Kiosk Overview Configuring the Kiosk in Links Setup & Registration Registering a Kiosk Sale Items Security...

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1 Table of Contents Kiosk Overview... 2 Configuring the Kiosk in Links... 3 Setup & Registration... 3 Registering a Kiosk... 4 Sale Items... 5 Security... 5 Kiosk Layout... 5 Screen... 6 Group... 6 Start Control - Customers... 7 Start Control - Casual... 8 Membership Sales... 9 Visit Pass Sales Send Suggestion Casual Sales - Customers Casual Sales - Casual Payment Kiosk General Operations Payment Hardware Equipment Full Payment and Change Kiosk Full Payment No Change (Customer Accounts) Full Payment Credit Card Only Payment Hardware Configuration Payment Hardware Malfunction Payments Change Payment Kiosk Money Collection Note Acceptor Coin Box Coin Hoppers / Dispensers Payment Kiosk Additional Hardware Thermal Printer Starting the Kiosk Kiosk Programming and January

2 Kiosk Overview Kiosk can be utilised by facilities to provide customers with a self service option through the provision of a free standing Kiosk unit located in a reception area. The Kiosk application allows for 3 types of software configuration integrated with different types of payment hardware options. At present there are 3 different Kiosk options; Group Fitness Kiosk Allows only Membership and Visit Pass (VP) holders to register themselves for Group Fitness Classes Requires a Membership or VP data carrier either RFID or barcode Payment Kiosk Allows Customers, Members and VP holders to purchase Memberships, VP and Services Includes Group Fitness registration Payment options include notes, coins, credit card and prepaid stored credit Change is applied to stored credit Purchases will provide integrated access entry if designated Requires a Customer, Membership or VP data carrier either RFID or barcode Ability to modify and update Customers, Members and VP holders biographical information Ability to check Membership and Visit Pass status Ability to send suggestion or complaints to six predefined area managers Secured registration of Customers, Members and VP holders via password stored in Links Payment and Change Kiosk Allows for casual sales of Services Allows Customers, Members and VP holders to purchase Memberships, VP and Services Includes Group Fitness registration Payment options include notes, coins, credit card and prepaid stored credit. Change is provided by coin return for casual sales or stored credit for Members Purchases will provide integrated access entry if designated Requires a Customer, Membership or VP data carrier either RFID or barcode No data carrier is required for casual sales Ability to modify and update Customers, Members and VP holders biographical information Ability to check Membership and Visit Pass status Ability to send suggestion or complaints to six predefined area managers Secured registration of Customers, Members and VP holders via password stored in Links Kiosk Programming and January

3 Configuring the Kiosk in Links The setup screens required to configure the Kiosk unit are located in Admin> Kiosk> Setup & Registration and Kiosk Layout. Setup & Registration This screen is used to register the Kiosk unit in Links, as well as define the operational status of the unit. It is necessary to know the computer name of the computer that is installed in the Kiosk to commence the registration. Kiosk Programming and January

4 Registering a Kiosk 1. Press the button and the following screen will appear. Type in the machine name of the computer operating the Kiosk. 2. If this is a single database the default location will show. If it is a multi location database, select the location that has purchased the Kiosk unit. 3. Select the Till ID that transactions created in the Kiosk will be allocated to. Note: A Till ID will need to have been created before commencing this process. 4. Use the drop down to select between Payment Kiosk or Group Fitness Kiosk. See the Overview section of this document for clarification of Kiosk types. 5. Only tick this box if the payment Kiosk is to be used for casual sales (a casual button is displayed on the Kiosk main screen) and has the appropriate payment hardware installed. 6. Save the screen and the Kiosk is now registered in Links. Note: If the Group Fitness setting is selected no further setup procedures are required. The Kiosk will operate as a group fitness Kiosk only. Generally the Kiosk scanner, receipt printer and touch screen are already configured before delivery. Kiosk Programming and January

5 If the Payment Kiosk is selected, further configuration is required to define what can be sold and if there is a change option. This can be configured in the following screens. Sale Items Before configuring the Kiosk buttons to sell specific items, there needs to be an understanding of some of the terms and operational criteria. The Kiosk has four distinct display settings Adult, Child, Concession and Casual, with the first three defined by the customers age. Each of the settings are designed to provide as much flexibility for self service while minimising the ability for customers to abuse the system. Based on these settings, only specific buttons and items will be displayed for sale. At this stage the Kiosk only provides membership and visit pass sales to people who are already registered as a customer, i.e. has a customer number in Links. Therefore, an unknown customer can t purchase these items. Casual sales are limited to the purchase of services, i.e. group fitness, pool or gym entry, etc Security It is recommended that if customer accounts with pre paid value is being utilised, then all customers should have a security pin allocated to their customer record. The allocation of the pin is completed when assigning a card to a customer. Kiosk Layout The Kiosk layout screen is utilised to configure the Kiosk screens and define what functions and items are displayed. Kiosk Programming and January

6 Kiosk: Select the Kiosk name as defined in the Kiosk setup and Registration process. Kiosk Screen: The Screen and Group fields are utilised together to display the designated screen and buttons The setting up of the Kiosk buttons is very similar to setting up the point of sale touch screen layout. Screen There are 5 screens that can be selected from Screen dropdown. Start Control Membership Sales Visit Pass Sales Casual Sales Send Suggestion The Main Screen that is displayed on the Kiosk touch screen after registering Setting up the touchscreen buttons to sell specific Memberships Setting up the touch screen buttons to sell specific visit passes Setting up the touch screen buttons to sell specific services Setting up the touchscreen buttons to define a reporting area and responsible persons address Group There are 4 groups that can be selected from the Group dropdown. Adult Child Concession Casual Customer is greater than 15 years of age or has no date of birth and has no concession date entered in the Links customer concession field Customer is less than 15 years of age Customer has a valid Concession date in the Links customer screen.i.e. date entered is greater than the current date of transaction Used for payment Kiosks that have payment making hardware or utilising customer accounts therefore it can utilised by anyone Each of these groups will have their own defined layout. Kiosk Programming and January

7 Start Control - Customers The start control screen is the primary screen for configuring the Kiosk when Customers scan their cards at the Kiosk. It allows for the allocation of a function buttons or layer buttons that will perform a defined action. In the display below it is being programmed for when an Adult Customer (see page 15 for definition) scans in. Select an unassigned button and the following screen is displayed It is possible to rename the function by typing into the Alt. Description field of the screen. Kiosk Programming and January

8 Select a function from: Casual Sales Memberships Top Up Card Visit Passes Session Bookings Edit Profile Send Suggestion Top layer link button to casual items To program the lower layers see below Top layer link button to membership items. To program the lower layers see below Activates the customer accounts payment function. The customer must have their customer account created in Links before using this function at the Kiosk. Top layer link button to visit pass items. To program the lower layers see below Activates the group fitness display function. Group fitness classes based on the time and day will be displayed and allow class registration and ticket printing Activates the customer profile function this function allows customers to update their biographical information, emergency contact, health issues, communication options Activates the suggestion function where 4 areas can be designated and customer s type in comments which are then ed to the designated staff members thereby negating the need for paper forms and a suggestion box. To program the lower layers see below Start Control - Casual The start control screen is the primary screen for configuring the Kiosk when the casual button (as defined in the Kiosk registration process on pages 12-13) is selected at the main login screen. Kiosk Programming and January

9 In the casual configuration, the Kiosk software will only allow the sale of services, therefore there is limited programming required. The only button programming is for casual sales top layer button and the group fitness function. Membership Sales The Membership sales screen provides the ability to allocate up to 12 memberships types for sale. 1. To program a button, select an unassigned button and the following screen is displayed 2. Use the search button to open up the Find Membership screen. Kiosk Programming and January

10 3. Highlight the desired membership and press the Select button 4. The Product id and name are now displayed. The product name will be displayed on the button however this can be modified by typing the desired name into the Alt. Description field. 5. Press the OK button and the button is now programmed. 6. Repeat for the other buttons. 7. Once all the buttons are programmed, press the apply button on the Kiosk setup screen to save the changes. Kiosk Programming and January

11 Visit Pass Sales The visit pass sales screen provides the ability to allocate up to 12 Visit Pass types for sale. 1. To program a button, select an unassigned button and the following screen is displayed 2. Use the search button to open up the Find Visit Pass screen Kiosk Programming and January

12 3. Highlight the desired visit pass and press the Select button 4. The product id and name are now displayed. The product name will be displayed on the button however this can be modified by typing the desired name into the Alt.Description field. 5. Press the OK button and the button is now programmed. 6. Repeat for the other buttons. 7. Once all the buttons are programmed, press the apply button on the Kiosk setup screen to save the changes. Kiosk Programming and January

13 Send Suggestion Up to six buttons can be programmed to allow suggestions to be ed to a specific staff member that is responsible for the nominated area. 1. To program a button, select an unassigned button and the following screen is displayed 2. Type in the area description in the Alt. Description field 3. Type in the address of the person that will receive the suggestion. 4. Press the OK button and the button is now programmed. 5. Repeat for the other buttons. 6. Once all the buttons are programmed, press the apply button on the Kiosk setup screen to save the changes. Kiosk Programming and January

14 Casual Sales - Customers If you have created a Casual button in the Start Control screen for Customers, the following screen allows for the programming of the sale items. As defined previously, the person only needs to be a Customer in Links to have access to the Customer section of the Kiosk. 1. To program a button, select an unassigned button and the following screen is displayed 2. Use the search button to open up the Find Services screen Kiosk Programming and January

15 3. Highlight the desired service and press the Select button 4. The product id and name are now displayed. The product name will be displayed on the button however this can be modified by typing the desired name into the Alt.Description field. 5. Press the OK button and the button is now programmed. 6. Repeat for the other buttons. 7. Once all the buttons are programmed, press the Apply button on the Kiosk setup screen to save the changes. Kiosk Programming and January

16 Casual Sales - Casual If you have designated the Kiosk to allow casual sales for non customers in the Start Control screen for casuals, the following screen allows for the programming of the sale items. As defined previously, it is expected that the Kiosk has payment hardware. 1. To program a button, select an unassigned button and the following screen is displayed 2. Use the search button to open up the Find Services screen Kiosk Programming and January

17 3. Highlight the desired service and press the Select button 4. The product id and name are now displayed. The product name will be displayed on the button however this can be modified by typing the desired name into the Alt. Description field. 5. Press the OK button and the button is now programmed. 6. Repeat for the other buttons. 7. Once all the buttons are programmed, press the apply button on the Kiosk setup screen to save the changes. Kiosk Programming and January

18 Payment Kiosk General Operations Payment Hardware Equipment The Payment Kiosk can come in a number of different hardware configurations, depending on the operating requirements. Full Payment and Change Kiosk Touch Screen RFID Scanner and / or Barcode Scanner Thermal Receipt Printer Coin Acceptor Note Acceptor Coin Hoppers / Dispensers Credit Card Reader Money Strong Box Full Payment No Change (Customer Accounts) Touch Screen RFID Scanner and / or Barcode Scanner Thermal Receipt Printer Coin Acceptor Note Acceptor Credit Card Reader Money Strong Box Full Payment Credit Card Only Touch Screen RFID Scanner and / or Barcode Scanner Thermal Receipt Printer Credit Card Reader Payment Hardware Configuration The configuration of the payment hardware can only be completed by a Links technician. The payment Kiosk will be delivered fully configured and ready for connection to the client s network. Payment Hardware Malfunction Should the payment hardware malfunction then a support request will need to be made through the usual support mechanisms. Depending on which payment hardware has malfunctioned, the Kiosk will respond in the following manner: Credit Card The credit card payment option will be disabled. Note Acceptor Payment can only be made by inserting coins or credit card Coin Acceptor Payment can only be made by notes and credit card Kiosk Programming and January

19 Coin Hoppers / Dispensers If one or more hoppers are disabled, change will be provided from the functioning unit(s). Under this scenario it may not be possible to give the correct change. If all units malfunction no change is possible and a credit note will be printed. Payments When making a payment, it is possible to utilise more than one payment method, based on the payment hardware installed. For example it is possible to use a combination of notes, coins and credit card in the one transaction. The Kiosk payment screen will display the payment amount outstanding and when notes and coins are inserted this amount will decrease to reflect the value of the money inserted. The payment transaction is finalised once the full payment amount is inserted. Any overpayment will activate the change function When performing a credit card payment the full value, or remaining value, is taken as one transaction. Change The change option is provided by the distributed of coins only. The coins utilised are $2.00, $1.00, $0.20 and $0.10. Based on this, prices must reflect the ability for the Kiosk to make the appropriate change. The hoppers distributing these coins are filled when coins are used as a payment. $0.05 cent coins are directed to a separate coin box. Should the Kiosk not be able to make the correct change, a receipt is printed that shows the amount that still needs to be paid out. This receipt can be presented to customer service staff for redemption. Payment Kiosk Money Collection. There are three separate mechanisms within the payment Kiosk in which money is stored and will need to be collected for counting and reconciliation. The following documentation provides s guide to removing money from the designated mechanisms. These actions can be performed while the Kiosk is still on and once completed the Kiosk will be able to be used without the need to restart. Note Acceptor Since this unit only collects notes and does not dispense them when change is made, notes will need to be manually removed. 1. Open the front of the Kiosk with the key provided. 2. The note acceptor is located to the right of the unit. Kiosk Programming and January

20 3. Push down the red lever to release the money collection box 4. Slide out the money collection box and open the lid 5. Pull back the spring load plate to release the notes. Kiosk Programming and January

21 6. Reverse the above steps to reinstate the unit. Coin Box All coins which are not directed to the coin hoppers are collected in the coin collection box within the Kiosk. This will need to be manually emptied. 1. Open the front of the Kiosk with the key provided. 2. Locate the coin box which is on the lower right hand side under the coin hoppers. 3. Open the coin box with the key provided and remove the coins 4. Reverse the above steps to reinstate the coin box. Kiosk Programming and January

22 Coin Hoppers / Dispensers Whilst the coin hoppers collect and dispense coins as part of the transaction process, they will ultimately need to either have coins removed or added for administration purposes. 1. Open the front of the Kiosk with the key provided. 2. Slide out the tray that has the coin hoppers attached to it. 3. Reach into each coin hopper and remove or add the necessary coins. 4. Reverse the above steps to reinstate the coin hoppers. Kiosk Programming and January

23 Payment Kiosk Additional Hardware Apart from removing money from the Kiosk, there are very few maintenance requirements for the Kiosk. The following information provides an overview of some of the other Kiosk components that are utilised. Thermal Printer The thermal printer comes in two parts; the printer head and control card Replacing the Receipt Printer Paper The receipt paper can be easily replaced but will require the Kiosk to be opened. 1. Open the front of the Kiosk with the key provided 2. The receipt printer is attached to the main door 3. Unclip (slide up) the centre pin that is holding the paper roll and remove the old roll 4. Replace with a new roll and clip the pin back into place 5. Slide the end of the roll up under the guide bar and insert it into printer slot. Once the paper is inserted far enough it will be gripped and automatically feed the paper through Kiosk Programming and January

24 Starting the Kiosk The Kiosk has a main central power supply and the power switch is located at the back of the Kiosk next to the power cable. Once the power is turned on it will be necessary to press the computer start button. This is located in the Kiosk and will require the front access door to be opened. Press the red button and the computer will boot up. As the computer activates it will automatically start the Kiosk application. The first process of the Kiosk application is to find and confirm the status of the hardware which has been installed. This is a useful diagnostic tool should there be any concerns with the hardware. Once this is completed the main screen will be displayed. Kiosk Programming and January