Online Ordering Set-Up

Objectives

Set up online ordering for a new or existing customer

Prerequisites

Community already has resident portal. If they do not have resident portal, one will need to be set-up.

Access to back office for the community

Instructions

Community > Community Info

Online Ordering Licensed – Yes

Online Order Text – Text that will appear on the screen when user gets to the online ordering page

Online Ordering Default User - User that will be assigned to orders created in online ordering

You will need to log out and log back in to see online ordering fields after making these changes.

Mandrill API Key - This will need to be entered for emailed receipts to work. Enter a redmine task for Development to enter this for the community.

Admin Center > Security > Roles

Update BO user role(s) to include "Self Ordering - Full"

Community > Self-Ordering

Associated Mode - Set mode used by Availability

Effective Period

Start Date - When Self Ordering Availability starts

End Date - Last day Self Ordering Availability can be used

Repeat Rule - Interval at which the Availability will occur (likely set to No Repeat)

Repeat Value - Value to set how many times the Availability will occur (likely stays at 0)

Time Slots Configuration

ASAP Orders Allowed - Set whether or not the Availability is for ASAP orders or not. Enabling ASAP orders disables the First Timeslot, Last Timeslot, and Time Slot Frequency fields.

First Timeslot - Set the start time when users can request to pick up their Online Order.

Last Timeslot  - Set the end time when users can request to pick up their Online Order.

Time Slot Frequency - Interval between each time slot generated for the user to pick from

Rules on Request Start/End Time:

If configuring more than one Available Date for a particular mode, Request Start and End times can NOT overlap with eachother. Unless one is available for ASAP orders and the other is not. Example:

Available Date 1 with a Request Start Time of 09:00 AM and Request End Time of 11:00 AM and Available Date 2 with a Request Start Time of 12:00 PM and Request End Time of 02:00 PM. This is a good setup when setting up multiple Mode Available Dates for a single mode. A bad set up would be: Available Date 1 with a Request Start Time of 09:00 AM and Request End Time of 11:00 AM and Available Date 2 with a Request Start Time of 10:30 AM and Request End Time of 12:00 PM. This set up has overlap (Available Date 2 has a Request Start Time in the range of Available Date 1's Request Start Time and Request End Time) which will not be allowed.

User Access

Enabled for all hours - Is selected, users will have access to this Availability at all times

Limited hours - Restricts user access to this Availability to the following time frame. If selected, the following time fields are required.

- Orders can only be submitted from: Start time for which Online Ordering users can place orders with this Availability.

- until: Last time for which Online Ordering users can place orders with this Availability (inclusive).

Customer Type Configuration - Mode available dates can be configured to allow access to specific customer types. At least one customer type must be assigned to a mode available date. For example, mode available dates can be made configured for just employees and not residents. This will allow residents to log into resident portal and see their balance, but be unable to submit an online order while employees could login and submit an order. Different mode available dates can be configured based on customer type. If all employee orders must be placed by 2 PM for a 5 PM pickup and all residents can place orders for delivery between 4 PM and 7 PM, different mode available dates with different customer type associations can be used to manage this requirement.

Rules on User Access times:

If  Limited hours is configured then this will further constrict the user's ability to use that Availability. When configured, the user's current time MUST be within the range of the start time and end time. If the current time is not within the range, then the mode will warn the user that it's unavailable unless another Availability is configured and allowed based on it's configuration.

Maximums (per Time Slot)

Max Orders All - Number of orders available per time slot

Max Seats All - Number of seats available per time slot

Max Orders Dine In

Max Seats Dine In

Max Orders Carry Out

Max Seats Carry Out

Max Orders Delivery

Max Seats Delivery

Setup > Modes

Create a new mode for online ordering.

Mode Type – Online Ordering

Requisition Timing – How requisitions should be handled for online ordering

Allow Customer Based On – Tells the system which users to create ‘quick’ buttons for

Printed Menu Text – Should the printed menu text from the items page be displayed

Dine In Allowed

Dine In Alias – What dine-in is called, if allowed

Dine In Time Text – What text will appear when the user selects a time for dine-in

Requisition Time of Day/Requisition Lead Time - Only applicable if their value is selected in Requisition Timing. Determines when requisitions are printed for Dine in.

Carry Out Allowed

Carry Out Alias – What carry out is called, if allowed

Carry Out Text – What text will appear when the user selects a time for carry out

Requisition Time of Day/Requisition Lead Time - Only applicable if their value is selected in Requistion Timing. Determines when requisitions are printed for Carry Out.

Delivery Allowed

Delivery Alias – What delivery is called, if allowed

Delivery Text – What text will appear when the user selects a time for delivery

Requisition Time of Day/Requisition Lead Time - Only applicable if their value is selected in Requisition Timing. Determines when requisitions are printed for Delivery.

Add Customers Text – What text will appear to the users when they are adding customers to the order. Text should include information on adding customers to the order, as well as a note that clicking on a customer removes them from the order. For example, 'Please add your customers to the order. To remove a customer from the order that was added incorrectly, click on the person's name to remove.'

Minimum Minutes in Future – The minimum number of minutes that users can create orders for. For example users can place orders for 15 minutes or more in the future.

Ask Customer for Special Requests - Control when the 'Special Requests' field is prompted when adding items to the cart in Online Ordering.

Hide Item Prices - Control whether the price of items, cart total, and seat sub-total is shown to the user in Online Ordering.

Party Size Limit - Limits the amount of customers that can be placed on an online order.

Low Item Countdown Behavior - Controls if the customer can add a item to their order if the item is configured to use item countdown. This will allow the system to block the user when the current item countdown value is less than the warning amount. This will also allow items with a current countdown amount to be hidden from the menu after the item reaches a lesser amount than the warning amount.

No Item Countdown Behavior - Controls if the customer can add a item to their order if the item is configured to use item countdown. This will allow the system to block the user when the current item countdown value is 0. This will also allow items with a current countdown amount to be hidden from the menu after the item reaches 0.

Admin Center > Department

Set menus on department to be online ordering enabled. All are defaulted to No. When a department menu is changed to yes for online ordering enabled, all menu items on the menu are changed to online ordering enabled. This logic does not apply to Sub-menus if they are not added as a primary menu to the department.

Admin Center > Item Management > Menus

Set items on menu to be online ordering enabled. All are defaulted to Yes.

Set submenu's to be online ordering enabled. All are defaulted to 'Yes' when added.

Admin Center > Item Management > Items

Set up printed menu text

Special Reminder

If you are setting up online ordering for an existing community, check for any settings tied to modes that may be impacted by the creation of new online ordering modes. One major example is roll-up meal configurations on meal plans.