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Mobile - Getting Started

Overview

The Online Ordering tool allows your Members to order food from location(s) you designate, at time(s) you designate utilizing your Club’s CE Mobile App (preferred), Mobile Website, or Website.


Use Case(s)

A Member approaches the 8th Hole Tee Box, and receives the following alert:


 

The Member clicks “Go” to launch the Online Ordering “Order Food” module, selects his/her favorite sandwich from the Club’s mobile menu, and proceeds to place his/her order for pick-up.  The Club has Clubessential Office/POS integration.  The Server/Bartender responsible for Online Orders monitors the Online Orders tab within the POS, and quickly Sends the order for processing upon receipt.  The ticket prints on the prep printers as usual, and the order is prepared.  When the order is ready, the server designates the Ready status on the Online Orders tab.  The Member receives a notification that the order is ready, and picks up the order at the turn.  The Server closes out the ticket.

 

Content

 

Preliminary Configuration Options

When preparing to set up your Online Ordering system, there are a couple areas of preliminary configuration that may need your attention in the event you would like options other than the Clubessential Default settings.

    • Link to Online Ordering

      • Website - Designate the location within your Navigation where you would like the Online Ordering link to appear.  Note: In the event you wish to exclude the link from your Website and allow Members to access only via your Clubessential Mobile App, that is also an option.

Recommendation: Place within your Dining/Social & Dining area. 


  • Mobile App - Where on your App would you like the link located?

RecommendationPlace on your Home Page.


  • Home Screen Background Image (Applies to Website and Mobile App): The three available options for populating your Background screen are as follows:

    • Option 1 - Salad


    • Option 2 - Burger


    • Option 3 - Steak


Please let your Project Manager know if you prefer an option other than the one that was loaded.

Online Ordering Concepts

 The backbone of the Online Ordering system is equivalent to that in Office.

    • Items - These are what a Member will order (ie - Hamburger, Caesar Salad, Calamari).

      • Modifier Groups - Groupings of Modifiers that are attached to Items to help designate Member choices such as Cooking Temps, Sizes, Sides, Toppings, etc).

        • Modifiers - Individual options (or data set) that will be grouped together in a Modifier Group. (Ie - Well Done, Medium, Rare, Large, Medium, Small, Lettuce, Tomato, Pickle, Chips, Fruit, etc).

    • Categories Groups of Items (Appetizers, Salads, Sandwiches)

    • Menus Designed List of Categories (and related Items) available for Ordering, assigned to one or more Locations, containing hours of availability (ie - All-Day Menu, Afternoon Lite-Bites).  Depending on hours, one or more menus may be available at one time, and are selected by your Members when placing an order.

    • LocationsPlaces at your Club that online ordering is available.  Will be selected when Members place an order.

    • Type of Order Pick-Up, Delivery at Club, Delivery at Home.  While these three options can be accommodated, your Club may choose to enable or disable the Delivery options.

Therefore, when your Members place an online order, they will designate what type of order they are placing (from the available types), will select from the (available) Location(s), will choose from an available Menu at that Location, will select a Category from that Menu, will choose an Item from that Category, will designate Modifiers included in the Modifier Groups attached to that Item(s) selected (if any), will repeat as necessary, and will finalize their order.  To ensure the process occurs seamlessly, both your Operations & POS Systems as well as your Online Ordering Administrative Settings must be populated and configured.

Configure Operations & POS Settings

Endpoint Editor Settings

To integrate the Online Ordering module with the Operations system, perform the following steps.

 Launch Endpoint Editor

    • Click System, System Settings, expand the Web Site section, click on Clubessential, and double-click the Club Url to launch the Endpoint Editor.



Enable Online Orders within the POS 

    •  Within the Endpoint Editor, check the Enable Online Orders in POS option.

    • Then, designate the number of minutes to automatically send online orders to the kitchen before pickup.


Specify Categories for Syncing

  • Ensure the Categories (and by default related Items and Modifiers) to be synced over for the Mobile Menu are selected.

  • Select the Lookup box, place a check next to the Categories to Sync, and click Select.

Save Changes

    •  Then, click green check mark to accept changes.


    • Finally, Save and Close out of System Settings.


 

Once changes are saved, the system will recognize the changes made and a sync to the website will occur within 15 minutes.  Online Ordering Tab will now be available for Area enabling within the POS System, and all Categories designated (along with their respective Items (and attached Modifiers (if any)) will sync over for use in Online Ordering Setup.

Area Settings

Next, designate the Areas of the Club where the Online Ordering will be available.

Launch Areas

      • Click System, Areas.

      • Double-click on an Area to open the Area Setup Screen.


Within the Area Setup Screen

        • Click POS Options.

        •  Check the Show Online Order Tab in POS option.

        • Click Save and Close to save changes and return to the Areas grid.  


Repeat Area setup for any area that will available for online ordering.

Terminal Settings

 Once Areas have been established, ensure the Terminal(s) that will be accepting the Online Orders have the proper settings.  You will want to ensure these terminals do not go to sleep, or exit to listener (login) mode.  To do this, go to Terminals, and select (double-click) on the Terminal you wish to edit.

Next, set the Timeout to 0 (to disable it), and ensure the Exit to Listener on Send setting is unchecked.  Save and Close when finished.


Configure Online Ordering Settings

Once Office has been configured, set up the Online Ordering System (on the Website).  Online Ordering Administrative functions are contained within the Online Ordering Admin tool.

Security

Staff

 To grant Online Ordering Administrative access to another Staff Member (who is not a Website Administrator) at the Club:

      • Click on Role Security from the Admin menu.


      • Right-click on the Dining: Online Order Admin role.


      • Choose Grant Role to Site Users.


      • Search for User to populate options in the Available Users column.  Click on User (in Available Users column) to move them to Selected Users columns. and click Return Results to finalize security assignment.


Members

Initially, the online ordering menu system will only be visible to Website Administrators and assigned Staff until you have set up, tested, and instructed your project manager to make the link visible to Members.

Accessing the Tool

To access the Online Ordering Admin tool, perform either of the following:

    • Click on Online Ordering Admin link (found in the Admin tab, or within your Social & Dining menus).



    • Or, from the Online Ordering screen, click the Administration link in the bottom right-hand corner of the screen.


Admin Overview

The Online Ordering Administrative tool is comprised of (9) tabs containing various tools/settings to help you get your online ordering system up and running.  The tool is available to Website Club Administrators and/or Staff Users who have been granted security to the role: Dining: Online Order Admin.

The tabs have been numbered sequentially to help you identify the sequence of events necessary for proper setup.

 

1. The Admin tool opens on the View Orders tab, which provides a summary of all orders for the time periods specified. The order grid will initially be blank. Once data is populated, view may be filtered based on Location and/or Status.

Note: The Items, Modifier Groups, and Modifiers tab will be populated based on the sync with Office. These tabs are View Only. No additional editing on these tabs is required.

2 - 5. The Categories, Menus, Locations, and Settings tabs will be utilized to complete the Online Ordering setup.

6. Once all setup is complete, tests can be conducted on the Order tab.

Note: When in any of the tabs, and a pop-up screen appears, clicking off the tab will auto-close the window without saving changes. Therefore, ensure to stay on the pop-up window and save changes before exiting to avoid losing your work.

Online Ordering Setup

Categories

Categories are groupings of Items and will be used to help categorize sections of the menu.  Click on Categories to access Category setup.  On the Categories tab, click Create Category to begin category setup.


There are (2) options for creating Categories based on your Club’s preferences.

    • Option 1: Create an exact replication of Office Categories.

    • Option 2: Create/Modify categories unique to Online Ordering.

 

Option 1: If your Club would like to create an exact replica of the Office Categories, when the setup screen launches:

    • Name the Category the same as the Office Item Category.

    • Click the Double Arrows (pointing to the right) to move all Available Items to the Applied Items.

    • Then, click Create Category.

Option 2: If your Club would like to create New Item Categories, when the setup screen launches: 

    • Name the New Category (whatever you want it to be).

    • Then, designate the Office Category in the drop-down to view available Items.

    • To move an Item into the New Category, click on the Item in the Available Items column, and then click the SingleArrow (pointing to the right) to move into the AppliedItems column.

    • Repeat Steps 2 and 3 until all Items desired have been placed in the Applied Items column.

    • Then, click Create Category.


Menus

Menus are groupings of Categories (and related Items) attached to a location that allow a Member to order food.  Click on Menus to access Menu setup.  On the Menus tab, click Create Menu to begin Menu setup.


Once in the Menu Setup screen:


  • Name the New Menu.

  • Then, specify the days and hours that the Menu will be available.

  • Next, select a Category from the Available Categories column, and then click the Single Arrow (pointing to the right) to move the Category into the Applied Categories column (onto the Menu).

  • Repeat Steps 2 and 3 until all Categories desired have been placed in the Applied Items column.

  • To reorder categories on the Menu, click on the Category, and then click the up or down arrow to move selected Category in the respective direction.

  • Repeat above until Categories are in desired order.

  • Then, click CreateMenu.

Locations

Locations are areas that accept Online Ordering.  Click on Locations to access Location setup.  On the Locations tab, click Create Location to begin Location setup.

General Tab

The Location setup screen will launch on the General Tab.  

Once on the General Tab of the Location Setup screen:


  • Name the New Location.

  • Next, designate the LocationArea in the drop-down. (These are the Office Areas set up to allow online ordering.)

  • Add a Phone Number for the Location (will display once Member has placed order telling them to Contact the location if they have additional questions).

  • Next, designate how many minutes after opening, the first order may be picked up. For example, if a location opens at 9am, and the Club wishes to designate 9:30am as the first available time for pickup, enter 30 in the field.

  • Next, specify days and hours that Online Ordering will be available for the location.

  • Then, assign Menu(s) to the Location by selecting from the drop-down. Check one or more boxes to designate available Menus for the location.

  • Finally, click CreateLocation.

Delivery Tab

To enable Delivery (either at your Club, or Home Delivery), click on the Delivery Tab.  Perform the following: 


  • Designate whether HomeDelivery will be an option. Note: Further setup will be configured on the Settings tab if this setting is checked.

  • Designate whether Delivery to Location(s)at the Club will be an option.

  • If Delivery to Location(s) at the Club is enabled, determine how your Members will specify their location; Freeform Entry Into an Input Field (they will type in a free form box to notify you of their location), or Select From a Dropdown Menu (they will select from a list of available locations such as Pool, Driving Range, Tennis Courts).

  • If Delivery to Location(s) at the Club is enabled, display a question to your Member to prompt them to designate their location in the Display Label field such as, “Where would you like your food delivered?”

  • If Delivery to Location(s) at the Club is enabled, and Select from a Dropdown Menu was selected, type in locations (one per line) that will be available for delivery selection.

Administration  Tab

The Administration Tab contains tools that enable you to show prices on the order screen/confirmation, as well as display taxes, service charges and/or flat rate charges (such as delivery) (up to 2 types).  Once on the Administration Tab: 


  • To display pricing to a Member during the ordering process, check the Show Pricing for This Location.

  • If Pricing is enabled for this location, you have the option to display taxes and/or other service charges in addition to displaying the Item charges. The first two fields allow % taxes to be applied. The next two fields allow for a flat fee to be added. Note: If “Delivery” is used in a Label, the system will auto-exclude the charge from pick-up orders.

  • Check Enable Notifications to send emails to Members notifying them that their order has been received, and that their order is ready for pickup.

  • Part of a future release - not applicable at this time.

  • When finished, click Update Location to have the rules entered applied to the Location.

  • Once created, the Location will appear in the Grid. To edit/delete an existing Location, click Edit to launch the View Location Screen, or Remove to delete the Location.

Settings (Delivery Settings)

The Settings Tab contains tools that enable you to control Delivery Settings, and applies only if Delivery Options have been enabled in the Locations, Delivery tab.  The Settings established in this section will apply globally to all Locations set up with Delivery options.

Home Delivery (Settings)
When Club Location Delivery is Available, click on the Home Delivery tab, and complete the following information.

 
 
  • Specify the Days and Times when Home Delivery is available as an option for Members to select in the Online Ordering Application.

  • Member Delivery Fields - Specify up to (5) delivery information fields. Note, each field may has the following available settings:

    • Required - Member must complete field before online order will process.

    • Pre-Populate - Field will be populated with information Member input from their last order, however, may be edited by the Member if necessary.

    • Comment Field - Check this box to tell system the free-form field is a Comment Field.

  • Comments - Hint Text - Optionally, include a hint or suggestion for the Comment box in this field to help Members know what type of information to include in the Comments field.

  • Home Delivery Rules - Display Club specific rules for Home Delivery such as Max Delivery distance, or minimum order amounts. Note: Text entered in this field will pop up to inform the Members of the rules when Home Delivery option is selected. This box will not operationally limit orders outside of the rules from being placed in the system.

  • Home Delivery Main Screen Text to Display to Members - Enter message to be displayed after Home Delivery order is placed. Common messages will include a general estimate on delivery times and/or other information relative to the delivery.

  • When complete, click Save Settings.

Club Location Delivery (Settings)

When Club Location Delivery is Available, click on the Club Location Delivery tab, and complete the following information. 


 
  • Member Delivery Fields - Specify up to (5) delivery information fields. Note, each field may has the following available settings:

    • Required - Member must complete field before online order will process.

    • Pre-Populate - Field will be populated with information Member input from their last order, however, may be edited by the Member if necessary.

    • Comment Field - Check this box to tell system the free-form field is a Comment Field.

  • Comments - Hint Text - Optionally, include a hint or suggestion for the Comment box in this field to help Members know what type of information to include in the Comments field.

  • Club Location Main Screen Text to Display to Members - Enter message to be displayed after Club Delivery order is placed. Common messages will include a general estimate on delivery times and/or other information relative to the delivery.

  • When complete, click Save Settings.

Order/Test

Once settings have been established, click on the Order tab to test your system.

Ensure all online ordering options (Pick-Up, Delivery to my location at the club, Delivery to my home) are appropriate.  If settings are not appropriate, review set-up in Locations, Delivery tab. 


Next, perform a test ticket for each of the online ordering options.  Ensure the proper Menus, Categories, Items, Pick-Up Times, Delivery Locations, and related Messages are displaying properly.


Once you have placed your test Orders, go to the POS system, and verify Orders are showing properly in the POS.  Click on the Online Orders tab.  Click Send to send to kitchen.  Ensure kitchen Printer is printing as expected.


Click Ready to indicate order is ready for pick-up.


Click Quick Cash to close ticket with Cash Tender, or click the Ticket to open and settle with other Tender Type.


View Orders

As you perform the above tests, ensure the Website order status is updating properly to reflect the change in status, as the order progresses through the above steps.  Click on the View Orders tab within the Online Ordering Administrative tool to review. 


Remember to void your test tickets when complete.   

Once all tests have successfully been performed, you are ready to set your system live. 

Congratulations! 

Downloadable Guide

Clubessential Online Ordering

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