How to Set up order at Table

By the end of this article you will be able to;

• Understand the HART configuration for Order at Table
• Setting up Categories
• Publishing the items
• Table and section set up 
•  Set up the restaurant on the WBE for Order at Table
• Adding your images
• Adding the outlet to the WBE
• Configuring the display
• Adding payment method 
• Set up notifications and confirmations
•  Know how to use the different settings

The first part of the set up needs to take place in HART PMS

Setting up Categories 

Navigate to Configuration > Materials > Categories. Here we are going to create the menu Categories you wish the sales groups to display under on the Order at Table app. 

Right-click and add your new menu categories in the right-hand box.

The below screen show shows how these will work in relation to your sales groups on the app.

Next, navigate to Configuration > Outlets and select the outlet you are going to be using for the app by highlighting this in the top window.

Select a sales group you will be publishing online, and in the Category, cell can select your newly created menu category from the drop-down list. 

You now have the option to fill in the From and To times if you wish. This is in the case that some sales groups may only be available at certain times of the day. None of these changes will affect the POS in any way.

Publishing the items

Finally in this section, go to the bottom part of the screen and tick the W box. This publishes the individual item to the web, so you can select which ones in the sales group you wish to be available

 Tables and section set up

Next, Navigate to Configuration > Facilities and select the restaurant facility the outlet was linked to, and the one which will be published online.  You need to check that you have tables and/or sections set up, If you do, you can skip past this section and go to the section on configuring the Cloud.

If you do not have tables set up, then right-click to add a new entry in the bottom middle section to create your individual tables.  See our how to set up a restaurant facilities article.

If you are going to be using sections, then create them in the left-hand column and link each section to the table For the purposes of this exercise you do not need to put in order, min, max or shape. You may wish to do this if you are going to assign tables to bookings in the future.

Cloud Reservations Configuration

Setting up the restaurant

Log in to cloud reservations and navigate to Facilities > F&B > Restaurant. If your restaurant is already set up, then you can skip this section.

If you don’t have a facility set up, then press add new record to add a new entry.

• ID: Auto populated by the system
• Name: The name of your restaurant
• Deposit: Not needed for order at table set up
• PMS ID: the PMS ID of the restaurant you are setting up in cloud
• Members: Not needed
• Take Away: Not needed
• Delivery: Not needed.

Adding images 

Next, navigate to Hotel > Pictures and select Restaurant Background from the drop-down at the top. 

This is where you can upload the background picture for your engine. The image should be 1024 x 768 pixels wide.  

To upload it, press Select Files… and choose your image from your file browser. Then, press the upload button.

Change the drop down at the top to Restaurant Logo, and upload your logo for the restaurant.

Adding the outlet to the WBE

Now go to Hotel > App Centre > Point Of Sales and press the refresh button. This will pull through all the outlets from your PMS. Press Save Changes

Navigate back to Facilities > F&B > Restaurants and select the Outlets Tab. Add a new entry, and select the point of sales you have configured in HART from the drop-down list.  Select the day this is available, and the times on those days. Save your changes using the save button near the bottom of the screen.

Configuring the display 

Now select the Order at Table tab. In this section is where you are able to configure some of your visual options for the app.

• Menu View: if you wish the menu to be expanded or collapsed when guests view it initially
• Table Selection: You have three options here, and they dictate what the guest will see when they first land on the app and how they access the App
  1. QR code. You create QR codes for each table, which the guest will scan when they sit down. This will open the app and automatically assign the table to them
  2. Table List: The guest opens the App (they can scan a generic QR code to do this) and then they are presented with a list of all the available tables
  3. Section List: The guest chooses the section first, and then the table number
• Payment Frequency: If you wish the guest to pay at the end of each round, or at the end of their stay which will essentially create a tab for them.

• Table Sharing: activate if you wish two people to be able to order to the same table with different tabs. This will ask for a guest name or reference when they place the order
• Menu Pictures: You have the option to upload pictures to be viewed next to each item. Select if you wish them to show. 

Save your changes.

Adding payments 

Select the On Site Payments tab. Add a new entry and select Credit Card from the drop down list. You are also able to activate the option for members to pay on their membership card, and for HART gift vouchers to be used.

Save your changes.

To view your order at table app at this stage use the following URL structure. The restaurant ID is found in the top part of the screen.

https://DomainName.cloud-reservations.net/EPOS/TableService?restID=116 

Set up Notification and confirmations 

The final step is to set up the notifications and confirmations you get when a guest places an order. 

You can create the template in Facilities > F&B > Texts. You have two template options depending on your payment frequency set up. 

The order one is sent if you have it set up to End of Round, and the Payment one each time they pay online.

Create your templates using the following tags:

Save your template.

Navigate to Hotel> Configuration > Email and check you have an entry for Tables. 

If not, add a new entry and fill in the following:

• Activity: select Tables
• Agent Name:  the email friendly name the email will be sent from
• Agent Email: The email address which will be listed as this coming from
• CC Email: if you wish the restaurant to get a copy
• Enable CC: In able for the above
• Return URL: the page you would like the app to load once the order is complete. I would recommend a thank you page hosted on your website. 

You are now ready to start testing.