Cereon Staff Guide

Cereon is the front desk system of Mind Zone. Every guest, payment, booking, plan and snack sale goes into Cereon. If it is not in Cereon, it did not happen.

Before you start

Where to open it: on the branch iPad, open desk.mindzoneph.com. Keep it on the Home Screen so it opens like an app. (The old address, cortex-mz.onrender.com, still works for now.)

Who can use it: only you, with your own initials and PIN. They are the same initials and PIN you use to clock in.

The 6 golden rules

1. Clock in first, then sign in. Cereon lets you in only after you clock in at this branch. If you just clocked in, wait 1 minute, then try again.
2. Never share your PIN. Everything you do is saved under your name.
3. Every guest goes into Cereon. No guest sits down without being checked in and paid.
4. Every peso goes into Cereon. Cash, GCash, Maya and bank transfers are all recorded.
5. Signing out is not closing your shift. At the end of your shift, always tap Close shift on the Shift tab before you leave.
6. Mistakes are fixed, never hidden. There is no delete button. Use Fix a mistake or refund and say what happened.

The tabs you will see: Today, Bookings, Guests, Plans, Snacks, Checked out, Shift and Dashboard. Officers also see Reports, Cash and Approvals.

Words to know

Your shift from start to end

Every shift follows the same 8 steps. Do them in this order.

Start of shift

1. Clock in with the clock-in form, as usual.
2. Sign in to Cereon. Type your initials, then your PIN on the number pad. Tap Show to see the digits you typed.
   • Cereon says to clock in first? Wait 1 minute and try again.
3. Open the shift.
   1. Pick your shift: AM, PM or MN.
   2. Count the change fund in the drawer. Type the amount, for example 1,000.
   3. Tap Open shift. You are now the cash holder.
   • Cereon says the count doesn't match? Count again slowly and type it again.
   • Still different? The staff from the last shift, the Officer or the Manager types their initials and PIN to confirm. If no one is there, tap not here. The Manager is told.
4. Read the endorsements. Read each note from the last shift and tap Mark as read. Then tap Continue. You can't work until you read them all.
5. Audit the previous shift. Go to the Shift tab, then Audit previous shift. For each GCash, Maya or bank payment, check the actual account, then tap one:
   • Found · sender is (guest): the money is there, from the guest.
   • Found · other sender: the money is there, but from another name. Cereon alerts the Officer.
   • Missing: the money is not in the account.

During your shift

6. Serve guests on the Today tab: check in, take payment, check out. Record every snack sale and every petty cash expense. Do a headcount when asked.

End of shift

7. Write your endorsements on the Shift tab: anything the next shift must know or follow up.
8. Close the shift on the Shift tab.
   1. Check out every guest who is leaving. At the last shift of the day, all guests must be checked out.
   2. Count the merchandise (snacks), if asked. Type how many of each item. Tap Submit merchandise count.
   3. Count the drawer. For each bill and coin, type how many pieces you have. Tap Submit count. This is a blind count: the expected amount shows only after you submit.
   4. Short or over? You can Recount once, within 15 minutes. If it is still short, type your PIN to accept the shortage memo.
   5. Leave the change fund (₱1,000) in the drawer. Put the rest in an envelope, seal it and write the envelope number.
   6. Tap Close shift and hand over (last shift: Close the day).
   7. Sign out, then clock out.

On a phone, swipe the picture sideways to see all of it.

Remember: if you only sign out, the shift stays open under your name. The next staff will be working on your cash.

Tab by tab

On a phone, swipe the picture sideways to see all of it.

Every regular visit follows this path. The steps for each part are below.

Today: check in a guest

1. In Check in a guest, scan the guest's QR or type their name or mobile number.
2. Tap the guest. New guest? Tap + Register new guest, fill in the form, then continue.
   • Student or reviewee? Look at their ID before you go on.
3. Choose Pass or Plan, then the zone and How long.
4. Add any add-ons (Me Zone, Deep Zone, laptop). Discounts like Newbie are applied by themselves.
5. Check How much, then take the payment: choose Cash, GCash, Maya or bank.
   • Cash: type the cash received. Cereon shows the change.
   • GCash, Maya or bank: type the reference number and take a photo of the receipt.
6. Tap Confirm payment and check in. Give the Wi-Fi code only after this.

Today: check out a guest

1. Tap Check out at the top, then find the guest, or tap their name in Checked in.
2. Check the time used. If they stayed longer than paid (plus 15 minutes grace), Cereon adds the balance.
3. Add any snacks or add-ons they had.
4. Take the balance, then tap Confirm payment and check out (or Check out if nothing is due).

Today: companions and plans

• Companion: open the guest's visit and tap + Add companion. On a plan, each companion uses one day. The cardholder must be there.
• Check in with a plan: find the cardholder, choose Plan, and Cereon uses one day.

Bookings

On a phone, swipe the picture sideways to see all of it.

1. Tap + New booking.
2. Choose the guest, the date, what they book (seat, Me Zone, desk, CerebRoom or Common Area) and how long.
3. For a CerebRoom party or event, choose what it is for. Set-up and clean-up times are added to the booking.
4. Take the advance payment. Rooms need at least 50%. Me Zone and desks are paid in full.
5. On the day, tap Check in beside the booking when the guest arrives.

CerebRoom and Common Area

On a phone, swipe the picture sideways to see all of it.

1. Tap + New booking and choose the room: CerebRoom (Recto: A, B or A + B), Common Area, or Common Area + CerebRoom.
2. Set the date, start time, how long and how many people (pax).
3. Choose What is it for?
   • Meeting or study: charged as booked. No contract needed.
   • Party or event: write what it is for and set the set-up (ingress) and clean-up (egress) time. These are free, but must fit within opening hours.
4. Party or event: open the booking and make the contract. The Manager approves it, then Cereon sends it to the client to sign online.
5. Take at least 50% as the advance payment, or pencil book it (deposit due 5+ days before). The balance is paid at check-in.
6. On the day, check in from the booking: take the balance and check the IDs of people at the Study rate.
7. Guest running late? Choose Hold until to keep the room longer.
8. Check them out when they leave.

Guests

Find any guest, see their visits and plans, and fix their details with Edit details. If one person has two profiles, use Merge duplicate.

Plans

1. Tap + Sell a plan.
2. Choose the guest (the cardholder), the plan (3, 7, 15 or 30 days), Study or Pro.
3. Take the payment. A 30-day plan may be paid in part (at least 50% first).
4. Cereon emails the digital card to the guest.

Snacks

• Selling a snack: add it to the guest's visit under Add-ons, then take the payment.
• New stock arrived: on the Snacks tab, tap Receive stock and type how many arrived.
• Every snack sold must be in Cereon. At closing, the cash holder counts the snacks and pays for any missing.

Checked out

Shows guests who already left. Use From and To to look at other days. This is where you find a past visit to fix.

Shift

• Audit previous shift: see “Your shift from start to end”, step 5.
• Digital payments this shift: the GCash, Maya and bank payments you took.
• Petty cash: tap Record expense, type the amount and what it was for, and take a photo of the receipt. The Officer reviews it.
• Add to change fund / Add to petty cash: when the Officer or Manager hands you cash for a fund. They type their initials and PIN.
• Endorsements: tap Add endorsement to write a note for the next shift. Tap Mark done when an issue is fixed.
• Close shift: see “Your shift from start to end”, step 8.

Fix a mistake or refund

There is no delete. To fix a wrong entry:

1. Open the visit or the payment and tap Fix a mistake or refund.
2. Choose what is wrong (for example, the wrong payment mode) and write what happened.
3. Take a photo if the payment changed. Tap Send to the Manager for approval.
4. The change applies only after the Officer or Manager approves it.

Outage

Power or internet cut? Tap Outage on the Today tab. Guests can transfer to another branch (the clock pauses) or leave and pay only for the time used. Tap Outage is over when it is back.

Special cases

Pass to Plan (upgrade)

The guest came on a Pass today and now wants a plan.

1. Tap Check out and open the guest's visit. Don't check them out.
2. Tap Upgrade to a Plan. This works only on the same day.
3. Choose the plan. Today's Pass is deducted in full, and today becomes day 1 of the plan.
4. Take the balance and confirm. The guest stays checked in, now on the plan.

Plan to Pass

A plan can't be used when:

• the cardholder is not here,
• the plan has no days left or has expired,
• the plan already reached its people limit, or
• a partly paid plan already used half its days.

Then the guest pays a Pass: check them in the usual way and choose Pass. A plan is never changed back into a Pass or refunded at the desk. For special cases, use Fix a mistake or refund. Head office decides.

Sharing a plan with companions

• People limit: a 3-day plan is good for up to 3 people. A 7, 15 or 30-day plan is good for up to 6 people. The cardholder is included. This counts different people over the whole plan, not per visit. Cereon shows “2 of 6 people so far”.
• Days: each person uses 1 day per visit. If the cardholder already used a day today, coming back the same day uses no extra day.
• The cardholder must be there. No cardholder, no plan check-in.
• Companions must be registered first. New companion? Register them on the Guests tab with + Register guest.

Steps:

1. Find the cardholder on the Today tab and tap Check in on this plan.
2. Tick (name) the cardholder is here.
3. Type each companion's name and tap them.
4. Check Days used now, then tap Check in (number) people.
5. More companions arrive later? Open the plan and tap Check in again or add companions.
6. Limit reached? The extra person pays a Pass.

Companions on a Pass

• At check-in, tap + Add companion. Each companion gets their own Pass, and the guest pays for everyone.
• A companion arrives later? Open the guest's visit and tap Pay for companions.

Partly paid 30-day plan

The guest paid at least 50% first. Only half of the days can be used before the plan is fully paid. Cereon shows the balance when they check in. Tap Pay balance to take the rest.

Change a booking

1. On the Bookings tab, open the booking and tap Change booking. This works only before the booking starts.
2. Pick the new date, time, room or branch. The new date must be within 30 days of the original date.
3. Check How much:
   • The advance payment carries over.
   • Higher price: take the difference.
   • Fewer hours or people: the difference is kept as credit on the guest's profile.
   • A booking paid ahead can be made longer, but not shorter.
   • A discount that doesn't apply on the new date is removed.
4. Tap Confirm payment and save.

Cancel a booking or no-show

• Paid bookings can't be cancelled except in special cases approved by head office. Ask the Officer before you tap Cancel booking.
• A booked seat is held for 15 minutes. After that, the booking becomes a no-show. A guest who arrives late on the same day can still check in from the booking.
• After a no-show, the advance payment becomes credit on the guest's profile, except for a dedicated desk, where it is forfeited.
• A guest with a booking today must check in from the booking, or tell you it is not for this visit.

Pencil booking

A pencil booking holds the date with no payment yet. The deposit is due by the deadline Cereon shows, at least 5 days before the booking.

1. When the guest pays, open the booking and tap Record the deposit.
2. Need more time? Tap Extend the deadline. This is allowed once, with Officer or Manager approval.
3. Not paid by the deadline? The hold ends by itself.

Dedicated desk

A dedicated desk is one whole desk (2 tables, up to 4 people). The desk fee is per desk and is paid in full when booking.

1. Booking it: choose Dedicated desk, then who pays: the booker pays for everyone, or each person pays their own Pass.
2. The booker arrives: check them in from the booking first.
3. A Pass holder joins the desk: check them in the usual way. When Cereon asks Is (name) joining a dedicated desk?, tap Yes, (booker)'s desk. They pay their own Pass, unless the booker already paid for everyone.
4. A plan holder joins the desk: check them in on their plan and tap Yes, (booker)'s desk. They use a plan day. The desk fee is already paid.
5. Not with the desk? Tap No.

During the visit

• Move to Deep Zone or Me Zone, add snacks or printing: open the visit and tap Add snacks, printing or zone.
• Staying longer: do nothing now. At check-out, Cereon charges the next price tier after the 15-minute grace.
• Leaving early: unused time is not refunded.

When something goes wrong

Gabay sa Tagalog

Ang mga pangalan ng button ay nasa English, kagaya ng nakikita mo sa screen.

Bago ka magsimula

Ang Cereon ang front desk system ng Mind Zone. Lahat ng guest, bayad, booking, plan at snack ay dapat nasa Cereon. Kung wala sa Cereon, parang hindi nangyari.

Saan bubuksan: sa iPad ng branch, buksan ang desk.mindzoneph.com. Ilagay ito sa Home Screen. (Gumagana pa rin muna ang lumang address, cortex-mz.onrender.com.)

Sino ang gagamit: ikaw lang, gamit ang sarili mong initials at PIN. Pareho ito sa ginagamit mo sa clock-in.

Ang 6 na pinakamahalagang patakaran

1. Mag-clock in muna bago mag-sign in. Kapag kaka-clock in mo lang, maghintay ng 1 minuto bago subukan ulit.
2. Huwag ibigay ang PIN mo kahit kanino. Lahat ng gagawin mo ay naka-save sa pangalan mo.
3. Lahat ng guest ay dapat nasa Cereon. Walang guest na uupo nang hindi naka-check in at bayad.
4. Lahat ng pera ay dapat nasa Cereon. Cash, GCash, Maya at bank transfer.
5. Ang sign out ay hindi pag-close ng shift. Bago umuwi, i-tap ang Close shift sa Shift tab.
6. Ang mali ay inaayos, hindi itinatago. Walang delete. Gamitin ang Fix a mistake or refund at isulat kung ano ang nangyari.

Mga salitang dapat alam

Ang shift mo mula simula hanggang tapos

Simula ng shift

1. Mag-clock in sa clock-in form.
2. Mag-sign in sa Cereon. I-type ang initials, tapos ang PIN. I-tap ang Show para makita ang na-type mo.
3. Buksan ang shift.
   1. Piliin ang shift: AM, PM o MN.
   2. Bilangin ang change fund at i-type ang halaga, halimbawa 1,000.
   3. I-tap ang Open shift. Ikaw na ang cash holder.
   • Hindi tugma? Bilangin ulit nang dahan-dahan. Hindi pa rin tugma? Ang staff ng nakaraang shift, ang Officer o ang Manager ang magta-type ng initials at PIN nila. Kung walang tao, i-tap ang not here.
4. Basahin ang endorsements. I-tap ang Mark as read sa bawat isa, tapos Continue.
5. I-audit ang nakaraang shift. Sa Shift tab, sa Audit previous shift, i-check ang bawat GCash, Maya o bank na bayad sa mismong account:
   • Found · sender is (guest): pumasok, galing sa guest.
   • Found · other sender: pumasok, pero ibang pangalan ang nagpadala.
   • Missing: hindi pumasok.

Habang naka-shift

6. Asikasuhin ang mga guest sa Today tab: check in, bayad, check out. Itala ang bawat snack at petty cash na gastos.

Pagtatapos ng shift

7. Sumulat ng endorsement sa Shift tab.
8. I-close ang shift sa Shift tab.
   1. I-check out ang mga aalis. Sa huling shift ng araw, lahat ay dapat naka-check out.
   2. Bilangin ang snacks kung hinihingi, at i-tap ang Submit merchandise count.
   3. Bilangin ang pera sa drawer: ilang piraso ng bawat bill at barya. I-tap ang Submit count.
   4. Kulang o sobra? Puwedeng mag-Recount isang beses sa loob ng 15 minuto. Kung kulang pa rin, i-type ang PIN para tanggapin ang memo.
   5. Iwan ang ₱1,000 change fund sa drawer. Ilagay ang natitira sa envelope, i-seal at isulat ang numero ng envelope.
   6. I-tap ang Close shift and hand over (huling shift: Close the day).
   7. Mag-sign out, tapos mag-clock out.

Tandaan: kung nag-sign out ka lang, bukas pa rin ang shift sa pangalan mo. Ang susunod na staff ay gagamit ng pera na nasa pangalan mo.

Bawat tab

Sundan ang process flow sa itaas (sa "Tab by tab") para sa karaniwang visit: check in, pananatili, at check out.

Today: pag-check in ng guest

1. Sa Check in a guest, i-scan ang QR o i-type ang pangalan o mobile number.
2. I-tap ang guest. Bago? I-tap ang + Register new guest.
3. Piliin ang Pass o Plan, ang zone at ang How long.
4. Idagdag ang add-ons. Ang Newbie discount ay kusang nailalagay.
5. Tingnan ang How much at tanggapin ang bayad. Sa GCash, Maya o bank, i-type ang reference number at kunan ng litrato ang resibo.
6. I-tap ang Confirm payment and check in. Ibigay ang Wi-Fi code pagkatapos lang nito.

Today: pag-check out ng guest

1. I-tap ang Check out, hanapin ang guest o i-tap ang pangalan sa Checked in.
2. Kung lumampas sa oras (lampas sa 15 minutong palugit), may idadagdag na babayaran.
3. Idagdag ang snacks o add-ons.
4. Tanggapin ang bayad, tapos Confirm payment and check out.

Companions at plans: buksan ang visit ng guest at i-tap ang + Add companion. Sa plan, bawat kasama ay isang araw, at dapat naroon ang cardholder.

Bookings: i-tap ang + New booking, piliin ang guest, petsa, ano ang ibo-book at gaano katagal. Tanggapin ang advance payment. Sa araw mismo, i-tap ang Check in sa tabi ng booking.

CerebRoom at Common Area

1. I-tap ang + New booking at piliin ang room: CerebRoom (sa Recto: A, B o A + B), Common Area, o Common Area + CerebRoom.
2. Ilagay ang petsa, oras ng simula, gaano katagal at ilang tao (pax).
3. Piliin ang What is it for?: Meeting or study (sisingilin ayon sa booking, walang contract) o Party or event (isulat kung para saan, at ilagay ang oras ng set-up at clean-up; libre ito pero dapat pasok sa oras ng branch).
4. Sa party o event: gumawa ng contract mula sa booking. Aaprubahan ito ng Manager, tapos ipapadala ng Cereon sa client para pirmahan online.
5. Tanggapin ang hindi bababa sa 50% na advance payment, o i-pencil book (deposit 5+ araw bago). Ang natitira ay babayaran sa check-in.
6. Sa araw mismo, i-check in mula sa booking: tanggapin ang kulang na bayad at tingnan ang ID ng mga nasa Study rate.
7. Mahuhuli ang guest? Piliin ang Hold until para ma-hold pa ang room.
8. I-check out sila kapag aalis na.

Guests: hanapin ang guest, tingnan ang visits at plans, at ayusin ang detalye gamit ang Edit details.

Plans: i-tap ang + Sell a plan, piliin ang cardholder at ang plan, at tanggapin ang bayad. Ipapadala ng Cereon ang digital card sa email.

Snacks: ang benta ay idinadagdag sa visit ng guest sa Add-ons. Kapag may dumating na stock, i-tap ang Receive stock.

Checked out: listahan ng mga umalis na. Gamitin ang From at To para sa ibang araw.

Shift: dito ang audit, petty cash (Record expense na may litrato ng resibo), Add to change fund / Add to petty cash, endorsements at Close shift.

Fix a mistake or refund: walang delete. Buksan ang visit o bayad, i-tap ang Fix a mistake or refund, isulat ang nangyari at i-tap ang Send to the Manager for approval.

Outage: kapag brownout o walang internet, i-tap ang Outage sa Today tab.

Mga espesyal na kaso

Pass papuntang Plan (upgrade)

1. I-tap ang Check out at buksan ang visit ng guest. Huwag i-check out.
2. I-tap ang Upgrade to a Plan. Sa parehong araw lang ito puwede.
3. Piliin ang plan. Ibabawas nang buo ang Pass ngayong araw, at ang araw na ito ang day 1 ng plan.
4. Tanggapin ang kulang na bayad. Naka-check in pa rin ang guest, nasa plan na.

Plan papuntang Pass

Hindi magagamit ang plan kapag wala ang cardholder, ubos na ang araw o expired na, naabot na ang limit ng tao, o kalahati na ng araw ang nagamit sa plan na hindi pa bayad nang buo. Sa ganitong kaso, magbabayad ng Pass ang guest: i-check in nang normal at piliin ang Pass. Hindi ibinabalik sa Pass o nire-refund ang plan sa desk. Para sa espesyal na kaso, gamitin ang Fix a mistake or refund. Ang head office ang magdedesisyon.

Pag-share ng plan sa mga kasama

• Limit ng tao: ang 3-day plan ay hanggang 3 tao. Ang 7, 15 o 30-day plan ay hanggang 6 na tao. Kasama na ang cardholder. Binibilang ang magkakaibang tao sa buong plan, hindi bawat punta.
• Araw: isang araw bawat tao bawat punta. Kung nakagamit na ng araw ang cardholder ngayon, walang dagdag na araw kapag bumalik sa parehong araw.
• Dapat naroon ang cardholder.
• Dapat naka-register muna ang kasama sa Guests tab (+ Register guest).

Mga hakbang:

1. Hanapin ang cardholder sa Today tab at i-tap ang Check in on this plan.
2. I-tick ang (pangalan) the cardholder is here.
3. I-type ang pangalan ng bawat kasama at i-tap sila.
4. Tingnan ang Days used now, tapos i-tap ang Check in (bilang) people.
5. May dumating pang kasama? Buksan ang plan at i-tap ang Check in again or add companions.
6. Naabot na ang limit? Magbabayad ng Pass ang sobrang tao.

Mga kasama sa Pass: sa check-in, i-tap ang + Add companion. May sariling Pass ang bawat kasama, at ang guest ang magbabayad para sa lahat. Kung dumating pa ang kasama, buksan ang visit at i-tap ang Pay for companions.

30-day plan na hindi pa bayad nang buo: kalahati lang ng araw ang magagamit hangga't hindi pa buo ang bayad. I-tap ang Pay balance para tanggapin ang kulang.

Pagpalit ng booking

1. Sa Bookings tab, buksan ang booking at i-tap ang Change booking. Bago magsimula ang booking lang ito puwede.
2. Piliin ang bagong petsa, oras, room o branch. Dapat sa loob ng 30 araw mula sa orihinal na petsa.
3. Tingnan ang How much: dala ang advance payment; kung mas mahal, bayaran ang diperensya; kung mas kaunting oras o tao, magiging credit ang diperensya; ang booking na bayad na ay puwedeng pahabain pero hindi paikliin.
4. I-tap ang Confirm payment and save.

Cancel o no-show

• Ang bayad na booking ay hindi puwedeng i-cancel maliban sa espesyal na kaso na aprubado ng head office. Magtanong muna sa Officer bago i-tap ang Cancel booking.
• 15 minuto lang hinihintay ang booking. Pagkatapos nito, no-show na. Kung dumating pa ang guest sa parehong araw, puwede pa ring i-check in mula sa booking.
• Sa no-show, magiging credit ang advance payment, maliban sa dedicated desk na forfeited.

Pencil booking: naka-hold ang petsa nang walang bayad. Ang deposit ay dapat bayaran bago ang deadline (hindi bababa sa 5 araw bago ang booking). Kapag nagbayad, i-tap ang Record the deposit. Puwedeng i-tap ang Extend the deadline isang beses lang, na may approval ng Officer o Manager.

Dedicated desk

Isang buong desk (2 mesa, hanggang 4 na tao). Bayad nang buo ang desk fee kapag nag-book.

1. Pag-book: piliin ang Dedicated desk, tapos kung sino ang magbabayad: ang nag-book para sa lahat, o bawat isa ay sariling Pass.
2. Dumating ang nag-book: i-check in muna siya mula sa booking.
3. Sumali ang may Pass: i-check in nang normal. Kapag tinanong ng Cereon ang Is (pangalan) joining a dedicated desk?, i-tap ang Yes, (nag-book)'s desk.
4. Sumali ang may plan: i-check in sa plan niya at i-tap ang Yes, (nag-book)'s desk. Isang araw ng plan ang magagamit. Bayad na ang desk fee.
5. Hindi kasama sa desk? I-tap ang No.

Habang naka-check in: para lumipat sa Deep Zone o Me Zone, o magdagdag ng snacks o printing, buksan ang visit at i-tap ang Add snacks, printing or zone. Kung lumampas sa oras, sisingilin sa check-out. Kung umalis nang maaga, hindi nire-refund ang natitirang oras.

Kapag may problema