Challenge: Achieve an integrated and robust POS solution

After dealing with the complexities and difficulties of a POS system that operated on its own independent network and provided little in the way of supporting the club’s plans for expansion and loyalty program initiatives, the decision was made in 2008 to introduce a totally new POS environment.

Club Manager Will Schroeder, comments: “We had been looking for some time for a complete hardware and software solution, but the majority of POS terminals were seen as being far too fragile and lacking in features. On the software side, we needed something that would allow us to push changes out to terminals, even those at remote locations, quickly, and provide back office functionality we could use as a powerful business tool.”

Solution: Toshiba TEC

The solution came with the introduction of the Toshiba TEC WILLPOS A10 and A20 touch-screen terminals and the decision by a leading POS software developer to focus development of its POS software on that platform. “When the software development team demonstrated the features, both at the POS terminal and the back office, that the software offered, it was a straightforward decision,” Will states.

Within a matter of months, the club had introduced its new POS environment featuring a WILLPOS A20 and 12 WILLPOS A10 terminals.

All the functionality of a PC

In stark contrast to the club’s previous POS terminals, the WILLPOS A20 and A10 bring with them all the features and functionality of a PC, providing a broad range of advantages. 

The first of those advantages is the integration of the terminals into the club’s existing local area network (LAN). “Prior to introducing the WILLPOS terminals we had a separate POS network that had to be connected to a central hub in order for data to flow through to the back office,” Will explains. “It was an extra expense and extra environment that had to maintained and managed.”

Due to the adherence in design to industry standards, the WILLPOS terminals are able to run off-the-shelf software, taking them well beyond the limits of earlier generation POS terminals; and Yaralla Sports Club has taken full advantage of that capability. Now, along with the POS software, each terminal has been installed with Microsoft Internet Explorer and Outlook.

According to Will, that means having a versatile communication system without having to purchase and manage additional hardware. “Just as in any business,” he says, “we often need to get messages out to staff quickly. Instead of having to go and speak to everyone individually, we send an email and it immediately comes up on the POS terminal they’re logged in to.”

Taking the rough 

Even though the WILLPOS terminals are regarded generally as PCs with extensive POS functionality, Will is quick to point out that utilising standard PCs in this environment is not even a consideration. Durability, high-performance touch-screen and small footprint are only a few of the many features he states are fundamental to POS terminals in the hospitality industry.

“We’ve had instances of the terminals being knocked over and even having drinks poured on them,” Will says. “If that sort of treatment happened with an off-the-shelf PC, you can be pretty sure you’d need to replace it straight away. The fact is, that even with all the rough treatment the WILLPOS terminals are subjected to, we haven’t had a single instance of failure since they were installed.”

A powerful hardware and software combination

While the WILLPOS A20 and A10 terminals are providing Yaralla with a hardware environment for which the club was searching for several years, it is the combination of terminals and POS software that underpins a powerful business intelligence and management solution. 

With each of the terminals equipped with a magnetic swipe card reader, and making use of the software’s customer loyalty features, the club has introduced a broad-based membership and points redemption program. Of particular note is that it has been fully integrated with the cashless gaming machines.

Will explains: “We have a gaming system which allows members to use their membership cards in place of cash. When they insert money into a gaming machine and use their card, for example, the system automatically credits their membership that amount; and this is updated with every win or loss.

“To help us create a truly seamless loyalty system, the POS software developers created an interface between the software and the gaming system. It means that our members can now use their gaming credits in any other part of the club, such as a bar or dining venue.”

Interestingly, the club has extended its loyalty program out to a number of third-party businesses throughout the local area – a Coffee Club franchise and cinema complex being just two. In several instances, the benefits of the WILLPOS terminals and POS software combination have become so evident that the same technology has been adopted within those businesses.

On the issue of business intelligence, Will comments that with the extensive reporting and data capture capabilities of the POS software, the club is in a stronger position than ever before to exploit the potential of the enormous amount of data typically captured at the point-of-sale. “We’re able to see what products are selling and, with the introduction of the membership swipe cards, to whom,” Will states. “This gives us the ability to plan our services and promotional activities to more accurately reflect what it is our members actually want.”

Location independence

Adding further to the versatility afforded Yaralla by its new POS solution is the ability to utilise the full functionality of the POS software from any of the WILLPOS terminals. If a club member wishes to make a restaurant booking, for example, they can do so from any location throughout the club where a terminal is located.

“Our restaurant reservation system is actually so advanced, that any one of our team members can take a reservation for a member, note down any special dietary needs, specify whether a high chair is required and even, if the member desires, select their preferred seating location,” Will says.“The whole system is simply that powerful.

“Overall, what we now have with the Toshiba TEC terminals and POS software is a solution that gives us the ability to take our business well beyond the traditional model of a social and sporting club.”

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