Customer Information

The following topics provide information and instructions with regards to creating, viewing, and maintaining customer information.

• Customer Personal Data Consent
  
• Withdrawing Customer Personal Data Consent
  
• Viewing and Changing Customer Information
  
• Exporting Customer Information from Guest Service Solutions
  
• Removing Customer Information
  
• Finding and Removing Customers from Guest Service Solutions
  
• Finding and Removing Customers from Guest Service Solutions Accounts Receivable
  
• Purging Table Management System Data
  
• Purging Inactive Customers
  

Customer Personal Data Consent

If the restaurant is configured to prompt customers for consent before storing their personal data, POS Operations and Guest Service Solutions BackOffice show a dialog box with a consent notice that must be read to the customer.

Enabling and Configuring the Personal Data Consent Notice contains information about requiring consent for data storage.

If a customer requests to withdraw personal data consent, follow the instructions in Withdrawing Customer Personal Data Consent.

Note:

When upgrading to RES 5.7 or later from RES 5.6 or earlier, all existing customers are marked as having provided consent.

1. In Guest Service Solutions BackOffice, click Customers, and then click Find Customer.
2. Click Add.
3. Read the consent notice in the dialog box shown by Guest Service Solutions BackOffice to the customer.
4. Click Yes if the customer consents to data storage. You can now enter personal data and then click the Save/Update.
5. Click No if the customer does not consent to data storage. This disables the Save/Update and prevents you from saving the customer data.

Withdrawing Customer Personal Data Consent

Follow these instructions when a customer withdraws data storage consent.

1. In Guest Service Solutions BackOffice, click Customers, and then click Find Customer.
2. Use the search fields to find the customer account.
3. Set Active to FALSE.
4. Click OK on the warning message about customer data no longer being used in the system.

Viewing and Changing Customer Information

1. In the Guest Service Solutions BackOffice application, click Customers, and then click Find Customer.
2. Use the search fields to find the customer.
3. Make changes to the customer personal data, and then click Save.

Exporting Customer Information from Guest Service Solutions

When a customer requests a copy of their personal data as stored by RES, use the following instructions to export a comma-separate value text file.

1. In the Guest Service Solutions BackOffice application, click Export Wizard.
2. Click Add and enter a name to create a query, and then add search criteria. For example, you can search by customer_seq if you know the customer ID number.
   1. Select a Database Field, an Operator, and enter a Comparison Value to create a search filter.
   2. Click Add to create another search filter.
   3. Review the search filters in Current Filters, and click Delete to remove a filter.
   4. To sort the results of the query, select the sorting field in Sort By Field and the sequence in Sort Order.
3. Click Preview Results to run the query.
4. Click Save Results to Disk and select the filepath and file name for the data export. Guest Service Solutions saves the query results as a text field in comma-separate value format.

Removing Customer Information

WARNING:

Customer information cannot be restored after removal.

1. Determine if the customer is registered in Guest Service Solutions, and then remove their information.
2. Determine if the customer is registered as a contact point in Guest Service Solutions Accounts Receivable, and then remove their information.
3. Set up purging for Table Management System reservations and wait list requests to make sure inactive data is not retained indefinitely.
4. Set up purging for Guest Service Solutions inactive customers to make sure information for inactive customers are not retained indefinitely.

Finding and Removing Customers from Guest Service Solutions

Use the following instructions to search for a customer in Guest Service Solutions, and then remove their information.

1. Start the Guest Service Solutions BackOffice application (gss.exe), click Customers, and then click Find Customer.
2. Use the search fields to find the customer, or determine that they have not been added to Guest Service Solutions.
3. To delete the customer:
   1. Make sure Active is set to FALSE.
   2. Make sure the customer has been inactive for longer than the Inactive Customers retention period for Guest Service Solutions. Retention Periods contains more information about this retention period.
   3. Click Delete.
4. If the delete operation fails because other RES modules are using the customer records, click Anonymize. This operation fails if the customer is inactive but the configured data retention period has not yet passed.

Finding and Removing Customers from Guest Service Solutions Accounts Receivable

Use the following instructions to search for a customer in Guest Service Solutions Accounts Receivable, and then remove their information.

1. Start the Guest Service Solutions BackOffice application (gss.exe), click Accounts Receivable, and then click Account Maintenance.
2. Use the search fields to find the customer, or determine that they have not been added as a contact point.
3. To delete the customer:
   1. Make sure Active is set to FALSE.
   2. Make sure the customer has been inactive for longer than the Inactive Customers retention period for Guest Service Solutions. Retention Periods contains more information about this retention period.
   3. Click Delete.
4. If the delete operation fails because other RES modules are using the customer records, click Anonymize. This operation fails if the customer is inactive but the configured data retention period has not yet passed.

Purging Table Management System Data

To purge Table Management System data, configure an autosequence that runs the TMS Nightly stored procedure.

1. In the POS Configurator, click the Reporting tab, and then click Autosequences.
2. Select the TMS Purge autosequence, or click Add to create an autosequence entry and name it TMS Purge.
3. Select TMS Daily Purge from the Schedule Class drop-down list.

   If the option does not exist, create the schedule class:

   1. Click Open for Schedule Class to open the Schedule Classes window.
   2. Select the TMS Daily Purge class, or click Add to create a class entry and name it TMS Daily Purge.
   3. Fill out the scheduling parameters on the General tab as follows:

      • Schedule Date Type: Daily

      • Start Time: enter when POS Operations should start purging the TMS data.

      • Repeat Period: leave these fields as 0.

   4. Click Save, return to the Autosequences window.
4. Set the access level for the autosequence in Privilege. Access to Reports and Data contains more information about the access level.
5. Click Save, and then return to the POS Configurator.
6. On the Reporting tab, click Autosequence Steps.
7. Select TMS Purge from the Select an Autosequence drop-down list.
8. Double-click the autosequence step Type column, and then select Stored Procedure.
9. Select 165 - TMS Nightly from the Stored Procedure drop-down list, and then click Save.

Purging Inactive Customers

To purge inactive customers, configure an autosequence that runs the GSS Nightly stored procedure.

1. In the POS Configurator, click the Reporting tab, and then click Autosequences.
2. Select the GSS Purge autosequence, or click Add to create an autosequence entry and name it GSS Purge.
3. Select a schedule class containing the desired time and frequency for running the purge operation from the Schedule Class drop-down list.

   To create a schedule class:

   1. Click Open for Schedule Class to open the Schedule Classes window.
   2. Click Add to create and name a class entry.
   3. Fill out the scheduling parameters on the General tab, click Save, and then return to the Autosequences window.
4. Set the access level for the autosequence in Privilege. Access to Reports and Data contains more information about the access level.
5. Click Save, and then return to the POS Configurator.
6. On the Reporting tab, click Autosequence Steps.
7. Select GSS Purge from the Select an Autosequence drop-down list.
8. Double-click the autosequence step Type column, and then select Stored Procedure.
9. Select 7102 - GSS Remove Inactive Customers from the Stored Procedure drop-down list, and then click Save.