Updated on 3/5/2019
Direct link to topic in this publication:
How-To
Card On Entry

“Card on Entry” is a special service mode. It is used in situations when guests have to leave their belongings behind and so have neither cash nor bank card on them.

Guests are given a magnetic card or a special bracelet. A guest may first make a deposit to the card or pay at the time he or she is leaving a venue. All items served and services provided make one and same order which is picked up if you swipe a card or touch a reader with a bracelet. Once an order is paid and a card returned, you may hand it over to your next guest.

To track visiting time, you may set up and add services charged by time. For instance, a water park usually charges for its services by time. A guest is handed a bracelet at the entrance, the system creates an order with a corresponding service and keeps track of time.

You can create such guest cards in iikoOffice or simply use iikoCard.

Setup

To set up and use such “cards on entry”, follow this:

  1. While in the outlet settings, select a group and check Require that orders be bound to customer's card on the General Settings tab.
  2. Add cards that will be handed to your guests:
    • If you use iikoCard, create guests on iiko.biz and assign their card numbers.
    • If you don’t use iikoCard, create guests in iikoOffice. For this, go to Contractors > Guests of banquets and reservations. Specify card numbers only.
  3. Set up employee permissions. To place an order using this card, an employee has to have the following permissions: “Open orders as waiter” (F_CHO) and “Create and edit orders of other waiters” (F_AOT). An order requires swiping a guest card or an employee card with the “Edit orders without customer's card” (F_EOWCC).
  4. Configure services charged by time to track the visiting time. For how to set them up and use, refer to the Service Pricing article.

Example of use

Example 1. Without deposit.

At the water park, visitors get bracelets. Visitors order menu items that are added to their order. They pay at the exit. Time spent in the water park is not included in this order and must be paid separately as a fixed amount.

In this case, an anonymous guest is created in iikoOffice. iikoCard is not in use.

Use of bracelet and payment procedure:

  1. A customer comes to a water park and gets a bracelet at the entrance.
  2. The customer visits a café and orders an ice cream. A cashier scans a bracelet. A new order is created where the cashier adds the item.


  1. The guest then goes to a bar. A bartender scans the bracelet. An order created earlier and containing previously ordered items opens. The bartender adds two more cocktails.


  1. At the exit, the guest returns the bracelet and pays an order. A cashier scans the bracelet. An order containing guest’s items opens. The cashier goes to the payment screen and takes the payment the usual way in cash or by bank card.

Example 2. With deposit.

At the water park, visitors get bracelets. They make a deposit to the bracelet. When they exit, the system checks the amount spent. If there is some balance remains, it will be returned to a customer.

In this case, an anonymous guest is created in iikoOffice. iikoCard is not in use.

Use of card and payment procedure:

  1. A customer comes to a water park and gets a bracelet at the entrance. A cashier scans the bracelet. A new order is created with a service charged by time. The cashier has to start the timer manually.


  1. The cashier makes an order deposit.


  1. The customer visits a café and orders an ice cream. A cashier scans a bracelet. A new order where the cashier adds an item opens.
  2. The guest then goes to a bar. A bartender scans the bracelet. An order created earlier and containing previously ordered items opens. The bartender adds two more cocktails.
  3. At the exit, the guest returns the bracelet and pays an order. A cashier scans the bracelet. The order opens. The cashier stops the timer, goes to the payment screen, and taps Pay.

 

  1. To return the remaining balance, a cashier first needs to delete a prepayment and then take the order payment and give back the change.

 

Example 3. IikoCard deposit card.

When a guest comes to your venue the first time, you register him/her in iikoCard and hand a deposit card. He or she tops up an account for RUB 2,000 and checks out at the exit. If the guest does not use the entire balance, he or she may use it next time.

In this case, you have to create a deposit card program in iikoCard, see an example in the Deposit Program article.

Use of card and payment procedure:

  1. When a customer comes a cash desk, a cashier registers him/her in iikoCard and gives a card. For how to do it, refer to Registration of a new guest.
  2. To top up a deposit, a cashier creates a new order and adds a RUB 2,000 item. While in the order window, swipe the guest’s card. 
  3. The cashier takes the payment (cash or bank card) and closes the order. The deposited amount arrives at the guest account.


  1. The customer visits a café and orders an ice cream. In the payment window, the cashier scans the guest card. A new order where the cashier adds an item opens.
  2. The guest then goes to a bar. A bartender scans the bracelet. An order created earlier and containing previously ordered items opens. The bartender adds two more cocktails.
  3. At the exit, the guest pays an order. The cashier scans the card. An order containing guest’s items opens. The cashier goes to the payment screen and takes the payment using the iikoCard payment type. The order amount is written off from the guest account.

 

The guest keeps the card and may use it the next time he/she comes to your venue.