A perfect POS system for Hoppers Sports Club

A busy club with 70 staff and 9000 members, the system needed to enhance stock control, memberships and general day to day operations.

The Club selected Vectron’s Club POS system on the strength of its reporting, membership management and integrated liquor control. Paging systems and POS handhelds were subsequently linked to the main POS system to bring further efficiencies to their substantial meals business.
 
"We switched to Vectron in 2009 as our old system could not track all the members discounts we gave away," said Jay Mitchell, General Manager, Hoppers Club.

"We give back in customer discounts a substantial amount of our total food and beverage spend. Previously our ability track discounts was a major issue we did not know how much to give back to members.

"The quality of information we received from Vectron systems was second to none. The detail for reporting was by far and away the best system I have seen."

Vectron’s real time reporting supports immediate management decisions. Highly intuitive report formats helps flag potential issues on stock control, movement, wastage, consumption rates, past trends, supplies and delivery summaries. Easy set KPI’s (key performance indicators) for all parts of the business can help back office spot potential problems or opportunities. 
 
Serious about stock control 
 
The Club POS system needed streamline stock management venue-wide, minimizing stock losses and ensuring that sales during peak trading periods ran smoothly.
 
"We run and process all of our purchase orders through the system. It’s very easy for us and I can straight away pick up if a product has come in with the wrong landed costs," Mitchell explained.

"The stocktaking is just very easy to use. Jodie our Purchasing Manager uses the handheld every Monday morning to scan everything. 

"I get the downloaded report to back of house with full variance reporting. It's very easy, no handwriting, no nothing, its very streamlined now. Our stock losses have decreased significantly." 
 
Membership made easy
 
The latest in Club Membership Management Systems is also bundled into Vectron's system. With 9000 members the Club needed to automate many membership tasks. Member swipe cards are used throughout the venue with points automatically recorded into the system at every point of purchase. A suite of loyalty tools let automated promotions like birthday cards and member prize draw entries be set up easily and quickly.
 
"We initially needed a system, where membership details were easy to maintain send out a monthly e- newsletter.  It’s important that members can redeem points for prizes where we can control costs, not food and beverage," Mitchell said.

"As long as it works easily like birthday cards sent out automatically each month and we can capture all the member details accurately and correctly. If I don’t hear about it I know it’s working the way I need to." 
 
Quicker, smoother food orders
 
Simple coaster and paddle Paging Systems can be interfaced with the main POS terminal. Once integrated staff can instantly alert any customer pager from the POS screen as soon as their meal is ready. Same screen POS handhelds similarly speed up bistro food orders and reduce error rates.
 
"Customers can order a meal anywhere in the club, the customer would move anywhere and then staff would spend 10 minutes trying to locate a table number," said Mitchell.

"We designed a central meal pick up place and we give numbered Pagers to customers. For a simple system I would highly recommend it. This Pager service is fantastic, one of the best things we have done," states Mitchell.
 
POS handhelds are ideal for on the floor ordering, helping sell more deserts and coffee whilst improving general order efficiencies. Vectron's handheld uses exactly the same screen and operating logic as the main touchscreen.
 
The Bistro Manager explained: "We used to just have two registers so staff had to line up and put in meals, the four POS Handhelds let staff put the orders in at the table and we save five minutes straight away.

"From a staffing perspective it’s very good, it saves time, more order accuracy and the kitchen knows instantaneously what the orders are and can understand the flow of the night.

"The great thing about the handheld and POS terminal is that they talk to each other and this is a mini version of the main screen, same look and feel makes training easy."
 
Manage liquor costs down 
 
Liquor control systems for dispensed beer and poured spirits can also be linked to the POS system showing variances between poured liquor and actual sales.
 
"Flow meters on bulk beers and hard wired sprits, helped us reduce costs due to training and spillage issues. Every time someone pours a beer it tracks how much has been poured vs. the actual sales.

"We can drill down as look at the actual time the variance happens such as a spillage, poor training, and honesty. This system probably paid for itself in nine months in terms of reduced liquor costs," Mitchell concludes.
 
Vectron’s Club POS software  is designed to help clubs connect and manage all parts of a diverse business. Available on a modest weekly rental basis, upfront costs are kept to a minimum.

To find out how Vectron’s POS system can benefit your venue, please call us on 1300 789 366 or email [email protected]