Overview

In this article, we describe the features and settings in the Mobile Manager Admin Console, a web-based utility that supports the Mobile Manager analytics app. Using the Admin Console, you can create the user accounts that your clients will use to log into and access the Mobile Manager app. You can also define the reports and key stats that are available to each user, and enable the push notifications that will run on each user's app. 

You can access the Mobile Manager Admin Console at this location: https://mobilemanager.heartland.us

After logging in, the Admin Console displays a menu of four options, each one accessing a page of records or settings:

• Users
• Clients
• Stores
• Reports

Dealers can create new user accounts and new reports for any of their existing clients, but only Heartland administrators can create new clients or stores. Once stores are created, dealers can review and edit their settings.

For instructions on how to find S3 Bucket credentials for a new store, please review the "Stores" section of this article.

Users

After a client account is created, you can create one or more user accounts for the site’s staff on the Users page. In the Users page, you can create, edit, or delete user accounts. You can also associate a user account with the reports and key stats options that the user will have access to in the Mobile Manager app.

To create a new user account, click New User, then enter the user’s information (first name, last name, and email address) and associate the user with the appropriate client record. After saving the user record, you can assign reports and key stats to the user. By doing so, the user will have access to those report and key stats when they log into the Mobile Manager app.

To delete a user account, find the user account in the list and click its Delete button .

To edit the settings of an existing user account, find the user account in the list and click its Update button. 

To enable or disable push notifications for a user account, find the user account in the list and click its Push Setting button .

Push Notifications

If you click the Push Settings button, you can then set various options for push notifications. Push notifications display an alert on the handheld device when certain events occur, and you can select the events that will trigger a push notification in the Users settings Admin Console.

Push notifications display an alert on the handheld device when certain events occur. In the Admin Console, you can select the events and conditions that will trigger a push notification, and you can set different notifications for each user.

If you click the Push Settings button, the program will open the Push Settings page for the selected user. In the Push Settings page, the notification settings are grouped into different categories (Labor, Void, and so on). To expand the list of settings within a category, click a category’s label.

Each push notification listed in the page features an Enable/Disable toggle switch. To set the app to use a specific push notification, set its toggle switch to Enable. If you set a notification’s toggle switch to Disable, the app will ignore its settings and will not use the notification.

Labor

The labor notification settings are only available if day parts are already defined for the store.

To add a day part to the account, click Add Day Part. The program will add a block of controls with several settings: For ___ and ___ send push notifications if …

In the first list, select the store that the alarm will apply to. In the second list, select the specific day part (representing the time of day) that the alarm will apply to.

Select the Labor % is less than check box if you want the program to send an alarm if the labor percentage falls below a particular percentage. In its adjacent box, enter the specific percentage labor percentage. The program will send an alarm if the labor percentage drops below the specified amount during the designated day part, at the designated store.

Select the Labor % is greater than check box if you want the program to send an alarm if the labor percentage exceeds a particular percentage. In its adjacent box, enter the specific percentage labor percentage. The program will send an alarm if the labor percentage rises above the specified amount during the designated day part, at the designated store.

Check for Labor Percentage every:

This list allows you to set how often the app checks the current labor percentage. You can set the app to check labor percentage every 30 minutes or every 60 minutes.

If an employee has a continued shift of more than _ without a break

You can use this box to set the app to send an alert if an employee works a shift continually for too long without taking a break. In the box, enter the number of hours that an employee can work without a break before the app sends an alert. 

Employee is still clocked in after

You can use these boxes to set the app to send an alert if an employee at a specific store is still clocked in after a specific time of day. In the first box, enter the time of day after which the employees should not be clocked in. In the second box, select the store where you want the alert to apply.

If you want to apply additional alerts to other stores, click Add Store. The program will add another pair of boxes, allowing you to set another alert for a different time of day or a different store.

When employee is approaching Weekly Overtime in _ within 40 hours.

You can use these settings to set the app to send an alert when an employee is close to working enough hours within the current week to earn overtime wages. This alert notifies you that an employee is about to start earning the overtime pay rate before it actually happens.

In the hours box, enter the number of hours prior to the total hours needed to earn the overtime rate when you want to receive the alert. For instance, if you enter “2” in the hours box in a store where the weekly overtime rate begins after 40 hours of work within a week, the app will send an alert when an employee works 38 hours.

In the following line (Send alert every _ if employee is still logged in.), you can set the app to send additional alerts at regular intervals (15, 30, or 60 minutes) after the initial alert. For instance, if you select 15 minutes in the list, the app will send an alert every 15 minutes after the initial alert.

Void

Send Push notification if void over

The app sends an alert when you void an item from a check with a price over a specified amount. In the box, enter the specific amount that a void must exceed for the app to send the alert.

Number of voids is equal or greater than

The app sends an alert if the number of voids performed by a single employee or an entire store exceeds a specified amount. In the for employee box, enter the number of voids performed by a single employee that should trigger an alert. In the entire store box, enter the number of voids performed by a single employee within the store that should trigger an alert.

Send push notification if Void happens after following time

The app sends an alert when you perform a void after a specified time of day. In the box, enter the specific time of day that a void must be performed for the app to send the alert.

Discount

Send push notification if Discount happens after following time

The app sends an alert when an employee performs a discount after a specified time of day. In the box, enter the specific time of day that a discount must be performed for the app to send the alert.

Discount will be pushed if equal or greater than

The app sends an alert when an employee performs a discount that is equal to or greater than a specified amount, or if the total discounts performed during the day are equal to or greater than a specified amount. If you enter an amount in the on single transaction box, the app will send an alert if an employee performs a discount of equal or greater amount. If you enter an amount in the total for day box, the app will send an alert if the discounts performed by all employees during the current day equals or exceeds that amount.

Number of discounts is equal or greater than

The app sends an alert if the number of discounts (of any value) performed by a single employee or an entire store exceeds a specified amount. In the for employee box, enter the number of discounts performed by a single employee that should trigger an alert. In the entire store box, enter the number of discounts performed by a single employee that should trigger an alert.

Checks

Any check is above

The app sends an alert when an open check exceeds a specified amount. In the box, enter the specific amount that the check must exceed for the app to send the alert.

Fraud Detection

If a check is reopened once it has been closed

The app sends an alert when you open a check after it has been closed.

If any ‘Paid Out’ transaction is done

The app sends an alert when you perform a paid out transaction (of any amount).

If any ‘Refund’ transaction is done

The app sends an alert when you perform a refund transaction (of any amount).

If ‘No Sale’ transaction is performed greater than

The app sends an alert when a specified number of No Sale transactions are performed either for a single staff member or for the entire restaurant.

In the first box, enter the specific number of No Sale transactions by a single employee minutes after which the app will send the alert. In the second box, enter the specific number of No Sale transactions for the entire restaurant after which the app will send the alert.

Tips

If any tips on check has highest

The app sends an alert when a tip exceeds a specified percentage of its check’s total. In the box, enter the specific percentage of the check amount that the tip must exceed for the app to send the alert.

Loyalty

When the same loyalty number is used more than

The app sends an alert when a frequent diner or loyalty customer account number is applied to a check more than a specified number of times in a day. In the box, enter the specific number of times per day that a loyalty account number can be used before the app sends the alert.

When the same AR account number is used more than

The app sends an alert when an A/R account number is applied to a check more than a specified number of times in a day. In the box, enter the specific number of times per day that an A/R account number can be used before the app sends the alert.

Service Status

If XML feed is not received over

The app sends an alert if it has not received an XML update from the server within a specified number of minutes. In the box, enter the specific number of minutes that the app will wait for an XML update before sending the alert. You can use this alert to notify you of possible lapses or disconnections between the store’s network and the server.

Stores

The Stores page allows you to review the settings of your client’s stores. Dealers cannot create new store records, but they can review and edit the settings of existing stores.

To edit the settings of an existing store, find the store in the list and click its Update button .

If you need to view S3 Bucket credentials for the store, click the key icon near the store’s name.
The program will display the Amazon S3 Bucket credentials.

In the Store’s page, you can add users to the store’s account. By adding a user to the account, that user will have permission to access the store’s data on the Mobile Manager app. If you click Add User, the program displays a list of existing user records that you can select. If you do not see one for the user you want to add, click Create New. The program will display three boxes, allowing you to type the first name, last name, and email address of the new user. 

In addition to adding users, you can edit the following store settings:

Name

Enter a unique and descriptive name for the store (typically a number). 

Time Zone

Enter the time zone where the store located.

POS Type list

Select the product line (the type of POS system) that the site uses.

Registration Number (as specified in XML)

When exporting XML data from Dinerware and pcAmerica systems, the Mobile Manager generates its own registration automatically. To export XML data from a Digital Dining system, you should use the site’s license number as the registration number.

Starting Day of the Week

In the Starting Day of the Week list, choose the day of the week when the site’s weekly figures are reset. Each week, beginning at the start of that day, the program will reset the data and create new figures for anything that has a weekly time period.

Start Time of the Day

In the Starting Time of Day box, enter the time of day when the site resets its daily figures. At the beginning of the day, the program will create new figures for anything that has a daily time period.

End Time of the Day

In the Ending Time of Day box, enter the time of day when the site stops generating daily data for the current day. At the end time of the day, the site’s POS system no longer adds sales data to the files of the current day.

Day Parts

In the Day Parts area, you can define up to six separate day parts to each store, allowing you to monitor labor percentages at specific intervals. A day part is a part of a store’s business day. By adding multiple day parts to a store, you can divide the store’s business day into smaller units, and then apply to each unit different conditions to trigger an alert.

For each day part, type the name in the Name box. In the Time Start box, select the time of day when the day part begins. In the Time End box, select the time of day when the day part ends. After you create these day parts, you can use them to define labor percentage alerts in the Labor section.

Reports

After a client account is created, you can create one or more reports for the site’s staff on the Reports page. In the Reports page, you can create, edit, or delete reports.

If you click New Report, the program will prompt you to enter the following information.

Clients list

Select an existing client associated with the site that will use this report.

Store Owners list

Select the store owner of the site that will use this report.

Report Type list

Select the type of report that you are creating. You can choose from the following types:

• Sales: Total sales performed within the specified date range.
• Voids: Total voids performed within the specified date range.
• Discount: Total discounts performed within the specified date range.
• Receipt: Total receipts performed within the specified date range.
• Charge: Total charges performed within the specified date range.
• Refunds: Total refunds performed within the specified date range.
• Check: Total amount of the checks closed within the specified date range.
• Tips: Total tips earned within the specified date range.

Report Name box

Enter an appropriately descriptive name for the report.

Default Report View option

The Default Report View option allows you to select a default view setting for the report, either Chart or Tabular.

Data Range list

In the Date Range boxes, you can specify default range of one or more days from which the report will include transaction data. The list includes ranges of days that are not specific dates, such as Today, Yesterday, Last Week to Date, and so on. If you wish the report to require staff to select a range of specific customized dates, select Custom.

Primary Grouping list

In the Primary Grouping list, you can select a default grouping option for the report. When the program generates the report, it will list the transactions in the report in groups, and the Primary Grouping list allows you to select the type of group. The program will list each group alphabetically and list all the items in that group together.

For instance, if you are defining a sales report and you select a grouping of Profit Center, the report will list all the menu items sold in the first profit center together. After that group, the program will list all of the menu items in the next profit center.

Primary Filter list

If you are configuring a report for a client with multiple stores, you can use the Primary Filter list to filter the report to include data from only one or more specific stores. In the list, if you select the Select All Existing and New Items check box, the report will include data from all stores and will automatically include data from newly created stores. If you select the Without Group check box, you can then select one or more stores to include in the report.

Secondary Grouping list

Some of the report types allow you to apply a secondary grouping option. If you are configuring a type of report that allows secondary grouping, you can select the grouping option in the Secondary Grouping list. This list allows you to create subgroups of items within primary groups.

For instance, if you are configuring a sales report and you select a primary grouping of Profit Center and a secondary grouping of Sales Type, the report will group all the menu items sold in the same profit center together and then list those items in subgroups by sales type:

Column Grouping list

In the Column Grouping list, you can set the app to include a group of extra columns to a report, displaying information for individual items within a specified group. For instance, in a receipt report, you could select a column grouping of Staff Server. Later, when the user accesses the report, the app will include one or more columns in the report, each listing receipts transactions for a specific server.

If you select a column grouping option in this list, you can select the specific members of that group to include in the report in the Column Filter list (below).

Column Filter list

If you select a column grouping option in the Column Grouping list, you can select one or more specific members of that group to include in the report in the Column Filter list. For instance, in a receipt report, if selected a column grouping of Staff Server, In the Column Grouping list, you can then select one or more specific servers to include in the report with the Column Filter list.

In the list, if you select the Select All Existing and New Items check box, the report will include columns for all members of the selected group and will automatically include add columns for newly created members.

If you select the Without Group check box, you can then select one or more members to include as columns in the report.

Optional Parameter list

In the Optional Parameter list, you can set the app to allow the user to select an optional input parameter when viewing a report. An optional parameter enables the user to limit the data in the report to one or more specific sets, such as viewing a sales report with data from only one store.

The choices in the Optional Parameter list differ, depending on the type of report you are configuring. For instance, if you are configuring a receipts report, the Optional Parameter list includes two choices: Store and Receipt Type. If you select Store, the user will be able to access the receipt report and select one or more specific stores. The app then displays the receipts report, but only includes data from the selected stores.

If you select an optional parameter in the list, the app will include the Optional Parameter list in its Report screen. The Optional Parameter list will appear in the Report screen below the Time Range list. If you tap the Optional Parameter list, the app displays a list of the available parameters, allowing you to enable or disable the sets you want to include in the report.

Sort/Order Field list

In the Sort/Order Field list, you can select a sort option for the report. When the app displays the report, it will sort the items in the report by the criteria that you select in this list. You can set the app to sort the report by one of the following options:  

• Quantity (QTY)
• SUM
• AVERAGE