Working with orders/pre-orders in the Dots Business app
To get started, you need to log in to the Dots Business app or its web version.
How to confirm/reject a new order
Working with a confirmed order
Order pickup
All new orders appear in the Notifications tab. When a new order appears, the company location receives a phone call with a request to check a new notification. When a new order appears in the app, you will also see a push notification and hear a beep (if the app has been granted the permissions). You’ll keep receiving notifications about a new order until you accept it.
When taping on the triangle in the order card, you’ll see the “Accept” and “Cancel” buttons which allow you to accept or cancel a new order respectively.
If for some reason, the company location cannot prepare the order, then it is imperative to notify the customer about this. You must offer the customer an alternative (different dish (product), different time) and only then cancel the order. To do this, tap Cancel and select the reason for canceling the order in the window that appears. The selected reason will appear to operators in the Monitoring Panel.
When you tap Accept, you’ll see a window with the order pickup schedule and available pickup time options.
The schedule shows the number of orders that will be ready for pickup for each hour. It allows to inform employees about the overall location workload. In case of exceeding the limit , the excess will be highlighted in red.
The value is for informational purposes only. You will be able to accept an order for a specific hour, even if the value exceeds the limit.
To accept an order, you must select the preparation due time (based on the capabilities of the kitchen and its workload). The logistics system will suggest the most suitable time based on the workload of the courier fleet. For more information about minimum preparation time, see here .
If the customer has chosen a specific time for receiving the order, then when you tap Accept, there will be no option to select the preparation due time.
After confirming the order, it will appear in the In Process tab and will be accompanied by a sound signal.
Important: Do not call the courier yourself if you receive a notification about a new order. The system will automatically assign an order to a free courier.
Note: If no one accepts the order within 5 minutes, the location will receive a second call with a request to respond to the notification.
Tip: It is also possible to cancel the order during the preparation.
To change the order price, tap on the value in the order card. After that, in the pop-up window, you must specify the new price and tap Save.
Order price can change if:
The products (dishes) specified in the order or the ingredients for their preparation are out of stock. In this case, it is necessary to call the customer and offer an alternative. After that, inform the customer about the new price and change it in the order card.
The customer has ordered a weight item, the price of which will change after weighing. Call the customer after weighing and inform him about the new price. If the customer agrees, change it in the order card.
Note: If you use integration with Poster, the new price will automatically sync with the order in the POS system.
If necessary, you can shift the preparation due time for a customer or a courier. In cases where the preparation due time is postponed for more than 20-30 minutes, we recommend that you call the customer.
To change the time when the order is ready, tap on the time in the order card. After that, in the pop-up window, specify a new time and tap OK.
Note: After changing the time, the system will automatically inform the courier who took the order, or reassign the order to another one.
The order must be prepared and packed exactly by the time indicated in the order card. Do not start preparing an order for a certain time in advance, as the food may cool down or spoil. In addition, you need to leave time for packing the order.
Pack your order in branded packaging and don't forget about cutlery, napkins, spices, etc.
Make sure the food boxes are firmly fixed and do not move inside the bag (there must be a plastic tie for adjustment).
Make sure that the first courses are nicely packed and the lids on the boxes are tightly closed (otherwise they may spill during delivery).
If the order contains pizza, make sure that the number of pizza boxes in the stack is no more than 4 pcs. (otherwise, the bottom pizza will spread over the lid of the box).
Do not forget to pack drinks if there are any in the order.
Add a gift for the customer if it is included in the order.
Prepare a check for the courier or customer.
When the courier arrives, ask for the last 4 digits of the order number. Next, receive from the courier the full or partial order price, which is indicated in the order card.
If the company compensates for the delivery cost, then the amount that must be paid to the courier will be shown in the order card.
After that, the courier must mark the order as received. Then the order card will be moved to the Archive tab.
Tap Order is ready to indicate that the order is available for pickup.
After confirmation, the order card will turn green.
After the customer arrives, let him pay for the order and give him the order along with the receipt. Only after the successful pickup, tap on the green checkmark in the top right corner of the order card. The order will then move to the archive.
Show guests to the table and serve the dishes they ordered. After that tap, Order is ready.
Once customers are done, let them pay, and after that, tap on the green checkmark in the top right corner of the order card. The order will then move to the archive.
Link to this article: here
Table of contents
How to confirm/reject a new order
Working with a confirmed order
Order pickup
How to confirm/reject a new order
All new orders appear in the Notifications tab. When a new order appears, the company location receives a phone call with a request to check a new notification. When a new order appears in the app, you will also see a push notification and hear a beep (if the app has been granted the permissions). You’ll keep receiving notifications about a new order until you accept it.
When taping on the triangle in the order card, you’ll see the “Accept” and “Cancel” buttons which allow you to accept or cancel a new order respectively.
If for some reason, the company location cannot prepare the order, then it is imperative to notify the customer about this. You must offer the customer an alternative (different dish (product), different time) and only then cancel the order. To do this, tap Cancel and select the reason for canceling the order in the window that appears. The selected reason will appear to operators in the Monitoring Panel.
When you tap Accept, you’ll see a window with the order pickup schedule and available pickup time options.
The schedule shows the number of orders that will be ready for pickup for each hour. It allows to inform employees about the overall location workload. In case of exceeding the limit , the excess will be highlighted in red.
The value is for informational purposes only. You will be able to accept an order for a specific hour, even if the value exceeds the limit.
To accept an order, you must select the preparation due time (based on the capabilities of the kitchen and its workload). The logistics system will suggest the most suitable time based on the workload of the courier fleet. For more information about minimum preparation time, see here .
If the customer has chosen a specific time for receiving the order, then when you tap Accept, there will be no option to select the preparation due time.
After confirming the order, it will appear in the In Process tab and will be accompanied by a sound signal.
Important: Do not call the courier yourself if you receive a notification about a new order. The system will automatically assign an order to a free courier.
Note: If no one accepts the order within 5 minutes, the location will receive a second call with a request to respond to the notification.
Tip: It is also possible to cancel the order during the preparation.
Working with a confirmed order
Changing the order price
To change the order price, tap on the value in the order card. After that, in the pop-up window, you must specify the new price and tap Save.
Order price can change if:
The products (dishes) specified in the order or the ingredients for their preparation are out of stock. In this case, it is necessary to call the customer and offer an alternative. After that, inform the customer about the new price and change it in the order card.
The customer has ordered a weight item, the price of which will change after weighing. Call the customer after weighing and inform him about the new price. If the customer agrees, change it in the order card.
Note: If you use integration with Poster, the new price will automatically sync with the order in the POS system.
Changing preparation due time
If necessary, you can shift the preparation due time for a customer or a courier. In cases where the preparation due time is postponed for more than 20-30 minutes, we recommend that you call the customer.
To change the time when the order is ready, tap on the time in the order card. After that, in the pop-up window, specify a new time and tap OK.
Note: After changing the time, the system will automatically inform the courier who took the order, or reassign the order to another one.
Order pickup
The order must be prepared and packed exactly by the time indicated in the order card. Do not start preparing an order for a certain time in advance, as the food may cool down or spoil. In addition, you need to leave time for packing the order.
List of actions when packing an order:
Pack your order in branded packaging and don't forget about cutlery, napkins, spices, etc.
Make sure the food boxes are firmly fixed and do not move inside the bag (there must be a plastic tie for adjustment).
Make sure that the first courses are nicely packed and the lids on the boxes are tightly closed (otherwise they may spill during delivery).
If the order contains pizza, make sure that the number of pizza boxes in the stack is no more than 4 pcs. (otherwise, the bottom pizza will spread over the lid of the box).
Do not forget to pack drinks if there are any in the order.
Add a gift for the customer if it is included in the order.
Prepare a check for the courier or customer.
Courier pickup
When the courier arrives, ask for the last 4 digits of the order number. Next, receive from the courier the full or partial order price, which is indicated in the order card.
If the company compensates for the delivery cost, then the amount that must be paid to the courier will be shown in the order card.
After that, the courier must mark the order as received. Then the order card will be moved to the Archive tab.
Customer pickup (takeaway)
Tap Order is ready to indicate that the order is available for pickup.
After confirmation, the order card will turn green.
After the customer arrives, let him pay for the order and give him the order along with the receipt. Only after the successful pickup, tap on the green checkmark in the top right corner of the order card. The order will then move to the archive.
Pre-order with table reservation
Show guests to the table and serve the dishes they ordered. After that tap, Order is ready.
Once customers are done, let them pay, and after that, tap on the green checkmark in the top right corner of the order card. The order will then move to the archive.
Link to this article: here
Updated on: 07/11/2024
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