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TABLE OF CONTENTS
COPYRIGHT .............................................................................................................................. 4
PURPOSE .................................................................................................................................. 5
DEFINITIONS ........................................................................................................................... 5
APPLICATION STRUCTURE ....................................................................................................... 5
CLINCK CYBER CAFE MANAGER SERVER ................................................................................... 6
FIRST TIME SETUP WIZARD ................................................................................................................. 6
SERVER LOGIN WINDOW.................................................................................................................... 6
Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights
under copyright, no part of this document may be reproduced.
The names of actual companies and products mentioned herein may be the trademarks of their respective
owners.
Purpose
The purpose of this document is to provide a detailing of features available in the CLINCK Cyber Cafe
Manager application. This document is intended for anyone who wants to learn how the application
functions.
Definitions
Following are some of the definitions for terms used in this document:
Application Structure
CLINCK Cyber Cafe Manager is built on the client/server architecture – which means that there are 2
different applications: the server and the client - It is also mandatory that both these applications must be
installed on different machines.
CLINCK Cyber Cafe Manager Server
The CLINCK server application is formally referred as CLINCK Cyber Cafe Manager Server. It is advisable to
install CLINCK Cyber Cafe Manager Server on a terminal which is not accessed or very less accessed by cafe
customers. It is on this terminal from where you will be able to manage all terminal of your cyber cafe.
Important Points
The CLINCK Cyber Cafe Manager Server is installed with a default user called “admin”. The password for
“admin” is “password”. It is recommended that you change the password of the admin user immediately
after you login for the first time.
Main Window
The User Interface of CLINCK Cyber Cafe Manager has been laid out in a very simple manner. The following
image explains different aspects of the application UI.
This is where you can
access the core features
of the application.
This section
will be used This section will be used
for providing for providing detailed
quick links to info about the terminal
common tasks selected in the list above
4. Session Finished: This state is when a registered customer/walk-in user has logout out of a
session and some money is due to be received from him/her.
5. Abnormal Off: This state is when a customer is logged in and the terminal disconnects from
the server.
6. Restarted After Abnormal Off: This state is when the terminal restarts after an Abnormal Off
State.
7. Awaiting Re-login: This state is when a customer logout and has opted for Re-Login.
Transfer Session
After a customer logs on CLINCK Cyber Cafe Manager Client terminal the cafe owner has the option to
transfer the session of this customer to another CLINCK Cyber Cafe Manager Client terminal. A customer
usually asks for a transfer session when the he/she is not comfortable with the place or realizes that a
webcam/headphone/microphone is not available on this terminal.
To transfer a session, on the Home tab right click on the terminal where the customer is currently logged in.
On this menu click on the “Transfer Session” option and select the available idle terminal from the drop
down and click on the Switch button. The customer session is now transferred to the new terminal.
1. Walk-in Customer
2. Registered Customer
3. Registered Member
Walk-In Customer
A Customer who does not have to register with any details. No details of this customer are stored. To enter
a Customer of this type just go to the Home Screen, right click on any idle terminal and click on Login as
Walk-in. Enter the name of the customer on the Login window and click “Login”. You have the option of
saving this customer’s ID Card Type and Number too. See following images for details.
Registered Customer
This type of Customer has to register only once with all details and then his Login details can be used at any
CLINCK enabled Cafe. To enter a Customer of this type click on “Add a New Registered Customer” button on
the Customers screen.
Registered Member
A Member is a registered Customer who has a special rate card in your Cafe. To make a Member you must
first register the Customer. Select the Customer in the Customer List and click on “Convert to Member”
button.
To manage both types of registered customer you have to use the customer tab. See the following image
for details.
Search a customer in
your cafe database
1. Click the “Add new Registered” button – this will open the New Customer window (see image 13)
2. Provide the details of the customer.
3. To take a picture of the customer press “Start WebCam” this will initialize the web cam and get the
image from the camera. At this time you can ask the customer to stand in front of the camera.
4. Once you have a selected the image to capture click the “Take Picture” button
5. If you have scanned the image of a customer or have a digital copy use the browse button to select
the image from the system
6. The same steps can be repeated for the ID proofs.
7. Click “Finish” to create the customer record
8. The system will now show temporary login details. This is generally formed by combining the first
letter of the customer’s name and an auto incrementing number.
9. The customer must use these details to login from a terminal and completed the registration process
by filling in some personal details. The customer can use any free terminal in the cafe. You can also
login the customer automatically on the confirmation window by selecting a terminals from the list.
Customer Name is the only
mandatory field
When a customer record is created by a cafe owner/manager a temporary customer is generated with
temporary login details unique to each customer. The customer must sit on a terminal and complete a
registration process (for the first time only).
The following window will appear on the terminal if the customer has logged in for the first time.
2. The login ID is checked on the live server at real time but this is done through the local server and
not directly with the live server. The client application sends the request to the local server and then
local server then confirm with the live server. Which means that internet connection must be present
on the local server machine and not the client machine for this feature to work
3. Also, that new customers cannot be registered if internet connection is not available
Search Customer
To search for a customer in the cafe database, enter the filter criteria and click on “Find in My Cafe
Database” button. If the customer is not found in the local database, system prompts you to search the
online database.
If your customer search goes to the Online Database, you will see a list of customers matching your search
criteria in a separate window.
Figure 17: Online Search
If you locate the customer you are searching for, select and proceed. The customer details are then
downloaded and stored on your local database.
Important Points
1. Online search is possible only if CLINCK Cyber Cafe Manager Server has internet connectivity.
2. Only customer’s login and registration details are downloaded.
3. Membership packages are applicable to the cyber cafe they were purchased in, they cannot be
shared across cafes.
Rate Plans
This section describes features rated to the rate planning modules provided by the CLINCK Cyber Cafe
Manager. Rate Plans includes the following sub sections:
Important Points
1. You only need to specify all different rates that you charge for a slab. It is not necessary to provide a
rate for each hour that a customer may finally sit for. For example in the above mentioned rate plan
is for a cafe that charges 20 Rs/- an hour and 10 Rs/- for 30 min’s. If you sit for 1½ hours than you
pay 30 Rs/-
2. The rate plan is slab based so you get charged one slab at a time. If you sit for 10 min’s the rate
applicable is still 10 Rs/-
Membership Package
A customer can become a member in your cafe by buying a membership package/scheme. A membership
package generally is structured to sell bulk internet minutes for a specific discount – e.g. 10 Hrs Package for
Rs. 90 as compared to Customer/Walk-in rate of Rs. 10 /hr.
To add a membership package click on the “Add New Package…” on the Rate plan window
To sell a membership package to a customer go to the Registered Customer list, select the customer you
want to sell the package to and click “Convert to Member…” button. The following window will appear where
you can select a membership package.
Product & services section is intended to provide basic features of management and sale of products and
services. A lot of cafes sell products and services other than internet access like:
1. Printing and DTP
2. Scanning
3. Sales of products like CD, DVD etc
4. Xerox
The objective is to allow them to manage all this using the cyber cafe manager.
A product is any ready to sell items that the cafe purchases and re-sells to its customers. CD, CD Cover,
Cold Drinks etc. CLINCK Cyber Cafe Manager also helps you maintain inventory of these products.
A Service is any form of service you charge for a professional fee. You do not purchase a service so it also
does not have any inventory. CD Writing, Scanning etc
You can view a list of products and services available in the system on the “Products and Services” tab.
Here can you also do tasks like “Add” or Edit a product or service. The following window explains this
further:
List of entered
products and
services
Important Points
1. You can add as many product and services as you like
2. Add Purchase is only active when you select a product in the list.
3. When entering a product you can provide a warning level for the stock. The low stock warning
message is displayed when selling the product using the “Add Produce/Service Sale” window.
Selling an item to a customer
For selling an item you need to access the “Add a Product/Service Sale” window.
Select a product or
service from a list
Add/Delete product or
service from the bill
When selling a product or service customers can be of 2 types – one sitting for an internet session or
customer who just walks in to buy a product or service. A Walk-In customer would be some who comes for
a Xerox or a CD/DVD.
Only that Employee which has been assigned the type “Administrator” can close the CLINCK Cyber Cafe
Client screen.
Print Manager will show the list of Active Print Jobs – jobs that are currently being printed and
Completed Print Jobs - jobs that have been printed for the current date.
You can configure printers for Print Manager by clicking on the “Change Settings…” button. The settings
window displays a list of printers already installed on your server. Select the printer and check the “Enable
print manager on this printer” checkbox. This will enable monitoring printouts on this printer.
To add the printouts to the customer’s bill you need to select the second option “Automatically add prints to
the customer’s bill”. You will also need to attach a Service for the selected printer. The service drop down
displays a complete list of Services defined in your database. If you don’t have a Service defined you can do
so from the Product and Services Tab or by selecting <Add New Service> option from this drop down.
If your charge varies as per the printer please select a separate service for each printer having a different
rate.
Important Points
1. The Active Print Jobs list will show jobs that are currently printing.
2. Print Manager can monitor only those printers that are installed on the local machine or shared
over the network or a network printer.
3. If no printer is configured this tab will display a message suggesting the user to select printers to
be monitored.
4. In addition to the above list, Print Manager Reports are also provided.
5. If a print is executed from a terminal that is not running CLINCK Cyber Café Client (including
terminal where CLINCK Cyber Café Client is closed) or the Server, the customer name column will
show “Unknown”.
Auto Server Mode
To assist unmanned CLINCK Cyber Café Servers, the feature of “Auto Server Mode” can be utilized. Auto
Server is an optional feature, which when opted for will surpass any manual intervention for Customer
logins and logouts. The customers will be allowed to simply enter their name and start a session. When the
customer logs out the session will be closed automatically.
All customers currently logged-in are seen in the Active Customer Sessions list. Their charges for Internet
Usage and any other Product/Services availed by them are shown in their respective columns. Customer
details can be viewed by selecting the record in the Active Customer Session list and clicking on the “View
Customer Details” button. A detailed breakup of the invoice can be viewed using the “View Bill/Invoice
Details” button.
Clicking the “Customer Logout” button will logout an active customer session.
The process of closing a customer session can be automated by selecting “Automatically perform close
session when a customer logout” in the Auto Server settings window. This screen is accessible in the Auto
Server Mode tab of Application Settings window or can also be viewed by clicking the “Change Settings…”
button on the Auto Server Mode tab.
Enabling this feature will close the customer session once the customer logs out.
Closed Customer Sessions displays data of logged out customer sessions for the current date. Customer
details and Invoice Details can be viewed for logged out customers using the respective buttons below the
grid.
The option of “Allow customer to directly login as a Walk-In from the client machine” will enable Walk-In
users to login directly from the client terminals by entering their names. The Client terminal will see a grey
login box which can be used for Walk-In logins.
Important Points
1. This feature closes the customer session and any further change like Add Sale or Discounts on
the customer invoice cannot be performed.
2. Customer logout will close all the open applications on the client if the close application option is
selected – also provided in Application Settings window.
3. Customer Re-Login cannot be performed once a customer logs out.
4. Customer Details cannot be viewed for Walk-In customers
Database Backup/Restore Tool
This tool allows you to create backups of the database being used in your cafe manager. It is advisable that
you create a backup of you database at least every 2-3 days and store it on a different machine or
removable disk like CD/DVD. Similarly the restore tool allows you to restore a backup that you may have
created.
Select a location where you
want to copy the database
backup and click “Start
Backup”
Schedule Backups
In addition to the above backup procedure you can also schedule backups to be taken as per your
convenience. Schedule Backup is accessible from the File > Schedule Backups… menu. This window also
offers you a choice of taking a backup when the application is closed.
Figure 33: Schedule Backups
The first option “Perform a backup every time I close the server application” when enabled will prompt you
to take the backup every time when CLINCK Cyber Café Server is closed. The backup is stored on the
location selected by you. You can define the number of copies you want to retain; atleast three copies
should be retained.
The second option “Perform Schedule Backup” will enable timely backups as per the schedule selected by
you.
eg: For a daily backup you need to enter 1 in the field “Backup after every ___ days”. It is adviced to select
a time when the CLINCK Cyber Café Server is running. In case the server is not running on the specified
time a backup is immediately taken when the server is executed.
Reports
The CLINCK Cyber Cafe Manager has a reporting module that can be used to view and print reports. This
module can be accessed from the Reports tab on the main screen.
All the reports are listed on the left bar of the reports module. Each report has a filter section on the top
which allows the Employee to change the report criteria.
Collection Report
This report provides details of collections made during a time frame – essentially a detailed list of money
earned. Usually accessed to view collections for a day, this report provides the following important details:
Purchase Report
This report provides the details of products purchases during a selected date range. By default it shows the
data for the current month. You can filter this report by date range as well as product.
Adjustment Report
This report provides a list of discounts offers to customer by a staff member – the amount of discount and
the discount description is provided in this report.
1. Registered Customers: A Customer who has registered himself/herself with all the required details
on a CLINCK Cyber Cafe Client terminal is a Registered Customer. These customers pay as they
browse.
2. Registered Members: A Registered Customer can be converted to a Registered Member if he/she
opts for a membership package available in the Cyber Cafe.
Use the Blue window to login as a “Registered Customer”. To login as a Member, use the Green Window
Optional feature of
Auto Server Mode
Customer Name
Terminal Name
Time details
Amount Details
The customer also has the option to Change Password, Logout or Minimize the Session Details window using
the buttons provided on this screen. A Registered Member can see extra information of membership details.
Session Details window can be used when the session time is set or renewed.
The user customer is warned two times before the end of his/her session. This is possible when the session
time is set from the CLINCK Cyber Cafe Manager Server. This warning is comes up as an alert five minute
and one minute respectively before the session ends.
Figure 38: Reminder of time remaining
Close CLINCK Cyber Cafe Client
There can be occasions in a cyber cafe the client terminal needs some maintenance and you need to close
the CLINCK Cyber Cafe Client login screen. To close a CLINCK Cyber Cafe Client window we need:
1. Employee who has been granted the permission to close the cafe client.
2. Partners Site (http://partners.ideacts.com) Login
In case the CLINCK Cyber Cafe Client is not able to connect to the CLINCK Cyber Cafe Server, please use
the Partners site (http://partners.ideacts.com) login credentials to close the CLINCK Cyber Cafe Client.
Partners site login credentials work when the CLINCK Cyber Cafe Client has internet connection.
To close CLINCK Cyber Cafe Client which is not connected to internet and does not have internet
connection, use the Unique ID displayed on the CLINCK Cyber Cafe Client – Online Verification window to
generate a temporary password in the “Generate Temporary Password” section of Partners Site. The
temporary password can be used to close the CLINCK Cyber Cafe Client.
To close the Cafe Client, click the Admin Login button. The window shown will accept employee login having
admin rights.
If the terminal has internet connection use the Partners Site login credential in the first section of this
window to close the cafe client.
When there is no internet connection on the concerned terminal, you will have to generate a password on
the Partners site, using the Unique ID displayed on this dialog box. The Partners site has a menu: “Generate
Temporary Password” which will assist you to generate a temporary password to close the CLINCK Cyber
Cafe Client Screen using the Unique ID displayed on that particular Client window.
Figure 41: Partners Site
CLINCK Cyber Cafe Manager Client comes with CLINCK Desktop which has Internet Shortcuts, Content,
Google Search and Brand Promotions which make the customer’s session easy and interesting.
Regular Desktop
Quick
Links
Contact Us
If you wish to contact us, please visit your partner website
http://partners.ideacts.com
Contact information of our Ideacts Account Manager can be found in the “Contact Us” menu on the server
application.