FAQ
Module 1 - Standard Processes
COMPONENTS | INSTRUCTIONAL GUIDE LINK |
Cash Drawer/Register Operations
|
Module 2 – Water Tests
COMPONENTS | INSTRUCTIONAL GUIDE/DEMO LINK |
|
Module 3 – Retail Transactions
COMPONENTS | INSTRUCTIONAL GUIDE LINK |
|
|
Module 4 – Admin
COMPONENTS | INSTRUCTIONAL GUIDE LINK |
|
Links:
https://www.lightspeedhq.com/pos/retail/scanner/
Business process
Business process | Reasoning |
Retail Opening & closing register with division of cash outlined in notes | Maintaining the division cash within the notes section enhances accountability and accuracy in financial reporting. It facilitates easy reconciliation of cash at the beginning and end of each business day, reducing the likelihood of errors or discrepancies. |
Processing a sale Client added to each retail sale | Associating each sale with a specific client enables personalised service delivery and fosters client relationship management. It allows for tracking individual client preferences, purchase history, and engagement patterns, facilitating targeted marketing efforts and enhancing client retention. |
Adding a client Minimum client details obtained: Name, postcode plus an additional identifier (phone or email address) | Collecting essential client information such as name, postcode, and contact details (phone or email address) establishes a foundation for effective communication and client support. These details serve as valuable identifiers for client management and facilitate outreach for promotional activities or service reminders. |
Clients Review and Manage Duplicate Client Records | It is essential to maintain a clean client base to optimise marketing efforts, personalise services, and capitalise on future digital opportunities and technologies such as e-commerce, client apps, and remote water pool testing. By ensuring accurate and up-to-date client data, businesses can enhance client experiences, tailor marketing campaigns effectively, and unlock the potential for innovative digital solutions. Managing duplicate client records minimises confusion, streamlines communication, and fosters trust and loyalty among clients. Additionally, a clean client database lays the foundation for efficient business operations and sustainable growth in the evolving digital landscape. |
Clients Perform Client Merge Across Systems. Procedure: | Consistently merging client records across all systems—Pooltrackr, Lightspeed (LS), and Xero—ensures data integrity and accuracy throughout the organisation. Vital serves as the primary system for managing client contacts, while LS and Xero provide additional financial data. By conducting merges in Vital first and referencing LS or Xero for financial information, discrepancies between systems are minimised, and a unified client profile is maintained. The conditional merge in Xero ensures that duplicate contacts are consolidated when present, aligning with best practices for efficient data management and ensuring seamless financial transactions across platforms. |
Storing credit card details All CC details held within compliant PCI system | Adhering to PCI standards ensures the security and confidentiality of sensitive payment information. Storing credit card details within a compliant system reduces the risk of data breaches and safeguards client trust and loyalty. |
Obtaining CC details When obtaining credit card details, you must obtain a signed credit card authorisation form | When obtaining credit card details, it's imperative to secure a signed credit card authorization form from the cardholder. This form serves as a legally binding agreement between the cardholder and your business, authorising the use of the credit card for payment purposes. By obtaining this authorization in writing, you mitigate the risk of disputes or unauthorised charges, ensuring compliance with payment card industry regulations and enhancing security for both parties involved. Additionally, the authorization form provides clarity regarding the terms of payment, including any applicable fees, cancellation policies, or recurring charges, thereby promoting transparency and client trust. Overall, requiring a signed credit card authorization form safeguards against potential liabilities and facilitates smooth transactions, while also demonstrating a commitment to ethical and secure payment practices. |
Credit card authorisation handling and storage Upon obtaining the signed authorization form, it is imperative to promptly input the credit card details into Vital's secure system for processing. Subsequently, the bottom section of the credit card authorization form, containing sensitive information, should be securely shredded to prevent unauthorised access. Meanwhile, the sanitized authorization form must be uploaded to the client's record in Vital for future reference. | Once a signed credit card authorization form is obtained, it's imperative to handle and store the credit card details securely and in compliance with data protection regulations. The authorized credit card details must be entered into Vital's secure system for processing payments. Subsequently, the bottom portion of the credit card authorization form, containing sensitive information such as the card number, should be securely shredded to prevent unauthorised access or misuse. |