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🎲 Guide: Board-game cafe

From an empty floor to your first session and reconciled shift.

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AI · BOARD GAME

From booking to billing-group settlement

Follow bookings, sessions, billing groups, game library, passes and reports without mixing their authority.

Audio is unavailable, but every step remains selectable.

Board-game cafe flow

Step 1 / 11

Guests walk in or request a booking through an enabled channel; branch, time, party and policy are checked first.

  1. Customer AI
    Walk-in / bookingGuest, time and party
  2. Check availabilityArea and capacity
  3. Start sessionSeat and start time
  4. Order / borrow gameGoods and copies stay separate
  5. Close billing groupTime, tab and payment
  1. Library / copy QRCopy and condition
  2. Borrow gameLinked to the session
  3. Return / inspectPhotos and notes
  4. Missing / damagedEvidence-based record
  1. Time passCustomer entitlement
  2. Owner AI
    Analytics / reportBranch, area and period

The billing group owns money, the session owns seating, and library copies are not sellable stock.

AI helps customers and owners within different boundaries

Customers request bookings through enabled channels

Must be connected and enabled
LINE OAFacebookInstagramWeb chat
Customer asksAI calls a toolApproved facts only

CustomerIs there a table for four tonight at 8 PM?

AIAI verifies branch, time, party and policy, then asks for confirmation. A request is not a confirmed table unless the configured auto-confirm policy qualifies.

What AI can do
  • Find published branches and times
  • Summarize a request for confirmation
  • Check the customer's booking status
  • Send a staff-help request

AI never guesses a table, exposes other guests or calls a request a confirmed booking.

Owners ask about tables, games and revenue

Permission checked before every read
What was table utilization this week, which game was borrowed most, and how many no-shows occurred?
What Admin can ask AI to analyze
  • Sales, bill count and revenue per table
  • Utilization, play duration, queues, bookings and no-shows
  • Popular games, damage and time passes
  • Compare branches, areas and capacity gaps
Sample answer structureLive use replaces these labels with verified system data.
Utilization
By period
Top game
From loans
Queue / no-show
By branch
Export reportXLSX

AI reads authorized, scoped data; time changes, discounts and payments still require human confirmation.

Important authority boundaries

  • The billing group owns money, not the table
  • Library copies are not sellable stock
  • A booking request is not a confirmed table
Customer channelAI checks policyBooking / POS / libraryVerified data
Open the related lesson →

Need the full inventory workflow?

Receiving, transfers, counts, reservations, lots, quarantine, wastage and reconciliation live in the specialist guide.

Open inventory & warehouse guide →

All lessons

41 lessons

Set up your shop15 lessons

  1. 01

    Start here: prepare your shop

    Prepare your information, select a business type and plan a migration.

  2. 02

    Branches, hours & service days

    Set up branch scope and verify operations across midnight.

  3. 03

    Opening hours, service days & overnight visits

    Distinguish displayed hours, Analytics schedules and reservation checks.

  4. 04

    Staff, PINs & approvers

    Onboard by role, test access and revoke access when employment ends.

  5. 05

    Verify board-game staff access

    Separate table service, payment, time edits, library management and owner reporting.

  6. 06

    Products, SKUs, barcodes & imports

    Set up drinks, snacks, merchandise or ingredients with prices, costs and units.

  7. 07

    VAT, receipts & tax-invoice requests

    Configure seller details, review documents and understand e-Tax availability.

  8. 08

    Create & pair a POS register

    Assign the register to a branch, enable PIN access and handle lost devices.

  9. 09

    Desktop app, second display & printers

    Install the POS client, configure customer display and scanner, and rehearse device fallback.

  10. 10

    Payment QR & split tender

    Set the recipient, verify received funds and distinguish the three QR purposes.

  11. 11

    Set up tables & understand bill groups

    Understand tables, seatings, sessions and billing groups with a concrete example.

  12. 12

    Time rates, passes & play-time offers

    Configure rates and time examples, separating play-time offers from product coupons.

  13. 13

    Configure time offers & explain eligibility

    Percentage, capped-price and buy/get offers, with close-time examples.

  14. 14

    Library copies, QR labels & collateral

    Register individual copies, lend and inspect returns, and release held documents.

  15. 15

    Publish your cafe & enable website booking

    Control visible rates, availability and games, then test booking management links.

Daily operations12 lessons

  1. 16

    Open, reconcile & hand over shifts

    Count actual cash and resolve pending work before handing over a register.

  2. 17

    Walk-in queue, calling & seating

    Move a waiting party into timed play without creating duplicate visits.

  3. 18

    Queues, bookings, deposits & no-shows

    Handle walk-ins and multichannel reservations through check-in and seating.

  4. 19

    Reservation deposits, balances & refunds

    Configure deposit policy, verify evidence, apply deposits and track refunds.

  5. 20

    Open a table & serve a running session

    Start a visit, add players and goods, lend games and respond to service calls.

  6. 21

    Add tab merchandise & correct item mistakes

    Select the paying group and selling unit, then verify stock before correcting lines.

  7. 22

    Service-call QR & staff handoff

    Handle game help, issues, checkout and extension requests without automatic bill changes.

  8. 23

    Take and release held documents

    Record physical custody, return to the owner and verify the last-party exit.

  9. 24

    Move tables, detach groups & merge bills

    Choose the right operation for moving people versus changing who pays.

  10. 25

    Close a group & collect payment

    Let a group leave early, verify charges and release the table only when all groups finish.

  11. 26

    Receive, transfer & count stock

    Manage sellable inventory by branch, including variances and wastage.

  12. 27

    Expenses, petty cash & input VAT

    Record expense evidence and drawer movement without claiming statutory filing.

Members, AI & reports8 lessons

  1. 28

    Enroll members & redeem coupons

    Verify membership and coupon eligibility before discounting products.

  2. 29

    Issue passes, consume minutes & cancel entitlement

    Follow the actual pass screen while distinguishing entitlement issuance from payment.

  3. 30

    Renew passes & resolve insufficient credit

    Enable, pause, resume and cancel store-credit-funded renewal.

  4. 31

    Points, store credit & customer data

    Reconcile balances and expiry, handle consent and limit data access.

  5. 32

    LINE OA & AI-assisted booking

    Connect chat, control published facts and test inquiry-to-booking confirmation.

  6. 33

    Read table, game & gross-profit reports

    Distinguish sales, cash receipts, utilization and loan counts, then export for accounting.

  7. 34

    Owner AI questions & usage help

    Ask for verified operations and guidance, and recognize answers needing follow-up.

  8. 35

    Reports, live dashboard & AI assistant

    Review sales and evidenced product/service activity, and ask for usage help while checking scope and limitations.

Recovery & go-live6 lessons

  1. 36

    Damaged games, missing pieces & library checks

    Receive problem returns, keep copies unavailable and track resolution.

  2. 37

    Wrong sessions, frozen bills & cancellation

    Choose movement, time correction, cancellation or refund based on actual state.

  3. 38

    Cancel, return & resolve pending refunds

    Use the original bill, verify approval and track actual money returned.

  4. 39

    Outages, uncertain results & support

    Avoid duplicates, retain evidence and recover using the original transaction.

  5. 40

    Board-game launch rehearsal scenarios

    Scenarios and expected outcomes for timing, bills, passes, bookings and equipment.

  6. 41

    End-to-end rehearsal & launch checklist

    Rehearse by role, run a soft opening and agree on rollback ownership.

Reading checklist · 41 lessons

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