Skip to main content

Xenial Product Documentation

SuiteSpot

SuiteSpotFans_4x.png

SuiteSpot is the Xenial Suite Catering fan-facing component.

SuiteSpot Registration

Only authorized users of an account can register for the SuiteSpot.

To register for the SuiteSpot:

  1. Follow instructions in Add Authorized User to add an authorized user.

  2. Access the inbox of the email address used to register for the SuiteSpot.

  3. Locate and open the SuiteSpot welcome email.

    • If not located in the inbox, check spam or junk folders.

  4. In the email, select Complete Registration.

  5. In the New Password field of the SuiteSpot page, type a strong password.

  6. In the Confirm Password field, type the password again.

  7. Select Continue.

SuiteSpot Login Page

The SuiteSpot login page allows users to:

Operation

Description

Login to SuiteSpot

Log in to SuiteSpot using the email and password.

View Privacy Notice

Select Privacy Notice to view the privacy policy in a new tab.

Reset Password

Select Forgot Password to reset the password.

View Menu

Select View Menu Here to view the menu in a new tab.

View Event

Select View Upcoming Events to check upcoming events in a new tab.

Contact Primary Suite Representative

Select Contact Signature Services to contact the primary suite representative.

For details about how to configure the primary suite representative, see Configure Suite Representative.

Login to SuiteSpot

To login to SuiteSpot:

  1. In the email field, type the email used to register for SuiteSpot.

  2. In the password field, type the password.

  3. Select Sign In. The post-‘Sign In’ response varies based on how the login account relates to domain-bound companies and suite ownership.

    Account-Domain-Company Relationship

    Suites Owned and Rented by Account

    Screen

    Action

    Account not added to domain-bound company

    NA

    Login error

    Add the account to the company.

    Account added to single domain-bound company

    None

    Login error

    Assign Suite to Permanent Account

    One

    Welcome To SuiteSpot popup

    Étape 4

    More than one

    Account added to more than one domain-bound company

    One

    Company selection popup

    Select the company to visit.

    More than one

    Company and suite selection popups

    Select the company and suite to visit.

    Domain bound to more than one company

    NA

    Suite representative's email link

    Select the link to contact the suite representative for help.

  4. From the Welcome To SuiteSpot popup, select the information to access.

    • VIEW EVENTS & CREATE ORDERS: navigates to the event calendar

      Note

      After selecting VIEW EVENTS & CREATE ORDERS, the Select Suite dropdown appears if the login account has more than one suites. Use this dropdown to select a suite.

    • MANAGE EXISTING ORDERS: navigates to the order history

    • MANAGE MY ACCOUNT: navigates to My Account

    • Contact a Guest Services Coordinator: triggers a popup that display coordinator's contact information

      Note

      The text displayed here is customizable. For more information, see Edit Appearance Template.

    • If the splash screen is enabled, the SuiteSpot release notes are displayed. For more information, see Configure Splash Screen Settings.

  5. From the Welcome To SuiteSpot popup, select CONTINUE.

    • If the login account has multiple suites and none is selected upon login, the suite selection popup appears when suite information is needed, such as when placing an order.

Reset Password

To reset a SuiteSpot password:

  1. Navigate to the SuiteSpot login page.

  2. Below the password field, select Forgot Password.

  3. In the email field, type the registered email.

  4. Select Continue.

  5. Review the confirmation screen, then select Continue.

  6. Navigate to the inbox for the registered email.

  7. Locate the Password Reset email and follow the instructions.

SuiteSpot Homepage

The SuiteSpot homepage displays:

Area

Description

Header

Displays the suite name, CHANGE SUITE link (if the account owns or rents more than one suites), EVENT CALENDAR link, MY ACCOUNT link, and LOG OUT link

Event Calendar

Allows users to check events in different views of the calendar

Note

If Cutoff Date and Cutoff Time are not configured for an event, this event will be hidden on the SuiteSpot.

Footer

Displays the name and address of the stadium, copyright information, a link serving as the primary point of contact for your orders, the company's time zone, a link to new features, a menu link, and a privacy link. All these texts, except for the new feature link, are customizable. For more information, see Edit Appearance Template.

Switch Between Views of Event Calendar

To switch between views of the event calendar:

  • From the upper-right of the event calendar, select the circular icon on the left to switch to the calendar view

    • Use the calendar view dropdown to switch between MONTH VIEW and WEEK VIEW

  • From the upper-right of the event calendar, select the circular icon on the right to switch to the list view

    • Closed events are not visible in the list view.

Distinct Order Links Based on Varying Conditions

Different order links are displayed for events on the event calendar, depending on specific conditions. The display of links requires meeting all the conditions, unless otherwise stated in the following table.

Valid orders are considered for displaying these links. Orders in the deleted, purged, voided, and voided-post-payment states are not included as valid orders.

Order Link

Description

START ORDER

A disabled START ORDER link is displayed if:

  • The event has not yet reached its Advanced Day Ordering (ADO) start time.

  • The event is in the Open or Pending state.

  • The logged-in authorized user has not submitted an order for the selected event and suite.

An enabled START ORDER link is displayed if:

  • The event's ADO start time has already passed.

  • The event has not yet reached its ADO cutoff time.

  • The event is in the Open or Pending state.

  • The logged-in authorized user has not submitted an order for the selected event and suite.

  • The shopping cart has not been touched.

Selecting this link opens the Build Order page for the user to Place Order.

REVIEW ORDER

A disabled REVIEW ORDER link is displayed if:

  • The event has not yet reached its ADO start time.

  • The logged-in authorized user has submitted at least one order for the selected event and suite.

An enabled REVIEW ORDER link is displayed if:

  • The event's ADO start time has already passed.

  • The event has not yet reached its ADO cutoff time.

  • The event is in the Open or Pending state.

  • The logged-in authorized user has submitted at least one order for the selected event and suite.

Selecting this link opens a popup indicates existing orders. For more information, see Review Order.

EDIT ORDER

An EDIT ORDER link is displayed if:

  • The event's ADO start time has already passed.

  • The event has not yet reached its ADO cutoff time.

  • The event is in the Open or Pending state.

  • The logged-in authorized user has not submitted an order for the selected event and suite.

  • The shopping cart has been touched.

Selecting this link opens the menu page for the user to Edit Order. The previously-added items are in the shopping cart.

VIEW ORDER

A VIEW ORDER link is displayed if one of the following conditions are met:

  • The event has passed its ADO cutoff time and the account has submitted at least one order for the selected event and suite.

  • The event is in the closed state and the account has submitted at least one order for the selected event and suite.

  • The logged-in authorized user has submitted at least one order for the selected event and suite, but now it does not have the Place Advanced Day Orders permission.

Selecting this link opens a popup indicates existing orders. For more information, see View Order Details.

NO ORDER

A NO ORDER link is displayed if one of the following conditions are met:

  • The event has passed its ADO cutoff time and the account has not submitted an order for the selected event and suite.

  • The event is in the closed state and the account has not submitted an order for the selected event and suite.

  • The logged-in authorized user has not submitted an order for the selected event and suite, and it does not have the Place Advanced Day Orders permission.

Selecting this link opens a popup up that shows the suite representative contact information and users can call or send an email to the representative for assistance.

Note

  • Orders mentioned above include account orders created on the Suite Catering Admin Portal, SuiteSpot, and POS. Notes and Questions of account orders created on POS are blank.

  • If an event does not have an ADO cutoff time, it's assumed to have already passed the ADO cutoff time.

  • When multiple events share the same event date, the calendar displays SHOW ALL EVENTS for that date.

  • If ADO transition is enabled for an event, Transition Cutoff Date and Transition Cutoff Time serve as the new ADO cutoff date and time. For more information, see Advanced Day Ordering (ADO).

Place Order

SuiteSpot Event Calendar Start Order

To place an order for an event and suite:

  1. From the Welcome to SuiteSpot popup that is displayed upon login, select VIEW EVENTS & CREATE ORDERS.

  2. Use the Select Suite dropdown to select a suite.

    • If the login account has only one suite, the Select Suite dropdown is not visible.

  3. Select Continue.

  4. In the event calendar, select the START ORDER link of the event for which you want to place an order.

  5. On the Build Order page, select START ORDER.

    • To go back to the event calendar, from the upper-left of the Build Order page, select BACK TO CALENDAR.

    • To change the event, select the CHANGE EVENT dropdown.

    • To view details of placed orders, select Order Summary.

    • To mark an order as the favorite, from the Start With a Recently Placed Order area, select the star icon next to the event name.

      • After selecting the star icon, a pop-up will appear, requesting a name for the favorite order.

      • If the provided name matches an existing favorite order, a pop-up will appear, providing the option to confirm overwriting the existing favorite.

      • If the total number of favorite orders equals or exceeds eight, a pop-up will prompt for the replacement of an existing favorite.

      • If needed, deselect the star icon to remove the favorite status from the order.

    • To place an order based on an existing order, from the Start With a Recently Placed Order area, select START WITH THIS ORDER.

  6. Follow the procedure to add desired items.

    Note

  7. Follow the procedure to edit the item quantity.

  8. Follow the procedure to remove unnecessary items.

  9. Select REVIEW ORDER.

  10. On the Review Order page, review order details and select CONTINUE.

    • Alternatively, select Continue Shopping to go back to the menu or select CANCEL ORDER to revoke the order.

    • Edit quantities of items or remove unnecessary items if necessary.

    • If there are unavailable items, the CONTINUE button remains disabled until those items are removed.

  11. On the Questions and Allergens page, answer questions, type event special instructions, and select allergens if there is any.

    • The secondary question, if available, is shown based on the response to the primary question. For more information, see Configure Question.

    • If you select BACK TO REVIEW ORDER in the upper-left of the Questions and Allergens page, the content typed on this page will not be lost.

    • If you log out of SuiteSpot before proceeding to the next step, the content typed on this page will not be saved to this order.

  12. Select CONTINUE.

    • Alternatively, select Continue Shopping to go back to the menu or select CANCEL ORDER to revoke the order.

    • If you log out of SuiteSpot after selecting CONTINUE, the content typed on this page will be saved to this order.

  13. On the Payment Details page:

    • If needed, select Modify to update the information about the Point of Contact. For details, see Modify Point of Contact.

    • Use the Select Payment Method dropdown to select a payment method.

  14. Select COMPLETE ORDER to submit the order.

    • Alternatively, select Continue Shopping to go back to the menu or select CANCEL ORDER to revoke the order.

    • Once the order is submitted, a confirmation email is sent to the user's SuiteSpot login email address.

  15. On the Order Confirmation page:

    • select Save As PDF to save the order confirmation information to the local computers.

    • select SAVE AS FAVORITE ORDER to mark the order as the favorite.

    • select PRINT CONFIRMATION to print the order confirmation information.

    • select the can be modified link to edit the order.

    • type an email address and select SEND CONFIRMATION to send an order confirmation email to the provided address.

      • Only the primary user of the account, point of contact of the order, and the specified email address will receive the order confirmation email. Other users involved in updating and submitting the orders will not receive the order confirmation email.

    • select START A NEW ORDER to place more orders.

Mapping Between Data Management Menu Configuration and SuiteSpot Menu Display
[en] Menu configuration on the data management

1

Menu

Menu

2

First-level menu category

Menu Category

3

Second-level menu category

4

Menu item group

Menu Item Group

5

Individual product

Create New Product

Figure 1. Menu configuration on the data management


[en] SuiteSpot menu display (1)

1

Menu

Menu

2

First-level menu category

Menu Category

3

Name of the object selected in the left menu

'Menu' is selected in the above figure.

4

SuiteSpot menu header

Appearance

5

First-level menu category

Menu Category

6

Small image of the first-level menu category

Appearance

7

Short description of the first-level menu category

Appearance

Figure 2. SuiteSpot menu display (1)


[en] SuiteSpot menu display (2)

1

Menu

Menu

2

First-level menu category

Menu Category

3

Second-level menu category

4

Name of the object selected in the left menu

The 'first-level menu category' is selected in the above figure.

5

Large image of the first-level menu category

Appearance

6

Long description of the first-level menu category

7

Second-level menu category

Menu Category

8

Small image of the second-level menu category

Appearance

9

Short description of the second-level menu category

Figure 3. SuiteSpot menu display (2)


SuiteSpot menu display (3): panel view

panel_view2.png

SuiteSpot menu display (3): list view

list_view.png

1

Menu

Menu

2

First-level menu category

Menu Category

3

Second-level menu category

4

Name of the object selected in the left menu

The 'second-level menu category' is selected in the above figures.

5

Large image of the second-level menu category

Appearance

6

Long description of the second-level menu category

7

Product name

Short description of the product. For more information, see Additional Information.

8

Product price

Price

9

Half-size image of the product

Product Images

Suite Catering

Important

Product images are displayed only when the menu category is in the panel view. For more information, see Suite Catering.

10

Item description of the product

Additional Information

Modify Point of Contact

To modify the point of contact:

  1. To modify the point of contact, in the event calendar, select the START ORDER, REVIEW ORDER, or EDIT Order link.

  2. Follow the procedure in Place Order, Review Order, or Edit Order to go to the Payment Details page.

  3. On the Payment Details page, locate the Point of Contact area and select Modify.

  4. On the Modify Point of Contact popup, locate the Point of Contact dropdown and select an authorized user or Type in a different contact.

    • When selecting an authorized user, its information automatically populates the remaining fields, which cannot be edited.

    • If selecting Type in a different contact, manually complete the remaining fields.

  5. In the lower-right area of the Modify Point of Contact popup, select CONFIRM to save the settings.

    • Alternatively, in the lower-left area of the Modify Point of Contact popup, select CANCEL to discard the changes.

Add Credit Card on the Payment Details Page

To add a credit card:

  1. Use the Select Payment Method dropdown on the Payment Details area to select a credit card payment method.

  2. Select Add New Credit Card.

    • This link is hidden if a payment method other than credit card is selected.

  3. On the Add New Credit Card popup, type required information.

  4. On the Add New Credit Card popup, select SAVE This Card.

    • If selecting SAVE This Card, this card is saved to the account; otherwise, it is saved to the order only.

    • The SAVE This Card option is not visible to logged-in authorized users that do not have the Add/Edit Cards on File permission.

  5. Select SAVE.

    • Alternatively, select CANCEL.

Remove Credit Card on the Payment Details Page

To remove a credit card:

  1. Use the Select Payment Method dropdown on the Payment Details area to select a credit card payment method.

  2. To the right of the credit card number, select Delete.

    • The Delete link is not visible if the credit card has been:

      • saved to the account

      • assigned as the current payment method of the order

      • used to make any payments for the order

  3. From the Confirm popup, select YES.

    • Alternatively, select CANCEL.

Add Item

SuiteSpotEvent Calendar

To add an item to an order:

  1. In the event calendar, select the START ORDER, REVIEW ORDER, or EDIT ORDER link of the order for which you want to add items.

  2. On the menu page, use the left-navigation pane to browse the menu.

    • If the REVIEW ORDER link is selected, on the Order Receipt page, select ADD NEW ITEM to browse the menu.

    • To efficiently locate desired items, in the upper-right of the page, type keywords in the search box to initiate a search for them.

  3. Select ADD TO ORDER to add the desired item to the order.

    • If a menu category includes subcategories, select SEE DETAILS to explore further.

    • If an item has a Modify link, select the link to modify the item.

Note

If the event's menu:

  • Manually updated and refreshed

  • Automatically switches to the ADO transition online menu

In both cases, if the event's shopping cart already contains items from the previous menu:

  • Items with a product ID not found in the new menu are no longer available.

  • Items with a product ID that still exists in the new menu but has a changed name or price will remain available, with their details updated to match the new menu.

Modify Item

During the transition period with the Modify SuiteSpot ADO Items toggle off, the logged-in user cannot change the quantities or modifiers of items not in the transition menu.

Note

To modify an item, you can do so on the menu page, in the shopping cart, on the review order page, or on the order receipt page. There are several ways to modify an item:

  • Use the "-" and "+" buttons to increase or decrease the item quantity.

  • Type the desired quantity in the field between the "-" and "+" buttons. The quantity accepts number 1-99.

  • Select Modify next to the item, change the quantities or modifiers of the item, and then select UPDATE ORDER.

If the price of an item changes after it has been submitted, please keep the following in mind:

  • If you try to increase the item quantity using the "+" button in the shopping cart, on the review page, or on the order receipt page, you will see an Item Price Change popup. You will need to go back to the menu to increase the item quantity.

  • If you select Modify for the item in the shopping cart, on the review page, or on the order receipt page, you can only set modifiers on the Modify popup.

If the price of an item remains unchanged but the prices of its modifiers are changed after the item is submitted, the old prices of the modifiers will still apply when increasing the item quantity.

Remove Item

Remove items from the Shopping Cart, Review Order page, and Order Receipt page.

During the transition period with the Modify SuiteSpot ADO Items toggle off, the logged-in user cannot remove items not in the transition menu.

Note

For more information about ADO transition, see Advanced Day Ordering (ADO).

For information about how to activate the Modify SuiteSpot ADO Items toggle, see Configure Ordering Settings.

To remove an item:

  1. Select Remove for the item that you want to remove.

  2. On the Confirm popup, select REMOVE.

    • Alternatively, select CANCEL.

    • This popup does not display when removing an item from the Shopping Cart.

View Order Details

SuiteSpot Event Calendar View Order

To view an order:

  1. In the event calendar, locate the event.

  2. Select the VIEW ORDER link of the event.

  3. From the displayed popup, select VIEW of an existing order.

  4. View order details on the Order Receipt page.

Order Receipt Details

The order receipt displays:

Area

Description

Questions Notes and Allergens

Allows users to view and edit owner notes, questions, and allergens of the order, and provides the capability to save them as a PDF document. Note that the Modify button is only available if the order is editable.

This link is only displayed after the order is closed or after the event's Advanced Day Ordering (ADO) cutoff time has passed.

If there are no questions or allergens for an order, the Questions and Allergens sections will not appear on the Questions Notes and Allergens page.

Related Orders

Lists order number links (navigating to the Order Receipt page) and order totals of orders that share the same event, suite, and account with this order. This area is displayed only when there are such orders.

Point of Contact

  • Displays contact information of the order. The name, email, and phone numbers of the authorized user who placed the order are displayed. If Phone (Business), Phone (Home), or Phone (Mobile) is not configured, the field is hidden.

  • Allows users to modify contact information. Note that the Modify button is only available if the order is editable.

Email Order Receipt

Enables users to send a copy of the receipt to designated email addresses.

Order Breakdown

  • Displays items, item prices, item quantities, and total price of the order.

  • Allows users to add and edit items. Note that the Add New Item button is only available if the order is editable.

Order Totals

Displays a breakdown of the total food and beverage cost, discounts applied, administrative fees (excluding tip), pre-payment tip (displayed for POS orders with fee tip or gratuity), tip, and various types of taxes (itemized separately and exclusive of inclusive taxes), culminating in the final total order cost.

Payment

  • Displays the payment method.

  • Allows users to modify the payment method. Note that the Modify button is only available if the order is editable.

    Note

    Logged-in authorized users that do not have the Add/Edit Cards on File permission cannot save a new credit card to the account.

Payment Detail

Displays payment details. This area is displayed only after at least one payment record is added to this order.

Order Total

Total value of the order, displayed only after at least one payment record is added to this order

Tip

Sum of tips, displayed only after at least one payment record is added to this order

Payment

Sum of payments, displayed only after at least one payment record is added to this order

Order Balance

Order Total + Tip - Payment, displayed only after at least one payment record is added to this order

Refund Detail

Displays refund details. This area is displayed only when there are refund orders. Currently, the refund function is exclusively accessible through POS.

SAVE AS PDF

Enables users to save the order receipt as a PDF file on their local computer when clicked.

CANCEL ORDER

Enables users to cancel the order when clicked. Note that this button is hidden if a payment has been added to the order.

Note

Logged-in authorized users that do not have the Place Advanced Day Orders permission cannot edit order receipts.

Order Breakdown

In the Order Breakdown area:

  • Select - or + to increase or decrease the item quantity, or directly type the required number. This field accepts numbers 1-99.

  • Select Modify to edit an item.

    • If an item is not a bundle product and does not have modifiers, the Modify link is hidden.

  • Select Review to check the details of an item.

    • If an item is not a bundle product and does not have modifiers, the Review link appears.

  • Select Remove to delete an item.

  • Select Add New Item to add an item.

If ADO transition is enabled for an event:

  • If the event has not passed its ADO cutoff time, it allows all the above operations.

  • If the event is within the transition period:

    • When the Modify SuiteSpot ADO Items toggle is activated, the logged-in user can perform all the above operations. But note that only items existing in the transition menu can be added.

    • When the Modify SuiteSpot ADO Items toggle is deactivated, the logged-in user is restricted to adding only those items found in the transition menu, and other operations are not allowed.

    Note

Payment Detail

The Payment Detail area displays:

List Header

Description

Method

Displays information dependent on the payment method.

  • Credit card - the card brand and last 4 digits of the card number

  • Invoice

    • name of the invoice payment type if the order has not been closed

    • a link that contains the name of the invoice payment type and invoice number if the order has been closed. You can select the link to view details of the invoice in a new tab.

  • Custom - name of the custom payment type

Amount

Amount paid by this payment record

Order Tip

Tip paid by this payment record

Invoice Tip

Tip paid by this invoice

Transaction Type

Categorization of a transaction

State

State of the payment record

Time

Time the payment record was created

Auth Code

Displays information dependent on the payment method.

  • Credit card - authentication code

  • Invoice or Custom - a hyphen (-)

Notes

User's notes for the payment record

Refund Detail

The Refund Detail area displays:

List Header

Description

Refund Number

System-generated refund order ID

This link navigates to the details of the refund order.

State

State of the refund order

Refund Total

Refund Amount + Refund Tip

Refund Tip

Amount of tip that is returned to the customer

Reason to Refund

Explanation or cause for why the refund is requested

Edit Order

SuiteSpot Event Calendar Edit Order

An order cannot be edited if:

  • The event of the order has passed its ADO cutoff time or has been closed.

    • If ADO transition is enabled for an event, Transition Cutoff Date and Transition Cutoff Time serve as the new ADO cutoff date and time. For more information, see Advanced Day Ordering (ADO).

  • The order is in the closed, deleted, purged, voided, voided-post-payment, or fully-paid-but-not-closed state.

To edit an order:

  1. In the event calendar, locate the order to be edited.

  2. Select the EDIT ORDER link of the order.

  3. On the menu page, use the left-navigation pane to browse the menu.

  4. Follow the procedure to:

Review Order

SuiteSpot Event Calendar Review Order

To review an order:

  1. In the event calendar, locate the event.

  2. Select the REVIEW ORDER link.

  3. In the displayed popup, select EDIT or VIEW of an existing order.

    • If an existing order has been fully paid or closed, the VIEW button is displayed; if an existing order is in Open, Saved, or Committed state, the EDIT button is displayed.

    • Alternatively, select START NEW ORDER. For more information, see Place Order.

  4. On the Order Receipt page, review details of the order.

Cancel Order

Only orders that do not have payment records and do not pass the Advanced Day Ordering (ADO) cutoff time can be canceled.

Either on the Review Order or Order Receipt page, select CANCEL ORDER to cancel an order.

The following table lists the access paths of the Order Receipt and Review Order pages.

Page

Access Path

Order Receipt

EVENT CALENDAR an event REVIEW ORDER link Order Receipt

MY ACCOUNT ORDERS & BILLING ORDER HISTORY an editable order Order Receipt

Review Order

EVENT CALENDAR an event START ORDER or EDIT ORDER link add items REVIEW ORDER

EVENT CALENDAR an event REVIEW ORDER link Order Receipt Add New Item add new item(s) REVIEW ORDER

My Account

SuiteSpotMY ACCOUNT

The My Account page displays:

Update Contact Information

SuiteSpot MY ACCOUNT USER ADMIN LOGIN DETAILS

To update contact information:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select CONTACT DETAILS.

  3. In the Point of Contact area, update the first name and last name of the contact person.

    • Updates will be synchronized to the Suite Catering Admin Portal.

  4. In the Additional Contact Methods area, type the business number, home number, or mobile number of the contact person.

    • Select the Primary radio button of one phone number to set it as the primary phone number.

  5. From the Mailing Address area, select Edit.

    • The Add link is displayed if the contact person has no mailing address.

  6. On the Mailing Address popup, use the Country dropdown to select a country.

    • Options of the Country dropdown now include Canada and United States of America.

  7. Type the address line 1, address line 2, and city.

  8. Use the State dropdown to select a state.

  9. In the Zip Code field, type the zip code.

  10. From the lower-right of the Mailing Address popup, select CONFIRM to save your settings.

    • Alternatively, select CANCEL to discard your changes.

  11. From the lower-right of the Contact Details page, select SAVE CHANGES to save your changes.

Change Login Password

SuiteSpot MY ACCOUNT USER ADMIN LOGIN DETAILS

To change the login password:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select LOGIN DETAILS.

  3. From the Change Password area, type the current password, new password, and confirm password.

  4. From the lower-right of the Login Details page, select SAVE CHANGES.

Authorized User

SuiteSpot MY ACCOUNT USER ADMIN AUTHORIZED USERS

The AUTHORIZED USERS menu appears only if the login user has the "Manage Authorized User" permission. For more information, see Assign/Remove Admin User Status.

Authorized users with the "Manage Authorized User" permission can:

  • Add authorized users;

  • Edit authorized users;

  • Reset passwords for authorized users;

  • Resend invitations for authorized users;

  • Delete authorized users.

Add Authorized User

SuiteSpot MY ACCOUNT USER ADMIN AUTHORIZED USERS

To add an authorized user:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select AUTHORIZED USERS.

  3. From the Authorized Users page, select ADD USER.

  4. In the New User popup, type the email address of the new user.

  5. From the lower-right of the New User popup, select CONFIRM.

    • If the user to be added has been added as an authorized user of an account on the Suite Catering Admin Portal in another company but has not been added as an authorized user of an account in the current company yet, a message is displayed, asking whether to import the information of this user. Select Import to import all the information of the user.

    • If the user to be added has already been added as an authorized user of an account in the current company, an error message is displayed, stating that its email already exists.

    • Alternatively, select Cancel.

  6. Under the Basic Information area, type the first name and last name of the user in the respective fields.

    • Required information is indicated by an asterisk.

  7. Under the Phone Numbers area, type a valid phone number for the user. Type only numbers.

    • At least one phone number is required.

    • Assign one phone number as the user’s primary phone number by turning on the corresponding Primary toggle. If only one phone number is typed, its Primary toggle is turned on by default. If no country code is typed, the United States country code is used by default.

  8. Under the Address area, select Edit.

  9. In the Mailing Address popup, type required information.

    • Required information is indicated by an asterisk.

  10. From the lower-right of the Mailing Address popup, select CONFIRM.

    • Alternatively, select CANCEL.

  11. Under the Permissions area in the New User popup, use the toggle switches to enable or disable user permissions.

    • The Manage Par Stock toggle cannot be turned on if the Edit Par Stock Template permission is not granted for the account. For more information, see Add Authorized User

  12. From the lower-right of the New User popup, select SAVE.

    • Alternatively, select BACK TO PREVIOUS STEP.

    • After selecting Save, a SuiteSpot registration email will be sent to the email address of the user to be added.

Edit Authorized User

SuiteSpot MY ACCOUNT USER ADMIN AUTHORIZED USERS

To edit an authorized user:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select AUTHORIZED USERS.

  3. From the Authorized Users page, select Edit located beneath the authorized user.

  4. In the Edit User popup, update user information, as necessary.

    Note

    • If the login user is not a primary user, it cannot edit primary users.

    • Email addresses of authorized users are not editable.

  5. From the lower-right of the Edit User popup, select SAVE.

    • Alternatively, select BACK TO PREVIOUS STEP.

Reset Password for Authorized User

SuiteSpot MY ACCOUNT USER ADMIN AUTHORIZED USERS

Resetting passwords for authorized users in the Invite Expired state is not possible.

To reset the password for an authorized user:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select AUTHORIZED USERS.

  3. From the Authorized Users page, select RESET PASSWORD located beneath the authorized user.

    • This button link is invisible for authorized users in the Invite Expired state.

  4. From the Reset Password popup, select COPY LINK or SEND EMAIL.

    • Alternatively, select CANCEL.

  5. Visit the copied link or refer to the received email to reset the password.

Resend Invitation for Authorized User

SuiteSpot MY ACCOUNT USER ADMIN AUTHORIZED USERS

Only resend invitation for authorized users that are in the Invite Pending or Invite Expired state.

To resent invitation for an authorized user:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select AUTHORIZED USERS.

  3. From the Authorized Users page, select RESEND INVITATION located beneath the authorized user.

    • This button link is invisible for authorized users not in the Invite Pending or Invite Expired state.

  4. From the Resend Invite popup, select COPY LINK or SEND EMAIL.

    • Alternatively, select CANCEL.

  5. Visit the copied link or refer to the received email to complete the registration of the authorized user.

Delete Authorized User

SuiteSpot MY ACCOUNT USER ADMIN AUTHORIZED USERS

To delete an authorized user:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select AUTHORIZED USERS.

  3. From the Authorized Users page, select DELETE located beneath the authorized user.

    • No authorized user can delete itself.

    • A non-primary authorized cannot delete primary authorized users.

  4. From the Confirm popup, select YES.

    • Alternatively, select CANCEL.

View Order History

SuiteSpot MY ACCOUNT ORDERS & BILLING ORDER HISTORY

To view order history:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select ORDER HISTORY.

  3. In the Order column on the ORDERS , FAVORITE, or CANCELLED tab page, select an order number link.

  4. On the Order Receipt page, view order details.

Note

Account orders created on POS are also displayed in this list.

Filter Orders

SuiteSpot MY ACCOUNT ORDERS & BILLING ORDER HISTORY

To filter orders:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select ORDER HISTORY.

  3. On the ORDERS or CANCELLED tab, filter orders by Event Name or Suite.

    • To filter orders by Event Name:

      1. To the right of Event Name, select the triangular icon.

      2. From the Event Selector popup, search for and select the desired events.

      3. Select CONFIRM.

        • Alternatively, select CANCEL or RESET.

    • To filter orders by Suite:

      1. To the right of Suite, select the triangular icon.

      2. From the dropdown menu, select the desired suites.

      3. Select APPLY.

        • Alternatively, select RESET.

    Note

    Notes for order filtering:

    • The FAVORITE tab does not support order filtering.

    • To clear filtering criteria, go back to the Event Selector popup or suite dropdown menu to select RESET.

Search Orders

SuiteSpot MY ACCOUNT ORDERS & BILLING ORDER HISTORY

To search orders:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select ORDER HISTORY.

  3. Search orders by:

    • keyword

      • In the search box in the upper-right of the orders list, type keywords.

    • last four digits of a credit card used as the payment method for orders:

      1. From the upper-right of the ORDERS tab on the Order History page, select SEARCH BY CARD.

      2. In the Search By Card popup, type the last four digits of a credit card.

      3. From the Search By Card popup, select CONFIRM.

        • Alternatively, select RESET.

        • To clear the search criteria, select the cross icon from the upper-left of the orders list.

Order History Details

SuiteSpot MY ACCOUNT ORDERS & BILLING ORDER HISTORY

The Order History List allows users to quickly:

  • View a list of all existing orders on the ORDERS tab;

  • View a list of all favorite orders on the FAVORITE tab;

  • View a list of orders canceled on the SuiteSpot on the CANCELLED tab;

  • Search, sort, and filter orders;

  • Mark orders as favorite orders;

  • Select an order number link to view order details.

Note

Logged-in authorized users that do not have the Place Advanced Day Orders permission can only view the order history.

List Header

Description

Order

System-generated order ID

Selecting the order ID link in this column to view the receipt of the order. For more information, see Order Receipt Details.

Event Name

The event occurring for the day/time of the order

Suite

The suite to deliver the order

Status

Indicates if the order is editable. Orders that have not passed the ADO cutoff time are indicated by a green dot.

This column is hidden on the FAVORITE tab page.

Note

If ADO transition is enabled for an event, Transition Cutoff Date and Transition Cutoff Time serve as the new ADO cutoff date and time. For more information, see Advanced Day Ordering (ADO).

Event Date

Indicates the day on which the event is scheduled to take place

Total

Total value of the order

Balance

Unpaid balance of the order

This column is hidden on the FAVORITE tab page.

Favorite Order Name

The name given to an order when marking it as a favorite

To mark an order as a favorite or remove it from the favorite status, simply click the star icon in this column. For more information, see step 3 in Place Order.

This column is hidden on the CANCELLED tab page.

View Invoice History

SuiteSpot MY ACCOUNT ORDERS & BILLING INVOICES

To view invoice history:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select INVOICES.

  3. In the Invoice column on the UNPAID or PAID sub-page, select an invoice number link.

  4. On the Invoice page, view invoice details.

    • If necessary, in the Order column on the UNPAID or PAID sub-page, select an order number link to view the order receipt.

    • For more information, see Invoice Details and Order Receipt Details.

PAID and UNPAID Details

SuiteSpot MY ACCOUNT ORDERS & BILLING INVOICES

The PAID and UNPAID sub-pages allow users to quickly:

  • View a list of all existing invoices,

  • Search and sort invoices,

  • Select an invoice number link to view invoice details,

  • Select an order number link to view order details.

The PAID and UNPAID sub-pages displays:

List Header

Description

Invoice

System-generated invoice ID

Selecting the invoice number link in this column to view the invoice receipt. For details about the invoice receipt, see Invoice Details.

Order

System generated order ID

Selecting the order number link in this column to view the order receipt. For details about the order receipt, see Order Receipt Details.

Suite

The suite to deliver the order

Event Name

The event occurring for the day/time of the order

Event Date

Indicates the day on which the event is scheduled to take place

Payment

Amount that has been paid for the invoice

Balance

Unpaid balance of the invoice

Note

This column is visible on the Unpaid sub-page only.

Invoice Total

Total value of the invoice

Note

This column is visible on the PAID sub-page only.

Due Date

The specific date by which the invoice must be paid

Note

  • This column is visible on the Unpaid sub-page only.

  • If an invoice's Due Date Range is set to None, the Due Date column for that invoice remains blank.

Invoice Details

The Invoice page displays:

Area

Description

Point of Contact

Displays contact information of the order. The name, email, and phone numbers of the authorized user who placed the order are displayed. If Phone (Business), Phone (Home), or Phone (Mobile) is not configured, the field is hidden.

Order Summary

Displays the order number, suite name, and due date of the invoice.

Note

The Due Date field is visible for an unpaid invoice only. If an invoice's Due Date Range is set to None, the Due Date remains blank.

Payment Detail

Displays payment details.

Invoice Total

Total value of the invoice.

Tip

Tip included in the invoice.

Payment

Amount that has been paid for the invoice.

Balance

Unpaid balance of the invoice.

SAVE AS PDF

Enables users to save the invoice receipt as a PDF file on their local computer when clicked.

Payment Details

The Payment Details area displays:

List Header

Description

Method

Credit card brand and the last 4 digits of the credit card number

Amount

Amount paid by this payment record

Tip

Tip paid by this invoice

Transaction Type

Categorization of a transaction

Time

Time the payment record was created

Auth Code

Authentication code used for payment

Notes

User's notes for the payment record

Add Credit Card

SuiteSpotMy AccountOrders & BillingPayment Methods

Logged-in authorized users that do not have the Add/Edit Cards on File permission cannot add a credit card.

To add a credit card:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select Payment Methods.

  3. From the Credit Cards area on the Payment Methods page, select Add New Credit Card.

  4. In the Add New Credit Card area, type required information.

  5. Select Save to add the credit card.

    • Alternatively, select Cancel to cancel adding this credit card.

Note

The newly added credit card is saved both to the order and the order's account.

Edit Credit Card

SuiteSpot My Account Orders & Billing Payment Methods

Logged-in authorized users that do not have the Add/Edit Cards on File permission cannot edit a credit card.

To edit a credit card:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select Payment Methods.

  3. From the Credit Cards area on the Payment Methods page, select Primary of the credit card that you want to set it as the primary credit card.

  4. Select Edit of the credit card that you want to edit.

  5. In the Edit Credit Card area, type card description.

    • The card brand and card number are not editable.

  6. From the lower right of the Edit Credit Card area, select Save to save your changes.

    • Alternatively, select Cancel to discard your changes.

Remove Credit Card

SuiteSpot My Account Orders & Billing Payment Methods

Logged-in authorized users that do not have the Remove Cards on File permission cannot remove a credit card.

Primary cards and cards assigned as a payment method for orders in the Committed, Open, Saved, Suspended, or Pending states are not eligible for removal.

To remove a credit card:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select Payment Methods.

  3. From the Credit Cards area on the Payment Methods page, select Remove of the desired credit card.

    • The Remove button link is invisible to logged-in authorized users that do not have the Remove Cards on File permission.

  4. On the Confirm popup, select Yes to confirm the removal.

    • Alternatively, select Cancel to revoke the removal.

Note

  • Orders will remain associated with this removed credit card if it was previously assigned to them.

  • Orders assigned to this removed credit card can still be paid for and refunded using it.

  • If a user removes a credit card at the account level and then re-adds it after a few days, the ongoing order will be paid using this credit card, resulting in the display of two credit cards with the same brand and last 4 digits.

Par Stock Template

SuiteSpot MY ACCOUNT SUITE ADMIN PAR STOCK TEMPLATE

Users with the Manage Par Stock permission may:

Users without the Manage Par Stock permission may only View Par Stock Template.

For more information, see Add Authorized User and Setup or Edit Account.

Par Stock Template States

The following table lists possible states of a par stock template along with suggested actions.

State

Description

Suggested Action

Not assigned

Indicates that the template has not been assigned to a suite

Assign Par Stock Template to Suite

No item

Indicates that the template does not include an item

Add Item to Template

Invalid

Indicates that all the items in the template are invalid

Add Item to Template or Add a New Template

Add Par Stock Template

SuiteSpot MY ACCOUNT SUITE ADMIN PAR STOCK TEMPLATE

Only those with the Edit Par Stock Template toggle activated possess the authorization to add and edit par stock templates. For more information, see Setup or Edit Account.

To add a par stock template:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select PAR STOCK TEMPLATE.

  3. From the Par Stock Template page, select ADD TEMPLATE.

  4. From the Enter Template Name popup, type the template name.

  5. From the Enter Template Name popup, select OK.

    • Alternatively, select CANCEL.

  6. From the Build Par Stock Template page, select ADD to add items.

    • If a menu category includes subcategories, select SEE DETAILS to explore further.

    • To efficiently locate desired items, in the upper-right of the page, type keywords in the search box to initiate a search for them.

  7. From the lower-right of the Build Par Stock Template page, select REVIEW TEMPLATE.

  8. From the Review Par Stock Template page, review added items.

    • Changing a product's ID after adding it to the par stock template will result in a not available tag next to the product. If certain added items are tagged as "not available," they cannot be opened but can be removed.

  9. From the Review Par Stock Template page, execute the necessary operations as follows:

    • Adjacent to items for alternations, select Modify.

    • Adjacent to items for review, select Review.

    • Adjacent to items for removal, select Remove.

    • In the Qty column, use the plus (+) and minus (-) signs, or directly type the quantity in the field to adjust the quantity of items.

    • To add new items, select EDIT PAR STOCK and perform step 6 again.

  10. From the lower-right of the Review Par Stock Template page, select SAVE TEMPLATE.

    • A Par Stock template can be saved even if it contains items with "not available" and "modifier required" tags.

    • Alternatively, select DISCARD CHANGES to abandon the changes or select EDIT PAR STOCK to continue editing this template.

    Note

    If the Par Stock template menu is not set up, an error message displays, indicating that there is no menu for the Par Stock. For more information, see Configure Menu Settings.

  11. From the lower-right of the Confirm popup, select YES to initiate template assignment.

    • Alternatively, select NO.

  12. Follow the procedure in Assign Par Stock Template to Suite to assign the template.

Edit Par Stock Template

SuiteSpot MY ACCOUNT SUITE ADMIN PAR STOCK TEMPLATE

Only those with the Edit Par Stock Template toggle activated possess the authorization to add and edit par stock templates. For more information, see Setup or Edit Account.

To edit a par stock template:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select PAR STOCK TEMPLATE.

  3. From the Par Stock Template page, select the pen icon to edit the template name.

  4. From the Par Stock Template page, select the Edit link located beneath the template.

  5. Perform steps 9 and 10 in Add Par Stock Template to edit the content of the template.

View Par Stock Template

SuiteSpot MY ACCOUNT SUITE ADMIN PAR STOCK TEMPLATE

To view a par stock template:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select PAR STOCK TEMPLATE.

  3. From the Par Stock page, select the View link located beneath the template.

    • The View link is displayed only for those with the Edit Par Stock Template toggle deactivated.

Remove Par Stock Template

SuiteSpot MY ACCOUNT SUITE ADMIN PAR STOCK TEMPLATE

To remove a par stock template:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select PAR STOCK TEMPLATE.

  3. From the Par Stock Template page, select Remove located beneath the par stock template to be removed.

  4. From the Remove Par Stock Template popup, select REMOVE to confirm removal.

    • Alternatively, select NO to cancel removal.

Note

If using the par stock template, an error message is displayed indicating that this par stock template cannot be deleted.

Assign Par Stock Template to Suite

SuiteSpot MY ACCOUNT SUITE ADMIN PAR STOCK ASSIGNMENT

To assign a par stock template to a suite:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select PAR STOCK ASSIGNMENT.

  3. From the list of suites, locate the desired suite.

  4. From the list of suites, locate the Current Par Stock Template column.

  5. From the Current Par Stock Template dropdown, select the template.

    • By default, event types inherit the template assigned to the suite at the suite level, while still allowing customization for individual event types.

    • If the suite-level template is selected but the event type-level template is not selected, the suite-level template applies to the event type.

    • For more information, see Par Stock Allocation Display Variations.

  6. From the bottom of the suite list, select SAVE CHANGES.

    • Alternatively, select DISCARD.

Allergens

SuiteSpotMY ACCOUNTSUITE ADMINALLERGENS

Only users with the Manage Allergens toggle activated can select and add allergens. For more information, see Add Authorized User.

If the logged-in user lacks the permission to manage allergens, a read-only allergen page displays, showing the selected allergens. If the user's account has no allergens, "None" is displayed.

To select or add allergens:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select ALLERGENS.

  3. From the Allergens page, select the allergens to be aware of.

  4. Select SAVE CHANGES.

Type or Modify Owner Notes

SuiteSpot MY ACCOUNT SUITE ADMIN OWNER NOTES

Logged-in authorized users that do not have the Manage Owner Notes permission cannot type or modify owner notes.

To type or modify owner notes:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select OWNER NOTES.

  3. In the field under the suite name, type or modify owner notes.

  4. From the lower-right of the Owner Notes page, select SAVE CHANGES.

    • Owner notes updates on this page will be synchronized to suite-level owner notes on the Suite Catering Admin Portal. For more information, see Suite-Level Notes.

Appearance

SuiteSpot MY ACCOUNT SUITE ADMIN APPEARANCE

Appearance templates enable customization of text fields, colors, and images within SuiteSpot.

Note that the appearance customization function is exclusive to administrative accounts. For more information, see Setup or Edit Account.

Create Appearance Template

SuiteSpot MY ACCOUNT SUITE ADMIN APPEARANCE

Upon company-domain binding, the Suite Catering Admin Portal auto-generates the default appearance template. For additional information, see Activate SuiteSpot and Link Company to Domain .

To create a new appearance template:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select APPEARANCE.

  3. From the Appearance page, locate the appearance template to be used as a basis for creating a new one.

  4. From the Appearance page, select the COPY link of the appearance template.

  5. On the Enter Template Name popup, type a unique name.

  6. On the Enter Template Name popup, select OK.

    • Alternatively, select CANCEL to revoke the creation.

Rename Template

SuiteSpot MY ACCOUNT SUITE ADMIN APPEARANCE

It is impossible to rename the default or published appearance template.

To rename an appearance template:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select APPEARANCE.

  3. From the Appearance page, select the pen icon adjacent to the name of the appearance template intended for renaming.

  4. On the Edit Template Name popup, type a unique new name for the appearance template.

  5. On the Edit Template Name popup, select OK to finalize the template renaming.

    • Alternatively, select CANCEL to revoke the template renaming.

Edit Appearance Template

SuiteSpot MY ACCOUNT SUITE ADMIN APPEARANCE

The default and published appearance templates are not editable.

To edit an appearance template:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select APPEARANCE.

  3. From the Appearance page, select the EDIT link.

  4. In the Edit Mode, select Settings.

  5. On the Customization Settings popup, select the COLORS, TEXT FIELDS, or IMAGES tab to customize the settings.

    • On the TEXT FIELDS tab, certain fields don't support multiple lines. Pressing Enter won't create new lines in them. When pasting from the clipboard into these text fields, all formatting, including new lines, is removed (multi-line text becomes a single line). In text fields that do support multiple lines, pasted text retains its structure but loses formatting.

    • For more information about each setting, refer to the tool tips available on the user interface (UI).

  6. In the lower-right of the Customization Settings popup, after completing customization, select SAVE.

    • The customization settings apply to the real-time preview of the UI, but they will only take effect once this template is published.

    • Alternatively, select CANCEL.

  7. In the Edit Mode, select Preview to see a preview of the SuiteSpot login page.

    • The preview pages mirror the actual pages in terms of UI interactions. However, any links or buttons associated with business flows will not trigger further actions.

  8. In the Edit Mode, select Exit Edit.

    • Alternatively, select Settings to continue customizing the preferences.

Publish Appearance Template

SuiteSpot MY ACCOUNT SUITE ADMIN APPEARANCE

The system automatically publishes the default appearance template. Be aware that only one appearance template can maintain a Published status concurrently.

To publish an appearance template:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select APPEARANCE.

  3. From the Appearance page, select PUBLISH of the appearance template intended for publication.

  4. On the Confirm popup, select YES to confirm the publication.

    • Alternatively, select CANCEL to revoke the publication.

Delete Appearance Template

SuiteSpot MY ACCOUNT SUITE ADMIN APPEARANCE

The default and published appearance template are not eligible for deletion.

To delete an appearance template:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select APPEARANCE.

  3. From the Appearance page, select DELETE.

  4. On the Confirm popup, select YES to confirm the deletion.

    • Alternatively, select CANCEL to revoke the deletion.

Preview Menu

SuiteSpot MY ACCOUNT SUITE ADMIN OWNER NOTES

The menu preview function is exclusive to administrative accounts. For more information, see Setup or Edit Account.

To preview a menu:

  1. Navigate to SuiteSpot MY ACCOUNT.

  2. From the menu on the left, select MENU PREVIEW.

  3. From the Menu Preview page, use the Select Menu dropdown to select the menu.

    • Options in the Select Menu dropdown are the same as those in the Advanced Day Order Online Menu dropdown. For more information, see Configure Menu Settings.

  4. Below the Select Menu dropdown, select PREVIEW.

Note

The preview page does not allow adding items to the shopping cart.