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Play Lab: Managing Café Gadgets & Activities

The Play Lab feature enables you to track and bill time for non-PC equipment and activities in your café, such as gaming consoles, VR headsets, pool tables, or any other rentable equipment.

Understanding Play Lab​

Play Lab extends your billing system beyond traditional PC terminals to encompass any time-based rental equipment or activity area in your establishment.

Common Use Cases:​

  • PlayStation/Xbox consoles
  • VR headsets and stations
  • Pool/billiards tables
  • Board game areas
  • Private gaming rooms
  • Streaming/content creation booths

Adding Equipment​

Step 1: Access Play Lab​

Navigate to the Play Lab section from the main menu.

Step 2: Add New Equipment​

Click "Add New Play Tool" to register new equipment.

Form for adding a new Play Tool

Configuration Fields:​

Basic Information:

  • Tool Name: Descriptive identifier (e.g., "PS5 Station 1", "VR Room A")
  • Tool Type: Category of equipment (Console, VR, Table Game, etc.)
  • Location: Physical location in your café
  • Status: Active/Inactive/Maintenance

Pricing Configuration:

  • Hourly Rate: Standard charge per hour
  • Minimum Duration: Minimum billable time (e.g., 30 minutes)
  • Advance Booking: Allow reservations
  • Deposit Required: Security deposit amount (if applicable)

Managing Active Sessions​

The Play Lab dashboard displays all equipment with real-time status:

The Play Lab workflow showing available and in-use tools

Status Indicators:​

  • Green (Available): Ready for use
  • Blue (In Use): Currently occupied with timer running
  • Yellow (Reserved): Upcoming booking
  • Red (Maintenance): Temporarily unavailable

Starting a Session​

  1. Select Equipment: Click on an available tool
  2. Assign to User: Search and select the customer
  3. Set Duration (Optional): Pre-set a time limit or leave open-ended
  4. Collect Deposit (If applicable): Record any security deposits
  5. Start Timer: Begin the billable session

The timer starts immediately and displays:

  • Current user information
  • Session start time
  • Running duration
  • Accumulated charges

Ending a Session​

  1. Click "End Session" on the active tool
  2. Review charges: System calculates total based on actual time used
  3. Process payment: Accept payment through available methods
  4. Return deposit (If applicable): Record deposit return

Automatic Calculations:​

  • Rounds up to minimum billing increments
  • Applies configured hourly rates
  • Adds any additional charges (damage, late fees, etc.)

Advanced Features​

Reservations​

Enable advance bookings for popular equipment:

  • Set booking time slots
  • Require deposits for reservations
  • Send reminder notifications
  • Manage no-shows and cancellations

Maintenance Tracking​

Log equipment maintenance:

  • Schedule regular maintenance windows
  • Track repair history
  • Set automatic maintenance reminders
  • Monitor equipment utilization rates

Package Deals​

Create bundled offerings:

  • Combine PC time with Play Lab equipment
  • Offer group packages (e.g., "VR Party Package")
  • Time-based promotions (e.g., "Happy Hour rates")

Reporting & Analytics​

Track Play Lab performance:

  • Utilization Reports: Equipment usage statistics
  • Revenue Analysis: Income per equipment type
  • Peak Hours: Identify busy periods
  • Maintenance Costs: Track equipment ROI

Best Practices​

Equipment Management​

  1. Regular Maintenance: Schedule weekly equipment checks
  2. Clear Signage: Display rules and rates prominently
  3. Damage Policy: Establish clear policies for equipment damage
  4. Hygiene Protocol: Regular cleaning between sessions (especially for VR)

Pricing Strategies​

  1. Peak Pricing: Higher rates during busy hours
  2. Package Deals: Encourage longer sessions with discounts
  3. Member Benefits: Special rates for regular customers
  4. Group Rates: Discounts for multiple equipment bookings

Customer Experience​

  1. Quick Tutorials: Provide brief instructions for complex equipment
  2. Safety Briefing: Mandatory for VR and physical activities
  3. Assistance Available: Staff on standby for technical help
  4. Feedback Collection: Regular surveys on equipment satisfaction