Cashless payment case studies
The Zetter
The Zetter, London's latest hostelry, has recently opened it doors in fashionable Clerkenwell with a vending system made possible with the EPnet payment system from Quintus Systems.
The brainchild of Michael Benyan and Mark Sainsbury, The Zetter is a “simple, stylish and unpretentious” restaurant with rooms and has been acclaimed internationally and recently voted amongst the ‘Top 50 coolest hotels in the world' by the London Evening Standard. Called The Zetter as it was once home to the football pools company of the same name, it now boasts a stylish Italian restaurant with 59 bedrooms.
Rather than install an in-room bar in every bedroom, it was decided to put a vending machine on each of four floors. These stock a wide selection of alcoholic and soft drinks together with useful items such as toiletries and batteries. The developers realised that coin operation was impractical and looked to Quintus Systems to link the vending machines to the room key system.
INTEGRATED PAYMENT SYSTEM
Quintus installed its EPnet system, which integrates the vending machines supplied by Apogee International with the Vingcard room card and the property management system from VisualOne. Now guests use their room card to charge purchases from the vending machines to their bill and pay in the normal manner at check-out time. Instead of fumbling for loose change, Zetter guests simply swipe their room card through the reader on the vending machine. Transactions take place in real time and are reported to a back office PC and charged direct to the guest's room bill.
Since all transactions are captured on a PC, this leaves a complete audit trail of sales, giving Zetter staff detailed management reports on sales and the stock status in each machine. Such data is invaluable and facilitates key management decisions.
Speaking of the installation, General Manager, Justin Pinchbeck praised Quintus Systems: “In planning The Zetter, we were clear that we wished to provide a 24/7 service with the minimum of fuss for the guests whilst avoiding the cost and traditional problems associated with in-room bars. Vending machines were the logical answer, but it was only because Quintus was able to integrate them with the hotel's PMS that the idea became practical”.
VERSATILE
EPnet from Quintus is an advanced on-line product quite unlike other payment systems, many of which still use basic cash-on-card technology. The Zetter uses the system in “credit card” mode, but EPnet may also be used like a debit card, where payment is deducted from a pre-paid account. This makes it suitable for other catering sectors, such as staff catering & vending. Quite apart from vending applications, Quintus is able to provide a comprehensive cashless systems package including EPoS tills, cash & credit card loaders, payroll interfaces and business equipment with door access, car park barriers and time & attendance systems.
Shearman & Sterling
Quintus Systems has installed its cashless payment system, EPnet, at the London offices of Shearman & Sterling, Europe’s largest corporate and commercial law firm. The appointment came about following a recommendation from their contract caterer, Jill Bartlett & Company, who run the staff restaurant and vending facilities on behalf of the law firm.
JILL BARTLETT
Shearman & Sterling is the inaugural contract for Jill Bartlett, which was formed recently by Jill herself, together with some equally experienced caterers, including Kitch Davies, who runs this site as General Manager. Jill Bartlett’s strategy is to provide a selection of good and nutritious food with the emphasis very much on healthy options, Fairtrade and ethical sourcing.
The restaurant at Shearman & Sterling boasts a deli bar, fruit selection, salad bar and “Grab n Go” Chiller unit, besides providing a comprehensive menu of hot dishes from 7am in the morning until 9pm in the evening. Since the appointment of Jill Bartlett in March 2004, usage of the restaurant has risen by over 30% - as staff enjoy the daily variety and excellent quality of food on offer.
Kitch Davies quickly realised the shortfalls and inadequacies of the existing payment system and, being familiar with Quintus, introduced them to the senior partners at Shearman & Sterling. An EPnet system was swiftly installed in May 2005, which integrates cashless payment in restaurant and vending machines with security access. Conveniently using the same card that gains access to the building – it also acts as tender to pay for meals in the restaurant and to purchase snacks from vending machines. In the restaurant, although staff may pay by cash, most use their security device, a Cotag proximity card. This is read by the till and immediately recognises the staff member, before charging their account with the cost of the purchase.
PAYROLL INTERFACE
Payment for purchases is deducted from salary on a monthly basis, using EPnet’s advanced Payroll Interface. Here, since transactions are recorded in “real time”, the account balance is always accurate. Once a month, the up-to-date account balance is sent to payroll and the balance cleared to zero for the next month. This is much simpler than cash on card systems and much more secure, whether used in credit mode, as at Shearman and Sterling or when used in debit mode in conjunction with moneyloaders.
VENDING
The complex houses over 300 staff and includes six “break-out” areas. These are refreshment and relaxation rooms dotted around the building, with tables, chairs, television and even a pool table, where staff can relax and take refreshments. Each area has three vending machines for snacks, confectionery and beverages. To make a purchase, staff pass their proximity card in front of the reader. As before, the cost is added to their account and deducted from salary.
The EPnet software system is controlled by a simple PC from Kitch’s office. Being an on-line system means that every single transaction is recorded and aggregated. This then becomes a useful management tool, giving Kitch a clear overview of foodservice transactions throughout the building.
Speaking about his experience with EPnet, Kitch said: “Many of our staff have had prior experience of EPnet on other sites. It gave us the confidence to recommend them for this very prestigious account. I’m pleased to report that the system has run perfectly from day one with no disruption to the existing security infrastructure.
Globetrotter Inns
To call Globetrotter Inns simply a backpackers’ hostel is to undersell the ambiance and facilities that this new facility in Hammersmith, west London, has to offer. With 390 beds, a bar, shop, pool room, kitchen, dining room, cinema, gym, laundry and travel desk, it is certainly at the deluxe end of the market and aiming for a 4-star hostel category rating from the English Tourist Board. That said, accommodation is eminently affordable for this part of the capital and guests may rent a room or a single bed within a 4-bedded room.
The building itself is grade II listed and was originally built in the 1930s by the Freemasons to provide nurses’ accommodation. More recently, it has been owned by a housing association. Now sympathetically restored, it is clear that demand for this sort of quality, affordable hostel is on the increase nationally, since Globetrotter Inns is almost full every night after being open for a few short months.
EPNET FROM QUINTUS
Top priority was to provide a totally secure environment, which is why Globetrotters installed a key card system for access to bedrooms and all communal areas. The wish list extended to removing cash from the building as far as possible. This was achieved by asking Quintus Systems to install its EPnet system. Using the guest’s room card, EPnet integrates payment points around the hostel with the door access system. Guests can use their room card to pay for drinks at the bar or to make purchases from vending machines and to buy goods from the shop. It may even be used at the travel desk to pay for transport, sightseeing tips or theatre tickets.
EPnet is an integrated system, where cash is securely held in the guest’s account, never on the card itself, which can be vulnerable to loss or theft. Globetrotter Inns uses EPnet in debit mode. Guests add credit to their account using a money loader conveniently located in the reception area of the foyer, which is manned 24 hours a day. The loader also gives a visual read-out at any time of the credit balance in the guest’s account. When the account is in credit, guests may use their room card at various payment points around the complex to pay for their purchases. It is accepted at the bar and in the shop, which sells food items, confectionery and snacks. There are several vending machines in the building, including two hot drinks machines and a can/snack merchandiser. Rather than fumble for loose change, guests simply swipe their card to make a transaction.
All purchases are made in real time, with the value being debited from the guest’s account instantly. Guests may top up their account at any time using the loader. At check out time, their account is closed and any credit remaining is refunded. The EPnet system also caters for occasional visitors and contractors.
MANAGEMENT CONTROL
The EPnet system is controlled by a simple PC in the back office. Being an on-line system means that every single transaction is recorded and aggregated. This then becomes a useful tool, giving management a clear overview of activities throughout the building.
Speaking about his EPnet experience, Assistant Manager, Paul Blackburn commented: “At planning stage, we clearly identified a requirement to minimise cash transactions in the hostel. We explored the EPnet system with the Quintus team and it became obvious that, because it is an integrated system, it offers many advantages over more basic systems. Most particularly, we are thrilled with the amount of management data we receive in readily digestible format. It gives us a clear view of what is being bought and we can identify purchasing trends at an early stage.
