Guests & Loyalty

Overview

Guests are optional customer profiles for your venue: name, phone, allergies/tags, visit history, unpaid bills, and (if you turn it on) loyalty points.

Nothing on the floor is forced. Staff can still run name-only tabs exactly as before. Linking a guest is an extra step when you want to know the regular, flag allergies, or run rewards.

In admin: People → Guests — profiles, loyalty setup, PDF export of the guest list.

On the till: When setting the customer name, you can optionally link a phone / guest profile. Skip it and the tab works as usual.

Service flow at a glance

1. Owner/manager adds guests in People → Guests (or staff create one when linking on FOH).
2. Optional: turn on Loyalty and pick a Tavio preset (or your own numbers).
3. On the floor, open a tab → set customer name → optionally link guest by phone.
4. Close the bill as normal. If a guest was linked and loyalty is on, points earn automatically.
5. At payment, if the guest has enough points, staff may redeem once for a rand discount.
6. In Office, open the guest to see visits, unpaid balance, and points.

People → Guests (Office)

Profiles

Each guest has:

Tip: Keep allergies accurate — floor staff see them when the guest is linked.

Visit history and unpaid

On the guest sheet you can see:

• Recent visits — closed orders that were linked to this guest (order #, date, payment, total). Tap to open that day in Sales → Orders.
• Unpaid balance — closed-as-unpaid amounts for linked orders only. Settle those bills from Orders, not from Guests.

Good practice: Link the guest before closing unpaid so the balance appears on their profile.

Export PDF

Use Export PDF on the Guests page for a printable list (name, phone, tags, allergies, points, visits, spend, notes). The export follows your current search filter.

Loyalty (when enabled)

Loyalty is off until an admin enables it under Guests → Loyalty.

Setup

1. People → Guests → Loyalty.
2. Enable loyalty for the venue.
3. Start from a Tavio preset, then fine-tune if needed:

You set:

• Points per R1 spent
• Points needed to redeem one reward
• Reward value (R) — amount discount at pay

The sheet shows a plain-English summary (spend to unlock and % back). Soft warnings appear if your numbers sit outside Tavio’s usual 5–12% guideline — you can still save.

In admin: Only admin / owner can change loyalty settings.

How earn works

• Guest must be linked on the order.
• When the bill closes, points are added: floor of (bill total × points per rand).
• Name-only tabs (no guest link) earn nothing.

How redeem works

1. Open payment on a linked tab.
2. If the guest has enough points, a Redeem button appears.
3. Staff taps it → a rand discount is applied (one reward).
4. When the bill closes, redeem points are deducted, then earn points are added on the final spend.

Redeem is optional. Staff are never forced into a loyalty flow.

On the till: If Redeem is missing, check loyalty is enabled, the guest is linked, and they have enough points.

Manual point adjustments

On the guest sheet, managers can add or remove points (+10 / +50 / −10) for house corrections (make-good, birthday gift, etc.). Keep a short house rule for when that is allowed.

Linking a guest on FOH

1. Open or edit the customer name on the order.
2. Optionally open link guest and enter a phone.
3. If a profile exists, Tavio matches it; if not, you can create one.
4. Save. The tab may show a short insight line (allergies, tags, points).

Warning: Do not invent phones. Wrong phone = wrong profile, allergies, and points.

Leaving phone blank keeps classic name-only behaviour.

Common questions

Must every table have a guest profile? No. Optional only.

Do points work without loyalty enabled? No. Profiles and unpaid/visits still work; points stay at zero until you enable loyalty.

Can I settle unpaid from Guests? No. Open the order from the guest sheet (or Sales → Orders) and settle there.

What if two phones for one person? Create one clean profile and use that phone on FOH. There is no merge tool yet — avoid duplicates.

Does draft New Order earn points? Earn runs when a linked order is closed from All Orders payment. Link the guest on the tab you close.

Tips

Good practice: Turn loyalty on only after staff know how to link a phone in under 10 seconds.

Good practice: Brief the floor: redeem is optional; allergies on the insight line matter more than points.

Good practice: Chase unpaid from Orders each morning; use Guests to see who still owes.

Troubleshooting

Glossary