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Admissions Procedures

Opening Procedure


  1. Take safe key out of Nerida's desk (second drawer).
  2. Use this to open the first drawer and the red door to the safe.
  3. Grab the master keys from the first drawer.
  4. Open the safe and grab the till floats for admin and retail.
    • Give retail float to retail person.
  5. Count the admissions float to ensure $300 is present and put into till.
  6. Place the calico float bag and Ziploc money bags into the second drawer of the cabinet at the front desk.
  7. Turn on both admin computers.
  8. Login to the computer:
    • Email: RFDSDarwin@flyingdoctor.net
    • Pass: sendmorecorn
  9. On main computer, open:
    • Rezdy (Chrome Bookmarks Bar)
      • Sign in details should be pre-filled
    • Retail Express (Chrome Bookmarks Bar)
      • Username: ________
      • Password: ________
    • Retail Express POS (Retail Express Navbar)
      • Username: _______
      • Password: _______
      • Outlet: Darwin TF
      • Register: Admissions Main 1011
    • RFDS Dashboard (Desktop - Red application)
    • Outlook
  10. Check Outlook Calendar and Rezdy Manifest for any group bookings.
    • No need to do anything, it's just good to check so that you are prepared for when they come in.
  11. Set up the VR Headsets
    • Wipe the masks down
    • Turn on the headsets
    • Clean lenses
    • Un-twist cables
    • Face chairs to the front
  12. Turn on crocodile lamp at the front.
  13. Ensure toilets are clean and equipped with toilet paper & soap.
  14. Ensure Theatre, 1942 wall, and Ghost holograms are all on.
  15. Set the main door to Auto at 0900 with master keys.
  16. Place the sign outside.
    • Do not block the ramp or the stairs.
    • If too windy, leave the sign inside.

Closing Procedure

Start this procedure at 1500 (Wet Season) or 1600 (Dry Season)
  1. Bring in the sign from outside.
  2. Turn doors to 'Exit' mode at last entry time with master keys (Located in Nerida's top drawer).
  3. Finalise any stray distributor tickets.
  4. Navigate to Retail Express POS and select 'Cash Up':
    • Login
    • Count cash in till and input into the cash up and click next
      • Type in how many notes/coins, not the value.
    • 'Cash Variance' Should be zero and green
    • Select next and print EFTPOS machine totals
      • Pre-Settlement - Black Dot/3/3/2
    • Input EFTPOS machine totals into the POS and ensure no variance
      • Variance - Check EFT totals again. You may have forgotten to put people through the register. Correct this and ensure no variance. If unsure, alert supervisor.
      • No Variance - Continue from next step.
    • 'External Voucher' should be left blank and have a deficit/negative variance if there were tickets for that day.
  5. Run the end of day numnbers report (Retail Express Back End)
    • Numbers report/Top Sellers Report:
      • Reports/Product Performance/Top Sellers Report
      • Select date (Automatically set to current day)
      • Select 'Admissions' from product type
      • Search
    • Finance Report/Income Report (Appendix ## for Example):
  6. Navigate to RFDS Dashboard.
  7. Open the End of Day Report Generator (EODRG):
    • From home tab:
      • Reports
      • End of Day
  8. - Enter the information from the Retail Express numbers report (Step 4), and the card payment information from the Cash Up into the form
  9. Check that the 'External Vouchers' amount on the EODRG matches the 'External Vouchers' amount on the Retail Express POS cash up:
    • Variance - Click see tickets on the EODRG and make sure all physical tickets are in the system and prices match, then ensure the same on the POS.
    • No Variance - Continue from next step.
  10. Click 'Okay' on EODRG and confirm no variance between 'External Vouchers' amounts, then print the EOD Report.
  11. Navigate back to POS Cash up and submit and print the cash up.
  12. Staple the POS Cash up and the EOD Report together.
  13. From the second drawer, grab:
    • Cash bag
    • Banking slip (admissions)
    • ANZ deposit slip
    • Ziploc Money bags
  14. Remove the day's cash takings from the till and place in Ziploc money bag.
  15. Count the rest of the money (float) left in the till ($300) and write the values of the notes and coins on the ANZ deposit slip:
    • E.g. 1 x $50 = $50, 2 x $20 = $40.
  16. Deposit this in the calico bag labelled 'Booking Boss'.
  17. Gather paperwork to accompany cash takings in the Ziploc money bag:
    • Cash takings
    • The day's distributor tickets
    • Receipts + EFTPOS Settlement (Stapled together)
      • EFTPOS Settlement - Black Dot/3/1/2
    • Banking Slip
      • Fill out details on this slip. All details can be found on the EOD report that was printed. See Appendix ## for example.
  18. Remove large donations from the donation boxes (if any):
    • Place in separate Ziploc money bag with donation slip totalling the amounts taken.
  19. Put the cash takings, float, and donations (if any) into the safe and lock it.
    20. END OF PROCEDURE FOR NON-SUPERVISOR STAFF.
    IF YOU ARE A SUPERVISOR, CONTINUE WITH PROCEDURE.
  20. When all money is in the safe (Retail Included), lock the red door with the master keys.
  21. When no customers are left in the facility, put the front door on lock with master keys.
  22. Put master keys in the top drawer (Nerida's desk).
  23. Lock the top drawer with the key found in the second drawer.
  24. Shutdown VR headsets.
  25. Ensure theatre is clean from rubbish.
  26. Check toilets are clean and stocked up.
  27. Leave and arm the facility:
    • Wave your FOB over the swipe 3 times, ensuring to remove the FOB from the vicinity of the swipe in between waves.
    • Should hear three beeps, then the light on the swipe will turn red.
    • Peek inside to ensure lights are turning off and wave hand in front of the door to make sure it doesn't open.

Selling an Admission Ticket


  1. Login to the POS.
  2. Locate and click the Quick Products menu in the bottom middle of the screen.
    (See icon below)
    3. Quick Products icon
  3. Click the type of admission you would like to sell. The Add to Order number will increase.
    • You can add multiple items at once, e.g., 2 adults and 2 concessions.
  4. Press the red Add Item(s) button at the bottom right of the screen.
  5. The total items added will appear on the screen along with the total at the bottom.
  6. When the customer is ready to pay, proceed to the green Payment tab.
    • Pay by Cash:
      1. Type the total amount of cash received into the Cash field.
      2. The grey arrow will turn into a green Pay button. Click this.
      3. The balance will change to $0 (exact cash) or a negative value (change to be given).
    • Pay by Card:
      1. On the EFTPOS machine, enter the total amount to be paid and click the green OK button.
      2. Prompt the customer to pay and inform them of the amount.
      3. Check the receipt to see the type of payment (Debit = Savings, Mastercard, AMEX, Visa, etc.).
      4. On the payment type in the POS, click the grey arrow to automatically input the amount due, then click again to pay that amount.
      5. The balance due should go to $0.
  7. Click Finalise and provide the instructed change (if any).
  8. Print the receipt if required (ask the customer).

Selling a Combo Ticket


Croc & Aviation Combos

  1. Start a new sale.
  2. Open the quick products menu.
  3. Navigate to the tab with the combo ticket the customer would like to purchase:
    • Croc Combo
    • Aviation Combo
  4. Select the type and amount of admissions.
  5. Click 'Add item/s'.
  6. Change to the payment tab and tell them how much it costs.
  7. Take their payment and input it into the POS.
  8. Select the 'Invoice' tab but DO NOT FINALISE the sale.
  9. Open Rezdy in a new tab or go to the Rezdy tab that is already open.
  10. At the top, select 'New Order'.
  11. Fill out the details on the new order form:
    • Customer: First name, last name, email and/or phone
    • Agent: Leave blank
    • Products: Select the respective combo ticket from the drop-down box
    • Additional Information: Leave blank
    • Customer Payment:
      • Payment type will be CREDIT CARD or CASH, depending on what the customer paid with.
      • Ref Number is the invoice number from Retail Express - E.g. 24-00001234.
      • Date is the current date.
      • Amount is the amount that the customer paid.
  12. Select 'Create Order'.
  13. Rezdy will generate a 7-digit alphanumeric reference for the booking. Copy this.
  14. Go back to the Retail Express POS and paste this reference into the 'External Reference' of the 'Invoice' tab.
  15. Select 'Print Invoice'.
  16. Go back to Rezdy and select 'Print' in the top right of the page.
  17. Select 'Ticket / Receipt' and print this on the receipt printer.
  18. Staple the invoice and ticket together and hand this to the customer.

Sea Darwin & 007 Combo's

  1. Open Rezdy.
  2. Navigate to 'Marketplace/Tours and Activities'.
  3. Type RFDS into the search bar.
  4. Scroll down until you see 'Bombing of Darwin Double' or '007 Jet Ski RFDS Package'.
  5. Select the 'Next available date' link.
  6. Change the admissions to the amount of people that the booking is for.
  7. Find a date that suits the customer.
  8. Select 'Book Now' on the date.
  9. Type in the details of the customer.
  10. Scroll down and select 'Proceed to payment'.
  11. Navigate to Retail Express POS and start a new sale.
  12. Open the 'Quick Products' menu and select 'SELL Sea Darwin' or 'Sell 007' as appropriate.
  13. Add the customer's admissions to the sale and proceed to the green 'Payment' tab.
  14. Take the customer's payment and note down the Invoice number.
  15. Go back to the Rezdy sale page and click 'Record an External Payment'.
  16. Select 'Cash' or 'Credit Card' from the dropdown.
  17. Type the invoice number from the POS into the 'Transaction Code' field, as well as the 'Agent Reference' field.
  18. Select 'Confirm Payment'.
  19. Print the ticket from Rezdy and hand it to the customer.


Adding a Discount to an Admission Ticket

For a list of valid discounts, see table below
Name Discount
Defence Personnel 10 percent 10%
Gary Gallagher Passengers 20pcnt 20%
Lets Go Kids 10 percent flyer 10%
Lets Go Kids Flyer 20 percent 20%
RFDS Alice Springs Customer 20 percent 20%
RFDS Discount Flyer 10 percent 10%
TFE HOTELS 10%
Darwin Waterfront Membership 10%
  1. Follow steps 1 through 5 of Selling an Admission Ticket.
  2. Navigate to the red 'Customer' tab.
  3. Type the name of the discount into the first or last name box (refer table above).
  4. Click the appropriate customer that appears on the right-hand side. This should automatically change the total price to a predetermined rate.
    • If no customer appears, go back to the 'Products' page and manually input the percentage discount into the 'Disc %' field located just above the quick products menu button.
  5. Proceed with steps 6 through 8 of Selling an Admission Ticket.

Redeeming Hop On Hop Off Tickets


  1. Log in to the register and open the Quick Products menu.
  2. Select the amount and type of admissions that are on the HOHO tickets:
    • If you were given 2 Senior HOHO tickets, select 2 seniors on the POS.
    • Try not to mix different types of admissions through on the same transaction.
  3. Add item(s).
  4. Navigate to the 'Customers' tab and type in “Hop” into the first or last name field.
  5. Select 'Hop On Hop Off' from the right side of the customers tab.
  6. Navigate to the 'Payment' tab.
  7. Type the amount into the 'External Vouchers' field and pay the amount.
  8. Navigate to the 'Invoice' tab and type the HOHO ticket numbers into the 'External Reference' field located at the top right of the tab:
    • Ticket numbers should be separated by a dash if putting multiple tickets through one transaction.
    • E.g. 34925-34526-34927-34928
  9. On the physical HOHO ticket, note down:
    • 9.1 Invoice number - Located in yellow writing on the 'Invoice' tab
    • Final cost - Located in the 'Grand Total' line of the picture of the invoice
    • How many tickets were grouped together - E.g. X2, X3, X4
    • That date that the tickets were received on - Regardless of the date specified on the actual ticket
    • See Appendix ## for example ticket
  10. Finalise the transaction - No receipt required.
  11. Open the RFDS Dashboard.
  12. From Home tab, click 'Tickets', then 'HOHO'.
  13. Fill out the form with the details on the HOHO tickets:
    • If multiple, click 'Another' to save the details from the last ticket, bar the ticket number which will be different.
    • See Appendix ## for example form.
  14. Click 'OK'.
  15. Put tickets away in till for EOD Cash Up.

Redeeming a Rezdy Booking


  1. Ask the customer their name - First and/or Last.
  2. Bring up Rezdy and navigate to the manifest for the current day.
  3. Look through the bookings for that day.
    • Found: Check them in and continue from Step 7.
    • Not Found: Continue reading.
  4. Ask the customer if they have the invoice, or a reference number we can look them up with.
  5. In the search box located at the top of the Rezdy page, type in their reference number.
    • Booking shows up: Click on the booking and check them in, then continue from Step 7.
    • No booking found: Continue from next step.
  6. If no booking is found, ask the customer for their invoice/confirmation receipt email they should have received.
  7. Note the following information down on the distributor ticket template slip:
    8. All information can be found on the customer's invoice/receipt or the Rezdy booking
    • Customer Name
    • Company Name
    • Ticket Type:
      • Gen admission
      • Bombing of Darwin Double
      • Croc n History
      • Croc n History Explorer
      • Aviation Combo
    • External Distributor Name (If any)
    • No. of people on the ticket (# of adults/seniors/children/family)
    • Booking reference number
  8. In Retail Express, start a new sale.
  9. Enter the amount and type of people (as in a normal sale).
  10. Navigate to the red 'Customer' tab and start typing the name of the COMPANY.
  11. Select the appropriate customer from the results.
  12. Navigate to the green 'Payment' tab, and put the payment through as 'External Voucher'.
  13. Navigate to the grey 'Invoice' tab and fill in the following information:
    • External Reference: “{CUSTOMER NAME} - {REF NUMBER}”
    • Comments -> Public: company name, external distributor, ticket type
  14. Finalise the sale and print the receipt.
  15. Staple the receipt to the distributor slip you filled in.
  16. Open the RFDS Dashboard.
  17. Navigate to 'Tickets' page and click 'Distributors'.
  18. Fill in all the information from the receipt into the form.
  19. Click okay and place receipt into the till drawer.

Redeeming a Distributor Ticket


Territory Passes

To be filled out when a customer is a local of the territory.
Give them the paper pass to fill out and let them know, when they come back in, they just have to give use their first and/or lastname, and we will look them up.


Entering a Pass

After the customer has filled out the paper pass:
  1. Open the RFDS Dashboard
  2. Select 'Passes'
  3. Select 'Lookup'
  4. Fill in the information on the form with the information the customer provided on the paper Pass
  5. Click 'Okay'

Checking a Pass

  1. Open the RFDS Dashboard
  2. Select 'Passes'
  3. Select 'Lookup'
  4. Type in the name of the customer
    • First and/or Lastname
    • can also search by phone number if it was provided when they first filled out the pass
  5. If no names show up:
    • Check name/s are spelt correctly. try just searching lastname
    • Customer is not in database; They must pay and fill out their details on a new pass to be entered.
  6. If their name shows up, check the expiry date, which can be seen in the expiry column.
    Alternatively, select the customers name and then click the 'Edit' button to open the detailed info form. This will display if the pass is 'Valid' (Green) or 'Expired' (Red) at the top of the page.
  7. If Expired:
    • Cen extend the pass by paying again today. Pass is valid for another 12 months.
  8. If Valid
    • Let the customer through
    • Highlight/Select the customers name and click 'Add a Visit' button
    • Put a 'Territorian FOC' product into the Retail Express POS

Taking Donations Through the POS

When customers would like to donate money using their card, or they would like to donate with cash but would like a receipt.
  1. Start a new sale
  2. Select the donation product at the bottom left of the POS' 'Product' tab
  3. Change the quantity to the amount that the customer wants to donate
    • Whole dollars only
  4. Select 'Add'
  5. Proceed to the green 'Payments' tab
  6. Take the customers payment and finalise the sale
  7. Print the receipt

HOHO/Distributor Ticket Reports


  1. Open the RFDS Dashboard.
  2. Select 'Reports'.
  3. Choose which report you want to generate:
    • Survey
    • Hop On Hop Off (HOHO)
    • Distributor Tickets
  4. On the red pop-up, select the start and end dates for the report.
  5. If you just want the report for today, tick the 'Today?' box, and it will auto-fill the start and end dates with today's date.
  6. Click 'Generate' to run the report and open a new tab.
  7. You can print this via the top left of the toolbar.
  8. You can also see the different pages using the navigation arrows at the bottom of the page.
  9. Alternatively, to export the report to an Excel file, click 'Export to Excel' instead of 'Generate'. This will create and open an Excel file with all of the report data inside.