SuiteSpot

Introduction

The "SuiteSpot" feature within the console settings provides a comprehensive solution for managing event suites. This feature encompasses three primary functions: "Preorders", "Events" and "Suites" each serving distinct purposes in the suite management process.

Accessing Suites

To access the SuiteSpot feature, follow these steps:

Navigate to Console → SuiteSpot

Suite Bookings

Navigate to Console → SuiteSpot → Suites → Bookings

The "Bookings" section allows users to reserve suites for customers attending specific events.

Booking Process

1. Event Selection: Click on the Bookings tab and choose an event from the drop-down list to associate the suite booking.

2. Assigning Customers:

   • Click on the desired suite in the layout and click on the Assign Customer button.
     

   • A list of active customers will appear, assign a customer to the selected suite and click on Save.
     

3. Unassigning Customers: To make a suite available, click on the X button in the suite layout. This action removes the assigned customer, freeing the suite for another booking.
   
   

Suite Setup

The "Setup" section allows users to create and manage suite areas and their associated suites.

Creating Suite Areas Process

1. Creating Suite Areas:

   • Click on the + button to add a new Suite Area.
     
   • Enter the area name in the pop-up.
   • Click Save to create the Suite Area.
     

2. Editing and Deleting Suite Areas:

   • Edit: Click on the Edit button to modify the Suite Area name.
     
   • Delete: Click on the Delete button to remove the Suite Area.
     

Managing Servers for Suite Areas

1. Assigning Servers: Click on the Assign button in the Suite Area section. Choose servers from the drop-down list to assign to the selected Suite Area.

2. Unassigning Servers: Unassign servers by removing them from the assigned list.
   

Creating and Managing Suites

1. Creating Suites:

   • Inside a Suite Area, click on the + button to add a new suite.
   • Enter the Suite Name specify the number of suites to create and click on Save.
   • 

2. Assigning Suites to Servers:

   • Assign servers to suites by selecting from the available options.

3. Editing and Deleting Suites:

   • Edit: Click on the suite name to modify it.

   • Delete: Click on the (-) button to remove the suite from the Suite Area.

Preorders

Preorders functionality allows users to efficiently manage and process orders for suites and events. With the "Preorder" sub-option under the "SuiteSpot" menu, users can seamlessly create new preorders and access existing ones. This feature empowers event organizers to streamline the ordering process for suite amenities, food, beverages, and other services in advance of events. By centralizing preorder management within the SuiteSpot menu, users can effectively track, update, and fulfill customer requests, enhancing overall event planning and execution.

Preorder Process

1. Select Customer: Users can choose a customer from an existing list. This field is mandatory for creating a preorder. When a customer is selected, their details such as email and phone number should be auto-populated. Users cannot modify customer details like email or phone number at the preorder level.
2. Order Details: The system automatically generates an order number and sets the order date to the current date. These details are visible on the preorder grid.
3. Select Event: Users can choose an event from a dropdown menu, displaying only the booked events for the selected customer. If no virtual store is set up for the selected event, users receive a prompt to set up the virtual store.
4. Select Suite: Based on the selected event, users can choose a suite from a dropdown menu, showing only the suites booked for the specific customer and event.
5. Add Notes: Users have the option to add notes to the order, though it's not mandatory.
6. Choose Items: Users can select items using an item lookup feature. Inactive and variable discounts are hidden from the discount dropdown. The system auto-populates the retail price, quantity, and discount for the selected item. Predefined discounts are automatically applied, and the total discount is calculated as the sum of item-level discounts.
7. Validation: The system validates that all required fields are filled before allowing the creation of an order. Mandatory fields include Customer, Event, Suite, and item details. Order numbers are unique to avoid duplication.
8. Initiate Order: After providing the preorder details, users click on the "Initiate" button. This action creates a cart first and then generates an order. The order type is set to 'TABLE,' and the order source is identified as 'SUITE.'
9. Preorder Deposit and Event Selection: Preorder deposits are not charged during preorder creation. Placing preorders for multiple events from the console is not supported.

Preorder Grid 

The preorder grid allows users to view essential details of all created preorders, including order number, event, suite, customer name, preorder date, net preorder amount, order status, and payment status. Users can click on an order number to access detailed information in the 'Preorder' modify UI. Additionally, they can filter preorders by date range, customer, event, suite, order status, and payment status. This functionality streamlines preorder management and enhances visibility into order details for efficient tracking and monitoring.

Handling of Percentage Deposits on Preorders

Orders initiated via the app will now be visible in the Preorder section of SuiteSpot. Additionally, orders with percentage deposits will display the pre-deposit amount on their details page, ensuring transparency for users. If a customer hasn't made a pre-deposit, the displayed amount will be $0.00. The Net Order Amount shown on the console portal will accurately reflect the total order amount after deducting the pre-deposit. During payment processing, the system will charge the Net Order Amount, subtracting the pre-deposit and only charging the remaining balance to the customer. If there's no pre-deposit, the full order amount will be charged. The pre-deposit amount has dedicated field now showcases the pre-deposit amount and is a non-editable field, following the completion of full payment, the purchase order receipt retains its original format, displaying the entire order amount as paid, making the pre-deposit amount irrelevant.

Articles in this section

• Item Import Field Descriptions
• Overview
• Merchant Onboarding
• Navigation Bar
• Reports
• Items
• Settings
• Dashboard Overview
• Company
• Register

See more