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EPOS Integration

Owned by Peter Hickson, created
Last updated: Jul 18, 2023 by Joanne Shovelton
6 min read

EPOS (Electronic Point Of Sale) systems allow you to operate in-person payments at your club. myClubhouse can integrate with Eposnow using the EPOS Add-On. The Eposnow integration allows members to maintain their balance on the website to pay for things in person. Members can also pay for items on myClubhouse through your EPOS system.

You can learn more about Eposnow and its pricing here: https://www.eposnow.com/uk/

This guide will help you set up the integration between your Eposnow account and your myClubhouse account.

Instructions

Create Form and Attributes

First, we need to create Attributes that will hold the Eposnow information for each user.

  1. Navigate to Forms > Forms Manager.

  2. Click “Add new”.

  3. Complete the Wizard:

    1. Name: Enter the name of the Form.

    2. Editable by user: Deselect this option as we don’t want the user to change any of the answers to this Form.

    3. Email Notifications: Make sure these are switched off.

    4. Questions: We need to add 2 questions, one for the Eposnow Customer ID, and the other for the Swipe Card Number.

      1. Add Question: Click the green “Add Question” button to add a new question.

      2. Question Text: Enter “Eposnow Customer ID” for the question text.

      3. Type: Select “Integer” for the Answer Type.

      4. Short Name: Enter “Eposnow Customer ID” for the question short name.

      5. Repeat steps i-iv to add a second question for the Swipe Card, so that it looks like this:

    5. Save & Close: Once happy with the details, click “Save & Close” to save the Form.

  4. Navigate to Forms > Set Up Attribute Questions.

  5. Click “Bulk Add”.

  6. Complete the wizard:

    1. Select the Form you created above.

    2. Ensure both questions are selected.

    3. Change both questions to be shown in the User’s profile.

    4. Click “OK”.

For more general help on Forms, see this guide:

For more general help on Attributes, see this guide:

Payment Scheme

Next, we need to create a Payment Scheme so that members can top up their Eposnow balance.

  1. Navigate to Admin > Finance > Payment Methods, Plans and Schemes.

  2. If you don’t already have a Stripe account, follow this guide to create/add one:

  3. Scroll down to Payment Scheme and click “Add”.

  4. Complete the wizard:

    1. Name: Give the Payment Scheme a name, something like “Eposnow top up”.

    2. Add Method: Click “Add Method” and select the Stripe payment method.

    3. Payment Plan: Select “Single Payment” under Payment Plans.

    4. OK: Once happy with the details, click “OK” to save the Payment Scheme.

For more general help on Payment Schemes, see this guide:

Settings

Now we need to enter the settings to integrate Eposnow with your myClubhouse site.

  1. Navigate to Admin > Settings > General Club Settings.

  2. Click on the “Epos Integration” tab.

  3. Change “Integrate with Eposnow?” to “Yes”.

  4. Complete the settings:

    1. Epos Key: Enter the API Key from Eposnow. You can find it in the Eposnow backoffice app by browsing to Apps > My Apps, clicking the Setup button for the API app, and then clicking the Access Credentials button for an API Device.

    2. Epos Secret: Enter the API Secret from Eposnow. You can find it in the Eposnow backoffice app by browsing to Apps > My Apps, clicking the Setup button for the API app, and then clicking the Access Credentials button for an API Device.

    3. Eposnow Customer ID Attribute: Select the Attribute you created above for the Eposnow Customer ID.

    4. Swipe Card Attribute: Select the Attribute you created above for the Eposnow Swipe Card Number.

    5. Customer Type for Members: Select the customer type for those classed as current members in myClubhouse. This allows you to set different pricing for members and non-members.

    6. Customer Type for Non-Members: Select the customer type for those not classed as current members in myClubhouse. This allows you to set different pricing for members and non-members.

    7. How is the member going to pay?: Select the Payment Scheme created above.

    8. myClubhouse Payment Tender Type: Click “Create Tender Type”, name it “myClubhouse Payment” and click “OK” to save it.

    9. myClubhouse Purchase Product: Click “Create Product”, name it “myClubhouse Purchase” and click “OK” to save it.

    10. Terminology: You can customise the name of the Eposnow credit to whatever you prefer; the default is "Bar Credit”.

    11. Profile Introduction: Any text entered here will appear as the introduction to the Eposnow section on each user’s profile page.

    12. Reconciliation: Click the “Reconciliation” button to create Eposnow customer records for all current members and recently registered users, matching where there are existing customer records with the same name and email address. This will also update any existing, linked customer records using data held in user profiles on myClubhouse. After you have done this, and the Eposnow integration is configured, any new registrations will be automatically added to Eposnow, and any changes made to a user's profile will also be transferred automatically. Changes in membership status will be reconciled on a nightly basis.

  5. Save Changes: Once happy with the details, click “Save Changes” to save the settings.

Top Up Balance

Once you have Eposnow integrated into your site, members can top up their balance online.

  1. Navigate to their profile page by clicking Name > My Profile.

  2. Click “Bar Credit” to jump down to the appropriate section. Note: This will match the Terminology that you chose in step 4j above.

  3. Click the green “Top-up Balance” button.

  4. Complete the wizard:

    1. Amount to Credit: Enter an amount to add to your balance or select from suggestions.

    2. Card: Choose the saved card you wish to use for payment.

    3. OK: Once happy with the details, click “OK” to confirm the top-up.