How to Configure Global Settings for Dining Reservations

Steps to view and edit the Global settings for the Dining Reservations module.

1. Log in to the website as an Administrator
2. Click on your name in the top right
3. Select Switch to Club Central
4. Select the Dining Reservations application 

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In the Global Settings for the Dining Module, there are three areas to configure.

• Settings

• General Settings

• Help

 

Settings

Minimum Online Party Size

The Minimum Online Party Size setting allows you to control the smallest number of people a member will be able to choose online for the dining reservation.

• Select the minimum number of people/members required to complete a dining reservation from the website. 

• Turn Rate Min - By selecting this it will show the minimum number or people/members as defined in JAM / Encore Dining > Turn Rates. 

  

Maximum Online Party Size

The Maximum Online Party Size setting allows you to control the largest number of people a member will be able to choose online for the dining reservation. Reminder, staff can take bookings for larger party sizes over the phone and complete the booking directly in JAM / Encore.
 

• Select the maximum number of people/members allowed to complete a dining reservation from the website. 
• Turn Rate Max - By selecting this it will show the maximum number or people/members as defined in JAM /Encore Dining > Turn Rates. 
• ​We recommend selecting a number that will accommodate the largest table size the club has available without combining tables: Select 6 or 8. 
• If Virtual Tables (combined tables) were set up in Jonas Activity Management or Encore the larger numbers could be selected.

Adding Names to Reservations

Decide whether members should be able to add additional names to the dinner reservation when booking online.

3 Options to choose from

1. Disallow Add Names – Head count to complete booking.
2. Allow Add Names – Optional for member to search and add member or guest names to the booking. 
3. Must Add names – Mandatory for members to search and add member or guest names for each diner in the booking.

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1. Disallow Add Names – Reservation will only have the name of the member that is signed in and making the reservation.
   • Use the Notes box to add other member or guest names
   • The notes Label can be customized 
2. Allow Add Names – Option to add members or guests up to the online party size selected, using the Add Members button to search for names or Add Guest/Add Buddies and Groups button if enabled.
   • ​Image shows member is able to make booking for 4, even though there is only one name in the booking. 
3. Must Add Names – Mandatory to add members or guests up to the online party size selected, using the Add Members button to search for names or Add Guest/ Add Buddies and Groups button if enabled
   • The Book Now button will be disabled until the correct number of member(s) or guest(s) are added to fulfill the party size selected.

Advanced Booking Starting Time

This will determine the time members can start making dining reservations on the website, if there is an Advanced Booking restriction set up in JAM / Encore. 
Select 8:00am if members can only start booking on the website 14 days out starting at 8:00am.

Allow Reservation Edit

Members can login, go to My Bookings and use the Edit Booking button to change the date, time, number of people and even the room they want to dine in. In order to take advantage of this features, clubs must be running JAM/Encore version 23.11.2.0 or higher. 

• Checked: Members can edit their reservations from the website, they can edit even a minute before their dining reservation time. The Edit Booking button will appear on the Reservation Completed and My Bookings tab. Users can change any of the parameters of their reservation and search for availability in accordance with the new parameters of their reservation without losing their existing reservation.
  • Only the primary/original member that made the booking will be able to access the Edit Booking button.
  • Other members in the booking, when they are logged in, will not see Edit booking button from the My Bookings Tab, even when this is checked.  These members will have to contact the club and an administrator will have to make changes to the dining reservation directly in JAM / Encore.
• ​Unchecked: Members will have to contact the club and an administrator will have to make changes to the dining reservation directly in JAM / Encore.

NOTE: If a user attempts to edit a reservation too close to when it’s scheduled to take place based on Booking in Advance Restrictions or Disallow Same Day Reservations/Edits After time, they will be unable to modify the reservation in context of restricted dates, however, will be able to modify it such that it occurs on a different, unrestricted date.

Status Filter

When a member is making a booking, they could use the Add Member or Add Buddies and Groups button to find other members at the club and add them to the dining reservation. The filters can be used to prevent members with certain Status or Member Type filters from appearing in the search results.

Members can search other members using first or last name. Only status and member types that are unchecked will appear.

Complete this set up if the club is using Allow Add Names or Must Add Names option. 

• If club has selected to use Disallow Add Names – Leave all the filter boxes unchecked. 

Use the Status Filter column on the left to select the statuses that should be hidden from the dining member search. 

1. Select checkbox beside status(es) to hide from the online dining member list when adding diners to a reservation. 
2. Click Save at the top

^Ex. Checkbox beside Deceased indicates members will not see any deceased member names appearing in the name search results.

Member Type Filter

This filter is only applicable for clubs using Encore when Allow Add Names or Must Add Names option is selected.

• If club has selected to use Disallow Add Names – Leave all the filter boxes unchecked. 

Use the Member Type Filter on the right to select the member type that should be hidden from the dining member search. 

1. Select checkbox beside Member Type(s) to hide from the online dining member list when adding diners to a reservation. 
2. Click Save at the top

^Ex. Checkbox beside In House indicates members will not see those member names appearing in the name search results.

General Settings

Notes Label

When members are booking a dining reservation from the website, a notes box is available for members to communicate special requests to staff at the club.

• If no label is specified, the default label Notes will be displayed.
• Max 50 characters can be entered in the Notes Label.

Dining Tab Title:

The Dining Tab, is the first tab members will land on when they access the Online Dining Reservations page.
This can be customized by changing the Dining Tab Title and it will be updated on the desktop and module header in Mobile (for applicable clubs).

• If no label is specified, the default label Dining Reservations will be displayed
• Max 25 characters can be entered in the Dining Tab Title

Disallow Same Day Reservations / Edits After

Determine if members can make /edit same day reservations from the website. If they are allowed what time is the absolute cut off time that members would be able to go online to make / edit same day bookings. The time selected is going to be applied for both new reservations and edits. 

Example Same Day Reservations with times to set for Disallow Same Day Reservations / Edits After

• 12:00am - Members cannot make same day reservations on the website. They won't be able to select the current date in the calendar. They have to call the club to make a dining reservation.
• 4:00pm - Members can go online to make reservations up to 4:00pm to make same day reservations, after that they have to call the club to make a dining reservation.
  • Most clubs select 4:00pm, so they can run a report just before the dinner service.
• 9:00pm - Members can go online to make reservations up to 9:00pm to make same day reservations, after that they have to call the club to make dining reservation. 

If Allow Reservation Edit has been enabled, the time entered in the Disallow Same Day Reservations / Edits After will follow these examples below. Users can change any of the parameters of their reservation and search for availability in accordance with the new parameters of their reservation without losing their existing reservation.

• 12:00am - Members cannot make same day edits on the website. The Edit Booking button will not be available in the My Bookings tab, they have to call the club to edit a dining reservation.
• 4:00pm - Members can go to My Bookings Tab and select the Edit booking button to edit reservations up to 4:00pm to make same day edits, after that they have to call the club to edit a dining reservation.
• 9:00pm - Members can go to My Bookings Tab and select the Edit booking button to edit reservations up to 9:00pm to make same day edits, after that they have to call the club to edit a dining reservation. 

Optional: Booking in Advance Restrictions Online

Within Jonas Activity Management and Encore you can configure Booking in Advance Restrictions Online to dictate a relative 'cut-off' time based on the time the member wants to make the booking for. Usually this is set to Minimum 1 or 2 hours, but it could even be changed to 1 or 2 days. If the club wants the member to be able to book online right before the time of the reservation leave the minimum set to zero.

Example:

• ClubHouse Online Dining Reservations > Global Settings - Disallow Same Day Reservations /Edits After is set to 4:00pm
• JAM / Encore Dining > Dining Settings > Club House Online Tab - Booking In Advance Restrictions Online - Minimum: set to 2 Hours
• If member wants to make a 1:00pm lunch reservation on the website for the same day, they would have to go online by 11:00am because the minimum restriction was set to 2 hours.

Disable Online Cancellation

Prevents members from canceling their reservations online. They must contact the club and administrators can cancel the booking in JAM / Encore. 

• Unchecked: Members could cancel their reservation from the website, they can cancel even a minute before their dining reservation time. The Cancel Booking button will appear on the Reservation Completed and My Bookings tab. 
  • Only the primary/original member that made the booking will be able to access the Cancel Booking button. 
  • Other members in the booking, when they are logged in, will not see Cancel booking button from the My Bookings Tab, even when this is unchecked. These members will have to contact the club and an administrator will have to cancel the dining reservation directly in JAM / Encore.
• Checked: Cancel Booking button will be hidden on the Reservation Completed Screen. On the My Bookings Tab, the cancel button will be replaced with To cancel, please contact the club. 

 

Help

Determine if the club would like to provide members, tutorial videos on how to use the Online Dining module.

Display Help Tab 

• Unchecked: Help Tab will be hidden at the top of the Online Dining Module.
• Checked: Help Tab will be displayed at the top of the Online Dining Module

 

Making a Dining Reservation

• Unchecked: No videos will appear under Help Tab
• Checked: 6 videos related to online dining will appear under Help Tab 
  1. Making A Dining Reservation
  2. Dining Reservation on Mobile
  3. Manage Buddies and Groups
  4. Manage Buddies and Groups - Mobile View
  5. My Bookings 
  6. My Bookings - Mobile View

It's not possible to select which videos to display, it’s either all 6 or no videos.