35 | Venue Groups & Venue Sets

This article covers an overview of Venue Groups Venue sets and how they are managed within BackOffice.

This article covers an overview of Venue Groups & Venue sets and how they are managed within BackOffice.

Each Venue will belong to one Venue Group and only one Venue Group. This is for reporting purposes to ensure that all Venues are accounted for and for Global Reports to balance correctly. 

However, Venues can belong to multiple Venue Sets or no Venue Sets; they are customizable to meet an Organisation's needs. Venue Sets can be used to batch Venues together when needed for Reporting purposes, Promotional purposes, allowing Operator access to additional Venues, etc.

Anywhere that Venues can be selected for configuration or reporting in BackOffice, Venue Sets will also be available.

Prerequisites

• To access Venue Group Settings, the applicable Operator Privileges   will need to be enabled 
  
• Operator Maintenance 'General' Tab
• System Setup: "Maintain Venue Groups/ Venue Sets" Flag 

Toggle Between Groups & Sets

• To access the Venue Groups & Venue Sets tab, select Venue Groups/Venue Sets from within System Setup from the side menu
• The tab will open into Venue Groups by default
• To access Venue Sets, click on the Display Venue Sets button in the header
  • The name of the tab will change to read Venue Sets and the buttons and List will change as well
• To return to Venue Groups from the Venue Sets view, click on the Display Venue Group button

Venue Group List

• As stated above, all Venues must belong to one Venue Group and only one Venue Group
• When a new Venue is created and copied from an existing Venue, it will belong to the same Venue Group as the existing Venue that it was copied from; this can be changed for a single Venue from its Maintenance Window

1. From the Venue Groups Tab, the entire Venue List of a Venue Group can be seen by double-clicking on a Venue Group line or by highlighting the desired Venue Group and clicking the Edit Venue Group Venues button in the header
2. This will open the small Venue Group Venue List window
   
3. Click Add Another Venue to do so
4. The full Venue List will open in another small window
   
5. Either double-click the desired Venue to add to the Group or highlight it and click Select Venue
6. A Warning Prompt will display informing the Operator that a Venue can only belong to one Venue Group and if the process is continued the Venue will be removed from the current Venue Group assignment
7. Select Yes to continue and the selected Venue will be moved to the desired Venue Group

• To edit the Venue Group Name and/or Description, click the Edit Mode button at the top of the tab
  
• The button will change to an orange color and will now read Exit Edit
• To edit the Name or Description of a Venue Group, click into a field and enter the desired text

• Fifty (50) Venue Groups are available for use with Venue Group IDs ranging from 0 to 49
  

Venue Set List

• Since Venues can belong to multiple Venue Sets, your organization can create and utilize Venue Sets for a variety of purposes
• Venues can be bunched together:
• Based on their physical location or region
• For Sales or Stock Reporting for specific Venues
• To be used as a filter for Marketing & Promotions
• For Analysis Reporting of a Set of Venues
• For Operators' or Accounts' allowed Venues
• For Clocking Jobs' allowed Venues
• Running Scheduled Jobs for a select Set of Venues

1. Click the Add A New Venue Set button to do so
2. A prompt will then appear for to Enter the New Venue Set Name
3. After the Venue Set is added, the Venue Set Venue List window will open allowing for editing of the Venue Set's Venues
4. Click on the Add Another Venue button to do so
5. A Venue List window will open
6. Highlight the desired Venue/s and click the Select Venue button
7. The selected Venues will now be added to the Venue Set
   
8. Click the Remove Venue button to do so

• To select multiple Venues at once, either hold and drag the cursor or hold the Ctrl key on the keyboard and click on the desired Venues
• To Edit a Venue from the Venue Sets tab, double-click on the Venue name within a Venue Set Venue List to open the Venue Maintenance window for the desired Venue

• Similar to the Venue Group List, to edit the Venue Set Name and/or Description, click the Edit Mode button at the top of the tab
  
• The button will change to an orange color and will now read Exit Edit
• To edit the Name or Description of a Venue Set, click into a field and enter the desired text

• The Venues column in the Venue Set List displays:
  

1. The quantity of Venues in each Venue Set
2. The Venue IDs of the Venues in each Venue Set

• In the above example, the "VS_Test Market 2" Venue Set contains two (2) Venues and their Venue IDs are 5 and 7; these can be verified by opening the Venue List for the Venue Set and cross-referencing with the Venue ID Numbers from the Venue & Till List
• In the eighteen (18) Venue Sets in this example, the Venue called "Suburbia" which has the Venue ID 5  is contained in nine (9) different Venue Sets

• Using a prefix (such as "VS_" when naming Venue Sets can serve as a means of distinguishing between Venue Sets and Venue Groups when viewing a Venue selection drop-down

Using Venue Sets

• In most areas of BackOffice where a Venue or Venue Group can be selected from a drop-down list, Venue Sets are available for selection in addition to the Venue Groups
• When selecting a Venue(s) drop-down, All Venues will be available as the first option, followed by the Venue Groups in bold
• Directly below each Venue Group, the Venues within the Venue Group will be listed
• After the Venue Groups, Venue Sets will be displayed in bold as well
• Directly below each Venue Set, the Venues within the Venue Set will be listed

Example 1 - Operator Privilege

• If an Operator, such as a Shift Manager, works at multiple Venues (perhaps a geographical region), the Operator's Allowed Venues can be set to a Venue Set corresponding to the geographical region

• Based on this Venue Set, when that Operator is logged into BackOffice, they will only be allowed to see data from the Venue Set (their Allow Venues)
  
• All the Venue drop-downs for that Operator will only show the Venues Set and Venues available based on the Operator's allowed Venue Set

Example 2 - Promotions

• Suppose a State Manager who has access to All Venues would like to create a Promotion for a select assemblage of Venues
  
• The Manager can create a Venue Set to include only the desired collection of Venues
• Then, when creating the Promotion, use the Venue(s) filter to select that Venue Set
• The Promotion will only be active for the Venues listed in the Venue Set

Example 3 - Reporting

• To view a Sales Report for a specific Venue Set, select the desired Venue Set from the drop-down
• The Period Summary Report in this example only shows data from the Venues in the Venue Set named Area 1