Swiftpos - What To Consider
This provides a starting point for all things Allergens and in doing so explains how Allergens can be added, declared and detected throughout Swiftpos, to assist staff in a Venue to better meet their patron's dietary requirements.
Subjects ▲ ▼
About ▲ ▼
What Is It? ▲ ▼
At its core, Allergens are used to alert patrons and staff to the fact that a Item/Product being ordered contains Allergens, or that a patron making an Order has an Allergen that needs to be considered when taking an Order. Allergens can be declared against patrons (Members), Items/Products and also at the time an Order is being placed. These then flow through to various Swiftpos touchpoints namely, KVS, Kitchen Dockets, OrderAway, Touch and TouchMini, to:
- Assist patrons when ordering
- Assist staff to ensure the dietary requirements of patrons are met.
What Is Required? ▲ ▼
- Swiftpos v10.51+
- Ensure the Declare Allergens (#380) and Table Info (#44) POS Keys are added to the appropriate Keyboard Layout via the Designer.
When Is It Used? ▲ ▼
When Venues want to improve the experience of their patrons by ensuring that when made aware, a patron's dietary requirements are met. That is, both patrons and staff (front of house and kitchen staff) are made aware of the possibility of Allergens contained in drinks/food offered by the Venue, when:
- Querying an Item/Product
- Adding an Item/Product to an Order
- Preparing an Order
How To? ▲ ▼
- Add Allergens
- Change The Image Of An Allergen
- Declare (Add) Allergens
- Detect (Display) Allergens
- Edit An Allergen
- GET STARTED
- Undeclare (Remove) Allergens
How To Add Allergens? ▲ ▼
Allergens must be listed as a known Swiftpos Allergen before they can be declared and/or detected. To add an Allergen to the list of Swiftpos Allergens, do as follows:
- Navigate to the Allergens screen via the Products menu and select the New option.
- The Add Allergen screen will be displayed.
- Enter a name for the Allergen in the Name field.
- Select the Image Set button to open file explorer, locate an image file and add it as an image that will be associated with the new Allergen.
- Select OK to add the Allergen.
Notes ...
There is no requirement that an Allergen must be associated with an image. Allergens that have no image associated, will display as Name only.
How To Change The Image Of An Allergen? ▲ ▼
To change the Image of an Allergen, do as follows:
- In the Allergens screen, select one of the Allergens listed and then select the Edit option.
- The Edit Allergen screen will be displayed.
- To change the image currently associated with the selected Allergen, select the Image Set button to open file explorer to locate an image file and select it as the new image to be associated with the currently selected Allergen.
- To remove the image currently associated with the selected Allergen, select the Image Clear button.
- Select OK to save the change
Notes ...
There is no requirement that an Allergen must be associated with an image. Allergens that have no image associated, will display as Name only.
How To Declare (Add) Allergens? ▲ ▼
All known Allergens contained in the drinks/food served at a Venue must be included in the list of Swiftpos Allergens before they can be declared in Swiftpos. To add Allergens to this list, refer HERE.
Once added, they can then be declared for:
For those patrons that declare their Allergies, Swiftpos offers Venues the ability to record these. This can only be done by:
- Ensuring the patron is added as a Member to Swiftpos via the Member Records menu option in Back Office.
- Once the Member has been added, their Allergies can then be recorded as part of their Member details. To do this, make use of the Member's Allergens tab accessed via the Member Full Edit Screen.
Clerk/Staff can declare Allergens in an Order/Sale in Touch, in the following ways:
- By selecting the Declare Allergens (#380) POS Key to display the Select to declare Allergens screen and then select those Allergens of concern when taking a patron's Order.
- By adding a Member that has Allergens declared.
- By opening a Table and using the Table Info (#44) POS Key, and then selecting the Allergens button in the Table Information screen.
- By selecting the Allergens option in the Table Information screen when the Table Info (#44) POS Key is selected after opening a Table in Touch. Once selected the Select to declare Allergens screen will be displayed, allowing for the selection of those Allergens of concern.
- By selecting the Allergens option in the Table Information screen when the Table (#30) POS Key is selected after opening a TAB in Touch. Once selected the Select to declare Allergens screen will be displayed, allowing for the selection of those Allergens of concern.
Notes ...
Any one or more of the above options can be used once, or multiple times in a single Order/Sale. Allergens declared, will be added to the already existing declared Allergens for the same Order/Sale.
All Items/Products containing Allergens and available to be ordered, will need to have their Allergens declared against them. This can be done using the Product's Information option in Back Office. To Declare Allergens associated with a Product, do as follows:
- Access the Allergens tab in the Product Information screen.
- Select one or more of the Allergens listed, that maybe contained within the selected Product, so that it is highlighted, thus ensuring they have been Declared.
- Save the changes.
How To Detect (Display) Allergens? ▲ ▼
Allergens detected in drinks/food when ordered at a Venue will be displayed as follows in:
Kitchen Dockets ▲ ▼
Allergens will print on Kitchen Dockets when declared/detected in an Order/Sale are. For example:
Example of Allergens displayed in a Kitchen Docket
For Allergens to display in KVS, KVS will need to be configured appropriately. Refer HERE for more information. Once configured, they will then appear:
- When an Order comes through that contains Allergens. Allergens detected in an Order will:
- Firstly, be displayed at Order level in the Header section. All Allergens detected in the Order will be prefixed with the prefix A:.
- Then displayed at item level, under each item in the Order, that has Allergens detected. They will appear prefixed with the prefix specified HERE.
Example of an Allergen detected in a KVS Order.
- When an item in an Order is selected and the Notes option is selected. For example:
Example of Allergens displayed in KVS when the Notes is selected.
Once added and declared against the appropriate Items/Products in Back Office, Allergens will appear to patrons when placing Orders using OrderAway. When an Item/Product containing Allergens is selected for the first time, patrons will be alerted, by the display of a Product information prompt with a note listing the Allergens contained in the Item/Product. The patron can then choose to add the Item/Product to the Order or exit without adding it. For example:
Example of Allergens displayed in OrderAway
Once added and declared against the appropriate Items/Products in Back Office, Allergens can then be declared/detected in Touch when placing an Order/Sale on behalf of a member/patron. When POS Clerk/Staff Member adds an Item/Product to an Order/Sale, and an Allergen is detected that matches with the member's/patron's declared Allergies, the POS Clerk/Staff Member will be presented with a Product information screen, that will alert them to the fact that Allergens have been detected. This allows the POS Clerk/Staff Member to confirm with the member/patron as to proceed with the ordering of the Item/Product in question or cancel and order an alternative Item/Product. This can be done as follows for:
- Members
- WITH Allergens Declared
- In Touch, add the Member with Declared Allergens to an Order.
- Adding the Member at the START of the Order
- Add items to the Order. When an Item is added and a match is detected between the Allergens declared against the Member and those declared against the Item, then a prompt, similar to the one below, will be displayed.
- Select the Continue to add to Sale button to add the Item to the Order, OR
Select the Close button to exit the prompt and NOT add the item to the Order.
- Adding the Member during or at the END of the Order
- In Touch, add items to the Order.
- Add the Member with Declared Allergens to an Order. When the Member is added and items in the Order are detected with a match between the Allergens declared against the Member and those declared against the Items, then a prompt, similar to the one below, will be displayed.
- WITH Allergens Declared
-
- WITHOUT Allergens Declared
- A Member without Declared Allergens configured in Back Office will require Allergens to be declared in the same way as would be done for a patron. Refer to When a Patron WITH Allergens places an Order below.
- WITHOUT Allergens Declared
- Patrons
- WITH Allergens places an Order
- Declaring Allergens at the START of the Order
- In Touch, select the Declare Allergens (#380) POS Key and select those Allergens of concern. Refer to How To Declare Allergens for more information.
- Add items to the Order. When an Item is added and a match is detected between the Allergens declared in the Order (as per above) and the Allergens declared against the Item, then a prompt, similar to the one below, will be displayed.
- Declaring Allergens during or at the END of the Order
- Add items to the Order.
- In Touch, select the Declare Allergens (#380) POS Key, either during the ordering of Items or at the end, and select those Allergens of concern. Refer to How To Declare Allergens for more information.
- If any of the ordered Items have declared Allergens detected, then a prompt, similar to the one below, will be displayed:
- Declaring Allergens at the START of the Order
- WITH Allergens places an Order
-
- When a Product is added to an Order
- In Touch, add an item to an Order/Sale and select the Show PLU Notes (#535) POS Key to display the Product information including any declared Allergens. Refer to How To Declare Allergens for more information.
- When a Product is added to an Order
Example of a single item Allergens notification
Example of a multi item Allergens notification
Example of Allergens declared and displayed in Touch
Once added and declared against the appropriate Items/Products in Back Office, Allergens will be presented to the Clerk/Staff Member when using TouchMini. They will appear in TouchMini, when the Product is added to an Order/Sale. For example:
Example of Allergens displayed in TouchMini
When an order/sale contains detected Allergens and is selected in the Search Transactions menu option, these are displayed as follows:
How To Edit An Allergen? ▲ ▼
To edit an Allergen in the list of Swiftpos Allergens, do as follows:
- Navigate to the Allergens screen via the Products menu and select the Edit option.
- The Edit Allergen prompt will be displayed.
- Change the name of the Allergen displayed in the Name field, if required.
- To change the image currently associated with the selected Allergen, select the Image Set button to open file explorer to locate an image file and select it as the new image to be associated with the currently selected Allergen.
- To remove the image currently associated with the selected Allergen, select the Clear option.
- Select OK to add the Allergen.
Notes ...
There is no requirement that an Allergen must be associated with an image. Allergens that have no image associated, will display as Name only.
How To GET STARTED? ▲ ▼
To implement/manage and use the Swiftpos Allergens feature, do as follows:
Clerks/Staff will need to be authorised where appropriate, to be able to configure and manage Allergens. This must be done in Back Office via the Clerk Security Groups menu option, for:
- Products
- Products > Product Records - Ensure the Edit Allergens option is selected.
- Products - Ensure the Allergens option is selected.
- Products > Allergens - Ensure the Allow Full Edit option is selected.
- Members
- Members > Member Records - Ensure the Edit Allergens option is selected.
The following will need to be configured for:
- Allergens ▲ ▼
- Identify all possible Allergens that may be contained in the drink/food items a Venue serves to patrons for consumption.
- For each Allergen identified, ensure they are added to the Swiftpos list of Allergens. Refer HERE for more information.
- KVS ▲ ▼
To ensure Allergens are made aware to kitchen staff, KVS can be configured to ensure Allergens are displayed when Orders come through. To do this, do as follows:
- Ensure the Detected Allergens option is selected in the Show section of the Appearance tab.
- Once selected, the Prefixed With option will be enabled. Enter a prefix to ensure Allergens are more easily noticed and identifiable on the KVS screen. Refer HERE for information on how Allergens are detected in KVS.
- Members ▲ ▼
For those patrons that are currently Members and have Allergies, they may choose to declare their Allergies to the Venue, which can then be recorded against their Member details. Refer HERE for more information.
- Menu Boards ▲ ▼
For Allergens to display on Menu Boards, do as follows:- Ensure the Allergens option included in the Product Data drop-down list, in Product Details, is selected when adding Items/Products to a Menu Board.
- Products ▲ ▼
- Identify all Items/Products a Venue serves to patrons for consumption. These can be either drink/food type Items/Products.
- For each Item/Product identified, determine whether they contain Allergens.
- For each Item/Product that does contain Allergens, ensure their Allergens are declared. Refer HERE for more information.
- Touch ▲ ▼
- Ensure the Declare Allergens (#380) and Table Info (#44) POS Keys are added to the appropriate Keyboard Layout via the Designer.
How To Undeclare Allergens? ▲ ▼
To undeclare (remove) Allergens, do as follows for:
Allergens declared in an Order/Sale in Touch will remain declared until the Order/Sale is either cancelled or finalised. If, however, there is a need to remove declared Allergens from an Order/Sale, this can be done at any time while the Order/Sale is in process. To do this:
- Ensure the Order/Sale is currently displayed in the sales grid in Touch.
- Select the Declare Allergens (#380) POS Key to display the Select to declare Allergens screen.
- Select from the highlighted Allergens, each one that is to be undeclared (removed), so they are no longer highlighted, thus ensuring they are undeclared (removed).
- Select the OK button to save the selection and continue.
- Access the Allergens tab in the Product Information screen.
- Select the Allergen to be removed. That is, one that is highlighted. Selecting it will ensure it is no longer highlighted, thus ensuring it has been Undeclared.
- Save the changes.
Reports ▲ ▼
The following reports are available in Swiftpos for Allergen reporting:
- Sale Allergens Audit (SLA046)
- Product Allergens (PRD024)
Screens ▲ ▼
Add Allergen Screen ▲ ▼
To access, select the New option in the Allergens screen. Used to add an Allergen.
- ID - Displays the ID of the Allergen being added.
- Name - Displays/Enter the name of the Allergen being added.
- Image
- Set - Select to add an image for the Allergen being added.
- Clear - Select to clear the image currently set.
Notes ...
The default images associated with Swiftpos provided Allergens, CANNOT be cleared.
Allergens Screen ▲ ▼
To access, select the Allergens option in the Products menu in Back Office. Used to manage and configure Allergens. The Allergens listed in the screen shot above are the default Swiftpos Allergens. These cannot be deleted; however, the images associated with each can be changed if required.
Grid Section
Displays the available Allergens along with their ID, Name and Image.
Footer Section
- New - Select to open the Add Allergen screen to add a new Allergen to the list of available Allergens.
- Edit - Select to open the Allergen screen to edit the selected Allergen.
- Save/Undo - Select to save/undo changes.
- Delete - Select to remove the selected Allergen from the list.
Notes ...
The Allergens listed in the screen shot above are the default Swiftpos Allergens and CANNOT be deleted.
Edit Allergen Screen ▲ ▼
To access, select the Edit option in the Allergens screen. Used to edit an Allergen.
- ID - Displays the ID of the Allergen being edited.
- Name - Displays/Enter the name of the Allergen being edited.
- Image
- Set - Select to add an image for the Allergen being added.
- Clear - Select to clear the image currently set.
Notes ...
The default images associated with Swiftpos provided Allergens CANNOT be cleared.
Select To Declare Allergens Screen ▲ ▼
The declared Allergens are highlighted
To access, select the Declare Allergens (#380) POS Key in Touch. Used to include Allergens declared by a patron when taking an Order in Touch.
- Select those Allergens to be declared by selecting each one so they are highlighted, thus ensuring them declared.
- Select the OK button to save the selection and continue.
End of article ▲