Overview

This article describes how to configure a Heartland Restaurant site to use the Scan to Order feature set. The Scan to Order features enables customers to use a site’s Online Ordering website to order meals from a table for dine-in service. With this feature, a customer can enter a site, sit at a table, scan a QR code that represents the table, and then order items in the site’s Online Order website. The site will then be prepared and brought to the table.

To use Scan to Order, the site must run Heartland Restaurant version 6.30.

Configuring Scan to Order

You can configure a site to use the Scan to Order feature in the Online Ordering screen. Unlike delivery or carryout service, the site must have at least one room set to use a room layout in order to use the Scan to Order “Eat In” service.

1. In the Admin Console’s Main Menu, click Location Setup, then click Online Ordering.
2. In the Online Ordering screen, click the Online Ordering tab, then click the Eat In subtab. 
   
3. In the Eat In tab, enter the appropriate settings (see below) for the location’s schedule and menu.
4. After entering the appropriate settings, click Save to save your settings. 

Eat In Settings

Eat In Enabled: If you select this check box, the Online Ordering webpage will include Eat In as an order option.

Eat In Payment Types: This list enables you to specify what type of payments are acceptable for “eat in” orders. If you select Credit Card, the webpage will include controls allowing customers to pay with a credit card before submitting the order. This will be the only available method of paying for “eat in” orders.

If you select In-Person, the webpage will enable the customer to submit an order without paying for it on the webpage. It will create an unpaid ticket on the POS, and the server will need to perform the payment directly for the customer.

If you select Both, the webpage will allow customers to pay with credit cards when submitting an order, or wait and give payment to a server in person.

Eat In Tips Allowed: If you select this check box, the webpage will display controls that enables customers to add a tip amount to an “eat in” order in the webpage before submitting the order. This option only applies to scenarios where the customers pay with credit cards. It has no effect on transactions where the customer leaves a tip with In-Person payment.

Print Checks Immediately on Received Orders: If you select this check box, the POS will print checks for “eat in” orders immediately upon receiving them from the Online Ordering site.

Show Required Fields: If you select this check box, the Online Ordering site will display all boxes for required customer information (name, phone number, and email address) when a customer pays a ticket. If you clear this check box, the Online Ordering site will not display the Name, Phone Number, and Email Address boxes for required customer information when a customer pays a ticket. This control enables you to hide boxes for contact information that is not necessary for Eat In service.

Order Completion Message: These boxes enable you to add a customized text message that will display when customers complete an order in the Online Ordering website. Using these controls, you can create a closing message for online “eat in” orders.

In the Title box, type a title for the message. In the Message box, type the text of the full message. In the Online Ordering website, when a customer submits an order, the website will display your custom title and message in the order confirmation screen. It will also include the custom title and message in the customer’s order confirmation email.

Eat In Menu & Hours

The controls in the Eat In Menu & Hours area enable you to configure the availability of “eat in” service in the Online Ordering webpage. You can use these controls to designate the days of the week and times of each day when the items of specific menu groups are available for “eat in” service in the Online Ordering webpage. If you click + New, the program will add one set of controls to the area. You can use these controls to set the availability time for one menu group. You can add multiple menu groups (with separate start and end times) to a single week, or you can add multiple weeks, each with different menu groups.

By selecting one or more of the day buttons, you can designate which days of the week the items in the menu groups are available for “eat in” service in the Online Ordering webpage.

In the Menu Group list, select the menu group whose items you want to make available for “eat in” service during the selected days of the week.

In the Upsell Group list, you can associate a menu group with an appropriate upsell group. When a customer orders an item in this menu group, the webpage will apply the rules set in the upsell group.

In the Start Time and End Time boxes, you can set the time range within each day that the items in the main group are available for “eat in” service in the Online Ordering webpage. When servers order items in this menu group, the webpage will only display controls for “eat in” service within the time range you set here. By setting a start time and end time, you set the time range during each selected day that the items in the menu groups are available for “eat in” service.

You can also set menu groups with overlapping time ranges. For instance, you could set a “Breakfast” menu group with a time range of 8:00 AM to 12:00 AM, and then set a “Lunch” menu group with a time range of 11:00 AM to 4:00 PM. In such a case, if a customer accesses the Online Order website between 11:00 and 12:00, the program will allow the customer to order items from both the “Breakfast” and “Lunch” menu groups.

Eat In Override Menu & Hours

The controls in the Eat in Override Menu & Hours area enable you to make changes to availability of “eat in” service during specified dates and times, regardless of default “eat in” hours. This allows merchants to easily change their “eat in” availability, both on short notice due to special circumstances, and in advance for scheduled closures. For example, if a merchant will be closed on New Year’s Day, they can make the menu unavailable for that date in advance using the settings in the Eat in Override Menu & Hours area.

If you click Add a date, the program will display a calendar window, allowing you to select a single date. If you select a date, the program will then allow you to enable or disable “eat in” service on that date, regardless of default “eat in” settings. You can add multiple dates to an override set. 

In the Menu Group list, select the menu group whose items you want to make available for “eat in” service during the selected days of the week.

In the Upsell Group list, you can associate a menu group with an appropriate upsell group. When a customer orders an item in this menu group, the webpage will apply the rules set in the upsell group.

In the Start Time and End Time boxes, you can set the time range within each day that the items in the main group are available for “eat in” service in the Online Ordering webpage. When servers order items in this menu group, the webpage will only display controls for “eat in” service within the time range you set here. By setting a start time and end time, you set the time range during each selected day that the items in the menu groups are available for “eat in” service.

Adding Items to the Eat In Menu

To include an item in the menu on the eat-in online order website, you must enable the In-Store E-Commerce option for the specific item, its menu section, or its menu group.

To Add a Menu Item to the Eat-In Menu

1. In the Admin Console’s Main Menu, select Account Menu, then click Item.
2. In the Item screen, select an existing item.
3. Select the In-Store E-Commerce check box.
   
4. Click Save to save the item’s settings. 

The program will include the menu item in the eat-in menu.

To Add a Menu Section to the Eat-In Menu

1. In the Admin Console’s Main Menu, select Account Menu, then click Section.
2. In the Section screen, select an existing menu section.
3. Select the In-Store E-Commerce check box.
4. Click Save to save the section’s settings.

The program will include all menu items in the menu section in the eat-in menu.

To Add a Menu Group to the Eat-In Menu

1. In the Admin Console’s Main Menu, select Account Menu, then click Group.
2. In the Group screen, select an existing menu group.
3. Select the In-Store E-Commerce check box.
4. Click Save to save the group’s settings. 

The program will include all menu items in the menu group in the eat-in menu.

Export QR Code URLs for Tables

After configuring the Eat In settings, you must create QR codes for the tables that will be available for Scan to Order service. Each table must have a QR code, which the program will print on each customer’s “eat in” ticket.

To assign QR codes to the site’s tables, you can generate an Excel spreadsheet listing all tables in the site, which includes each table’s location, room, name, and QR code URL. You can then use this list to create a QR code for each table. You can generate this list of tables in the Admin Console, either in the Import/Export screen or the Rooms screen. 

Exporting QR Code URLs (Tools)

1. In the Admin Console’s Main Menu, click Tools, then click Import/Export.
2. In the Import/Export screen, click the Misc tab.
3. Select the Dine In QR Code URLs check box.
   
4. Click Export Data.
   

The program will generate an Excel spreadsheet that includes a list of all tables in the site. For each table, the report will include the table’s location, room, name, and QR code URL.

After generating the list, you can use it to create a QR code for each table. To do this, you must use a third-party QR code generator to create a QR code version of each table’s URL. Using a third-party QR code generator, you can generate a QR code for each table, print the QR code, and then display the QR code at the table it represents.

Later, when a seated customer is ready to place an order, the customer can scan the table’s displayed QR code with their phone. The app will access the site’s online ordering site. The customer can then place an order in the site.

Exporting QR Code URLs (Rooms)

1. In the Admin Console’s Main Menu, click Location Setup, then click Rooms.
2. In the Rooms screen, select an existing room with a table layout.
3. In the room’s settings panel, in the Room Layout area, click Export QR Code Links.
   

The POS will export a list (in CSV format) of the tables in the selected room, including each table’s location, room, name, and QR code URL. 

Using Scan to Order

1. After sitting at a table, scan the table’s QR code with a mobile device.
   The device accesses the site’s online ordering website.
2. Add one or more items to the ticket, then click Checkout in the Your Order panel.
3. If you have an existing loyalty account, click Login, then enter a valid email address and password.
   
4. To create a new loyalty account, click the Sign Up tab and enter the necessary customer information.
5. In the Checkout screen, in the Enter your info area, enter a name, email address, and phone number.
   In the current version, customers must enter a name, email address, and phone number to use the Scan to Order service.
   
6. In the Enter your info area, select a payment method.
   If you select New credit card or New gift card, the website will prompt you to enter the necessary card information.
7. If the Leave a tip? option is available, you can enter a tip by tapping Yes and entering a tip amount in the Custom Tip Amount. 
8. Click Submit Your Order.
   The website will send the order, linked with your table, to the POS. It will also display the Your order has been submitted screen.
9. If desired, you can click a rating in the Rate your online experience area, and enter comments in the Comments box. 

The program will include these comments in the Customer Feedback Report, labeled specifically as a Dine-In Order.

Scan to Order in the POS

When a customer submits an order, the POS creates a ticket for the order. In the Floor Plan screen, the POS displays the selected table as occupied. The table icon’s color will indicate if the ticket is paid or unpaid. 

If a server opens the ticket, the POS will include the customer’s name, phone number, and email address (if provided) in the ticket’s information panel. The ticket number will feature the “OLO” (online order) prefix.

At this time, customers cannot create new Heartland Loyalty accounts with the Scan to Order feature. Only customers with existing loyalty accounts will be able to log in and order items with the Scan to Order feature. Also, the Scan to Order interface does not allow customers to reorder items from their saved order history.