POS Guidance
This help guide is designed to help with selling items in the POS and is handy staff training guide.
The point of sale (POS) feature on Clava, is a powerful efficient way to see entry and retail items for your gym. And using the POS settings you can control the access and ability to sell items pending waiver, competency and account creation.
An important reminder, if you navigate out of the POS screen to a new navigation item, you will lose cart details. If you need to save the cart to check on a customers account, either: Park the sale or open the new navigation window in a new tab. (see parked sales help guide)
Step 1. Location
Check your location is set for the correct gym.
If you are a multi site operator, you can edit the global POS settings via Settings > Point of Sale.
Step 2. Item Selection
Using the fast buttons, select the item you wish to select for purchase.
If you select an entry pass, pack, subscription or membership you will see that the checkout button is semi transparent and you will required to assign a customer to this purchase.
Step 3. Customer assignment.
click on “add customer” or the black icon to the right of the selected item.
Search the database for the customer.
If the customer has an account you can search their name in the top search box
If the customer has just created an account, you can find them in the recent sign ups option.
If the customer does not have an account on file, fill out their details using the text fields and ensure they sign the waiver before checking in.
Assign the customer to the pass using the “assign” button.
Step 4. Single customer assignment with non assigned items (e.g retail chalk)
Click on “add customer” or the black icon to the right of the selected item.
Search the database for the customer.
If the customer has an account you can search their name in the top search box
If the customer has just created an account, you can find them in the recent sign ups option.
If the customer does not have an account on file, fill out their details using the text fields and ensure they sign the waiver before checking in.
Select the “assign all” and this will assign all the items in the cart to the customer, and the purchase history will then be held on their account.
Step 5. Multiple customer assignment
In the scenario that a group of friends arrives in to climb together and one of the group purchases the day passes for everyone, you can assign each day pass user individually.
Repeat the process as seen in “Single customer assignment”, assigning each day pass to each account holder.
Do not use the assign all feature.
If you do make an error in your customer selection, you can quickly and simply remove the customer selection from the associated pass using the - icon.
Step 6. Editing your cart items
To edit an item in the cart, simply click on the item and you will be given 3 options:
Apply custom discount
View product details
Remove from cart
Viewing the Product details will give you information on:
pass type
pass value
pass expiration
pass age restrictions
detailed description.
The Remove from cart will remove only the selected item from the cart, if you wish to remove all the items from the cart you can use the trashcan icon in the top right.
Step 7. Auto Check in toggle
If you have a day pass in the cart and assigned a customer to the pass, Clava creates an efficient way to check the customer in with the purchase.
If the customer is purchasing the day pass for future use, toggle the auto check in “Off” to prevent the day pass being used.
Step 8. Promo code offer
If the customer has a non Member benefit Promo Code, and they wish to use it, select the Green % icon.
This will open a new window for you to manually input the Promo code into.
Step 9. Parked Sale
If the customer needs to step away from the transaction, you can park the cart/sale you are working on for up-to 20 minutes.
For more information on recalling, editing and processing parked sales, please see the guide below:
Step 10. Checkout and Payment
Selecting the checkout button, will open up the payment options screen.
Select the payment method:
Manual card entry
Either manually enter the customers card or if the customer has a card on file, select the toggle to use the existing card.
Card Reader. Select to use your card reader
Cash is king!
Gift Card if the customer has a gift card, enter the gift card code
Processing Cash
If you select the Cash button, this will open a new Cash Window, where you can select the following items:
Which Cash drawer you are operating out of
Cash tendered
Change required to be given
A choice of receipt printing or not. reminder, the transaction will be sent to the customer via email.
Reminder, if the checkout button is greyed out, you are likely to be missing an assignment, competency or waiver check.