Integration of Restaurants

• Create the restaurant as Other contact in your club, with its appropriate email address. However, do not enable this account so the restaurant cannot log in.

• In the event, set the restaurant in the list of organizers and enable the registration. Each time a participant registers or de-registers, the restaurant will get an email with the name of the concerned person and his/her answers.

• The restaurant has to collect the information and consolidate it in order to know how many people will come and, potentially, their menu choice. Nowadays, restaurants are connected to many reservations systems, so they are able to do.

NOTE
Receiving an email for each registration/de-registration might be cumbersome for the restaurant! We do not recommend this option.

• Create the restaurant as Other contact in your club with the appropriate email address. However, do not enable this account so the restaurant cannot log in.

• In the event, set the restaurant in the list of location contacts and enable the registration. Multiple recipients can be set. (BTW: The email set for a location is not meaningful for this feature, the contact person's email address must be provided).

• When the registration deadline is reached, the restaurant receives an Excel file containing the names and responses of the participants by email. Possible side effects are:

  • When the deadline is extended before its expiration, the email will be sent accordingly.

  • When the location contact was set after the expiration of the deadline or if the registration was not enabled at that time, NO email is sent. The deadline was missed.

  • When the location contact has been set on time and the deadline is moved after an email has already been sent, a new email will be sent on the new deadline.

  • When registrations happen on behalf of members after the deadline, the restaurant will not be notified of these new participants.

• The event organizer has the Unit life administrator role and decides when it makes sense to download the simplified participant list.

• The download is available on the event detail website, clicking on the icon left to the PARTICIPANTS button.

• The simplified list contains the names of the participants and their choices. Because in this case the restaurant email address is unknown to Polaris, the event organizer must send the list from his own mail account. The download of the simplified list is available on the event detail website, clicking on the icon left to the PARTICIPANTS button.

• Create a new role "Restaurant" (Club parameters > Roles > “+ Create”), which has only Read access to the Calendar and Registrations/questions, but no any other access rights. Then create the restaurant as an Other contact in your club, with the corresponding email address, and activate this account by assigning it the new role “Restaurant”.

  

• Because the restaurant can log in to the club’s website and see the event, it can also see the registrations and the summary for each choice. The restaurant knows how many people will come and and their potential menu choice.

• The restaurant can also download, at any time, the simplified list of participants containing their names and answers. The download is available on the event detail website, clicking on the icon left to the PARTICIPANTS button.

  

• Create the restaurant as an Other contact in your club, with its appropriate email address, and activate this account by assigning it the predefined role "Attendance capture (Restaurant)".

• Because the restaurant can log in and see the event, it can also see the registrations on the website and the summary for each choice. The restaurant knows how many people will come and and their potential menu choice. The restaurant can also download, at any time, the simplified list of participants containing their names and answers (see point 2.1).

• Additionally, the restaurant will see the button PARTICIPANTS on the event detail page and will be able to capture the attendance of the participants, manually or with QR code, create guests and visitors, but not close the event. In this way, the club function of attendance control can thus be "outsourced" to the restaurant.

IMPORTANT

The club must have a real relationship of trust with the restaurant owner! We recommend choosing this option only if the restaurant owner is a Rotarian.