accepting orders all day, enter the appropriate start time and end times this menu will accept orders. Menu will not be available outside of the window specified here. The End Time will appear on the Menu selection screen.

  6. OK to save the Schedule

Excluded Member Types

  1. Check the box to exclude Member Types from this Mobile Order Menu

  2. OK to save changes

Edit/Duplicate/Delete Menus

  1. Select the Menu you wish to Edit/Duplicate/Delete

  2. Edit the Menu

  3. Duplicate Menu (Give Menu a new Name)

  4. Delete the Menu (Confirmation if you wish to delete)

Finalize Configuration

When all settings have been configured for the area, click Save and Close to finalize configuration.

Best Practices

FAQs

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

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

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

    • 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.

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

    • 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.

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

    • 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).

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

    • 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.

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

    • The menu start/end times and the pickup times you are allowed to choose are all based upon the time zone of the club, not your current local time zone.  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.

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

    • 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.