Trident1POS Customer Service
Guest Pass Functionality in Trident1
- 1 Overview
- 2 Pertinent Settings
- 3 Guest Pass Setup
- 4 Process
- 4.1 Navigate to the Range Reservation Calendar
- 4.2 Create a Range Reservation
- 4.3 Range Reservation Paying Process
- 4.3.1 Payment Process
- 4.3.2 Range Reservation Process
- 4.3.2.1 Check-In Only
- 4.3.2.2 Check-In and Create SO
- 4.3.2.3 Create SO (Pay Only)
- 4.3.2.4 Close
- 4.4 Guest Pass Actions
- 4.4.1 Edit
- 4.4.2 Delete
- 4.4.3 Mark as Exception
Overview
This article is meant to inform the user on how to utilize the guest pass functionality in Trident1.
Pertinent Settings
1. Hover the mouse over Personal & Admin
2. Then hover over Settings
3. Click Custom Settings
Permission to Use Guest Pass Actions
This custom setting allows the user to action the guest pass in the membership package with the ability to change, delete, or make as exception the additional shooter on the guest pass.
1. Scroll down to the User block
2. Click on the downward carat to expand the box
3. Click the checkbox to enable the setting Permission to Use Guest Pass Actions
4. Highlight the roles that you would like to be able to action the guest passes
5. Utilize the arrows to add/remove the roles allowed to action the guest passes
Guest Pass Setup
Outside of the custom setting mentioned above, there are other portions of the software that will need to be configured to properly utilize the guest pass functionality.
Guest Passes Allowed per Membership Package
Lane Rental Discount on Membership Package
Additional Shooter Lane Fee
Guest Passes Allowed per Membership Package
The user will need to define how many guest passes are allowed in a membership package.
1. Hover the mouse over the Memberships menu
2. Click Membership Packages
3. Click Show All
4. Click the Membership Package name to navigate to the package
5. Click Edit to edit the Package
6. Click in the Guest Passes field
7. Define the number of guest passes the membership will receive during their membership
If this is a new membership package and no customer has purchased, click Save
If this is a pre-existing membership package and there are active memberships utilizing this package, click Save & Update Purchased Memberships.
Note: Upon renewal of the membership, the guest passes will be restored back to the intended value as depicted by the membership package.
Lane Rental Discount on Membership Package
1. Navigate to the membership package
Scroll down to the Future Discounts block
2. Click the downward carat to expand the block
3. Click the Lane Rentals tab
4. Click Add Lane Rentals
5. Define the lane rental discount to be applied to the member and their guest pass
6. Define whether or not the member will be able to use the discount during peak hours
Note: The guest pass will only get as much of a discount as the member receives on his/her membership discount.
7. Click Save Rental to save the configuration
8. You will then receive a confirmation that the configuration is saved successfully.
9. Click Close
Additional Lane Shooter Fee
The Additional Lane Shooter Fee is the Fee that will incur during the event of an Additional Shooter on a Range Reservation.
1. Hover the mouse over Range menu > Shooting Range Reservation > Click Lane Settings
2. Click the lane to edit
3. Define the fees associated with the lane rental
a. Primary Shooter Fee - how much will the primary shooter pay for the lane fee?
b. Additional Lane Shooter Fee - how much will an additional shooter cost to add to a lane?
4. Click Save
Process
Navigate to the Range Reservation Calendar
1. Click the Range menu
Create a Range Reservation
1. Click the intended date and time to book a range reservation
2. Enter the member/customer in the Member/Customer field
3. Enter the guest shooter in the Additional Shooter field
4. Select the customer in the drop-down
5. The guest pass will be auto-applied to the additional shooter
Side Note:
To use the guest pass of another member
Click the checkbox to disable the guest pass auto-apply
Click back on the box to enable
Enter the name of the member that you would like to use the guest pass for
Select the member name to auto-apply.
After the guest pass is applied
6. Verify the pricing is correct on the primary and additional shooter
Note: The Guest Pass will only benefit from as much of a discount as the member receives on his/her membership discount.
If the Reservation is a walk-in
7. Click Check-In Now
If the customer is renting firearms
Check the Rent Firearm(s) checkbox to expand the rental product selection
Scan or enter the barcode of the rental firearm product
Select the firearm in the drop-down
Ensure the serial number is correct
If the Customer is purchasing Items
Check the Sell Products checkbox
Scan or enter the barcode of the product to sell
Edit the sell qty of the product
If the Customer is making the reservation before-hand
1.Click Save
To proceed with the reservation
8. Click Next
Range Reservation Paying Process
After proceeding to the final page of the range reservation, there are multiple options in order to proceed with the range reservation.
Payment Process
Select the radio button for the proper Payment Process
Create one SO for all shooters
The primary shooter’s lane fee, the additional shooter’s lane fee and any applicable rental and products will be one sales order under the primary shooter’s name.
Create separate SO for each shooter
The primary shooter’s lane fee and any applicable rental and products will be on the primary shooter’s sales order. The additional shooter’s lane fee will be on the additional shooter’s sales order.
Range Reservation Process
Click the button for the applicable range reservation process
Check-In Only
Check-in the shooters at this time
There will be a P on the reservation stating the shooters need to pay
Upon checkout, the customers will be initiated to pay.
Check-In and Create SO
Check-in the shooters at this time
The sales orders will be created according to the payment process selected above.
Upon finalization of the sales order(s), the shooters will be checked-in.
If the sales order(s) are not finalized and paid, the reservation will have a 'P' label, stating the shooter will need to pay.
Create SO (Pay Only)
Create a sales order at this time
The sales orders will be created according to the payment process selected above.
The reservation will not be checked-in.
The reservation can be checked-in on the user’s behalf.
Close
The reservation will be saved, no further action will be taken.
After taking one of the actions above
2. System action will be taken to proceed with the reservation
Guest Pass Actions
To action (edit, delete, or mark as exception) the user will need to navigate to the membership
1. Hover the mouse over the Memberships menu
2. Click Memberships
3. Locate the membership
4. Click the Membership Number to navigate to the membership
5. Scroll down to the Guest Passes section
6. Click on the downward carat to expand the section
Edit
Use Case:
The guest pass for James Bailey (member) was used for Donna Bailey (additional) by accident. It should have been for John Doe as the additional.
1. Click the Pencil icon to edit
2. Type in the Guest Name to utilize the customer drop-down
3. Select the Customer
4. Edit the Used Date if needed
5. Click Update Guest Pass Entry
End Result:
The guest pass will show the updated value in the Guest Name field
Delete
Use Case:
The guest pass was used by mistake, we need to delete the guest pass entry.
1. Click the trashcan icon to delete
2. The user will then receive a confirmation if they would like to proceed
3. Click OK to proceed
End Result:
The guest pass will no longer show in the Guest Pass section
The number will no longer show as used
Mark as Exception
Use Case:
The Business will grant this guest pass as an exception and won’t be counted towards the total used.
1. Click the Checkmark icon to mark as an exception
End Result:
The checkmark will turn green
The total used and remaining will be updated to show one less used
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Trident1POS Customer Service