Front Desk Set-up

Overview

Opening a Club is exciting and stressful at the same time. The recommendations below cover the hardware, QR codes, and Dashboard tabs that make front-desk operations smoother from day one.

Hardware Checklist

If your Club will have a front desk, gather the following before opening day:

• A high-speed internet connection
• Any computer or laptop with at least 8 - 16 GB of RAM. Two computers are recommended, especially if your Club has more than 4 bookable spaces, so front-desk staff can monitor incoming Customers on one machine while handling Customer questions on the other
• A Front Desk Profile in the Dashboard tied to a generic [e-mail]-type email address that any staff member sitting at the front desk can use
• A QR code scanner for efficient Customer check-ins (not necessary for Autonomous(+) Clubs)
• A credit card terminal, recommended though not required (not necessary for Autonomous(+) Clubs)

QR Codes at the Front Desk

Print and post these QR codes at the front desk so Customers can scan and complete tasks on their own phone. Listed in order of priority:

1. "Sign the Waiver" — https://[your company].podplay.app/account
2. iOS App — link to the Apple App Store (Basic+ plan or higher)
3. Android App — link to the Google Play Store (Basic+ plan or higher)
4. "Buy a Membership" — https://[your company].podplay.app/account/membership
5. "Book a Reservation" — https://[your company].podplay.app/book
6. "Join an Event" — https://[your company].podplay.app/community/events These same URLs are useful on your Club's website and in email marketing campaigns, and they pair well with the introducing PodPlay to Customers email template during a migration.

Recommended Dashboard Tabs to Keep Open

Once the hardware is in place, keep these two Dashboard tabs open in the front-desk browser:

• Overview page — https://[your company].podplay.app/admin/v2/overview front-desk staff watching this page see at a glance which Customers are arriving, how many people are expected for each Reservation or Event, and can open the side panel on any Reservation or Event for more detail.
• Check-in page — https://[your company].podplay.app/admin/v2/overview/areas/[location name] only needed if your Club is using a QR code scanner for Customer check-ins.

Staff Training Before Day 1

This recommended set-up on its own won't make day 1 smooth. Front-desk staff also need to know how to handle the most common situations before the doors open, and the PodPlay Academy is the fastest way to get them there.

In the two to three weeks before opening, every staff employee who will sit or stand at the front desk complete the Manager and Staff course in the PodPlay Academy. Prioritize the modules covering:

• The Customer's Experience
• The Overview Page
• The Customer Page
• Reviewing Purchases

A few days before opening, your General Manager or Manager of the staff employees should run a short dry run against your live environment. Simulate a few Reservations, an Event check-in, and a Membership signup. This surfaces gaps before any real Customers walk in.

The PodPlay Academy has been hailed as one of the most thorough onboarding courses by Club Owners, General Managers, and staff. Many of the individuals who have shared their feedback have worked at the largest companies in the world (Fortune 100 and Fortune 500 organizations). If you are a Club Owner or General Manager and would like to hold a training session with the Customer Success team, reach out by email to [e-mail]. To make the most of the training session, take the PodPlay Academy courses first. They will answer many questions. If any questions remain, bring them to the training session.