Reception & POS

Finance & POS

What it does

Reception & POS is the front-desk counter app — a single screen for every in-club sale. From here your team sells memberships, day and guest passes, add-ons, retail and smoothies, collects renewal and freeze fees, and handles voids and returns. It links each sale to a member, takes payment across any tender, prints a ZATCA receipt, provisions gate access, and runs the cashier's shift from open to blind cash-up. The reception desk and the smoothie bar use the same POS — one catalogue, one inventory, one ledger.

Key concepts

• Unified launcher — one POS interface with quick-actions (new membership, renewal, day pass, retail, freeze fee) shown by the staff member's role.
• Mixed cart — combine different items in one cart and one payment (e.g. a new membership + PT package + protein bar) on a single receipt.
• Member search — fast lookup by name, ID, mobile, RFID wristband, or agreement number, with alerts (debt, frozen, minor) shown up front.
• Split tender — one sale paid by several methods at once (cash + card + wallet), itemised on one ZATCA receipt.
• Shift — a cashier's session: opening float, sales, and a blind cash-up at close (you count first, then the system reveals the expected total).
• Manager override — discounts, voids, or hard-block exceptions that need a manager's approval, logged with reason and approver.
• Terms acceptance — when a membership plan is added to the cart, View terms opens the plan's terms (auto-generated commercial clauses plus the operator's notes); the cashier must tick Accept the terms before the membership sale can complete. See Agreement Generation.
• Gender & branch guard — if the plan or member gender doesn't match the club's gender designation (e.g. a male member at a ladies-only branch), the till blocks the sale with a clear message to change the branch, and it can be routed to a manager override queue.

Main tasks

Open and close a shift

1. At the start of your shift, open the POS and declare your opening float (the cash you start with).
2. Sell throughout the shift; cash and card totals are tracked automatically.
3. At close, count the drawer and enter the counted total — this is a blind cash-up, so the system reveals the expected total only after you enter yours.
4. Any difference is flagged with a reason code and the shift locks; no sales can post under a closed shift.

Sell to a member at the counter

1. Search for the member (or create a walk-in prospect); their 360° profile and any alerts open in-line.
2. Add items to the cart — membership, add-on, retail, or a fee — and attribute the sale to the selling employee.
3. For a membership, open View terms to show the plan's terms and tick Accept the terms with the member — the sale can't be completed until the terms are accepted.
4. Take payment by one method or split across several; the membership activates only once the gateway settles.
5. Bind the RFID wristband and capture the biometric/photo where required, then print or send the ZATCA receipt.

Renew, freeze, or refund at the counter

1. Find the member and pick the action — renewal payment, freeze request, cancel notice, or refund.
2. The guided sub-flow pre-fills the member's context and enforces eligibility (grace windows, gender rules).
3. Collect any fee, capture signature where needed, and the action routes to the correct approval chain automatically.

Tips

TIP

You never have to leave the POS to complete a renewal, freeze, or reactivation — all counter actions are reachable from the one launcher, with the member's context pre-filled.

WARNING

If the selected plan or member gender doesn't match the branch's gender designation, the till won't let the sale through — the message tells the cashier to switch to a matching branch, or send the sale to a manager for override. This keeps a male membership off a ladies-only club (and vice versa).

INFO

During a connectivity outage the POS keeps working for cash retail sales and member check-in. New-membership sales, card/wallet/BNPL payments, and access provisioning are paused until the connection returns rather than failing silently.

Related modules

Finance & Payments · Retail Sales · Membership Management · Reporting & Analytics