Setting Up Suite Owners

Prior to adding anyone to the Suites system, you must obtain their consent to store their personal information, while tracking their acknowledgement of said consent. Anyone can withdraw their consent at any time, which causes their personal data to be ignored by the system. If using an Application Programming Interface (API), owners are prompted to grant consent before storing their personal data.

Two settings have been added to the System Setup, System Parameters file in reference to the length of time (in days) for the system to retain owners and employees personal data. The settings are named:

• Owner Data Retention Period: Establishes the threshold to retain owners’ personal data.

  If any owners and their associated contacts are involved in an open or active event, their personal data is not automatically removed by the system.

  The data retention period also applies to an owner’s (or employee’s) historical reports and Check Regen reports that have not yet reached the period end.

• Employee Data Retention Period: Establishes the threshold to retain employees’ personal data.

The default data retention period for owners and employees is 999 days.

To add new owners to the system:

1. Click Owners, and then click Owners.
2. Click New, and then enter the following details:

   • Lookup description: Enter a lookup description. This is the name that appears for the owner on Suites checks at the POS client.

   • Company: Enter the company name.

   • (Optional) Prefix: Enter the prefix.

   • Last Name: Enter the owner’s surname.

   • First Name: Enter the owner’s first name.

   • (Optional) PIN: Enter the personal identification number.

   • Privacy Policy Acknowledgement: Click the checkbox to opt in or provide your consent to the processing of personal data (when processed through the API). After you check this option, the Acknowledgement Date field automatically updates using the current date.

     If the owner is not the person who is entering the personal data, the application end-user can do so on behalf of the owner.

3. On the General tab, select the Default Delivery Time and the Default Menu Level.
4. (Optional) Configure the following owner settings:

   • Account Number: Enter the suites account number for the owner.

   • Account Type: Select the owner account type.

   • Allow Ordering: Select Yes if the owner can place orders prior to an event.

   • Guest Account: Select Yes if the owner is a suite guest and not a suite owner.

   • Allow Export: Select Yes if Suites users can export owner information.

   • Master Account: Select Yes if this is the master account for a company that has multiple Suite accounts.

5. (Optional) Select the Default Payment Type.
6. (Optional) If you selected Credit Card as the Default Payment Type:
   1. Click the Edit button adjacent to the Credit Card Number field, and then enter the credit card number.
   2. Click the Edit button adjacent to the Expiration Date field, and then enter the credit card expiration date.
7. (Optional) Click the Contacts tab, and then enter the owner’s contact details.
8. (Optional) Click the Billing Address tab, and then enter the owner’s billing address.
9. (Optional) Click the Mailing Address tab, and then enter owner’s mailing address.
10. (Optional) Click the Notes tab, and then enter additional details.
11. (Optional) Click the Suites tab, and then assign the owner to suites. See Assigning an Owner to Suites for instructions.
12. (Optional) Click the Seats tab, and then assign the owner to seats. See Assigning an Owner to Seats for instructions.
13. Click Save.