Connect With Us

Connect With Us

Memorandums

Memorandums

Your go-to reference for consistent, efficient, and quality operations. Follow these guidelines to ensure smooth workflows across all branches. Click any memo to download the official PDF file.

Reservations & Guest Handling

Individual Guest Reservation Policy

Reservations for individual guests must be recorded in the system with full payment for specific seats and check-in on arrival; reserved seats are protected until no-show notice. Reservations will only be accepted for check-ins between 8:00AM–12:00PM and held for 30 minutes; late arrivals will forfeit their reservation.

Acceptance of CerebRoom Booking

Reservations for CerebRoom are accepted based on duration and time of day, with shorter bookings during off-peak hours possibly rejected.

Guest Compliance & Communication

Interbranch Consumption of Prepaid Plans

Guests may use prepaid plans across branches; operations staff must verify, check-in, and record usage accurately in the system.

Facebook Page Inbox Management

Operations Associates must promptly respond to FB and SMS inquiries, send reservation links, confirm bookings, and encode reservations in the system.

Standard Check-In and Check-Out Communication Procedures

Operations staff must verbally inform guests of check-in/check-out times and fees to ensure transparency and avoid confusion.

Discussion Room Usage Guidelines

Guests must sign acceptance of rules upon check-in, and rooms must be inspected after use for missing or damaged items.

Guest Experience & Community Engagement

Chair Me Up Program

Portions of revenues from designated seats are donated to partner NGOs to support student education, and staff are encouraged to promote awareness of the program.

Mindful Treats

All branches will provide monthly complimentary treats to guests, funded from petty cash (Php1,000/month) to enhance guest experience.

Staff Conduct & Operational Discipline

Visibility of Laptops on CCTV

Front desk laptops must be fully visible on CCTV at all times to ensure transaction security and accountability.

Use of Electronic Gadgets While on Duty

Staff are prohibited from using personal electronic devices while on duty; company-provided devices must be used for official tasks only.

Operations Officers Roles and Responsibilities

Operations Officers are responsible for daily branch operations, including cleanliness, supply management, transaction auditing, guest service, staff supervision, and achieving revenue targets.

Integrity at Work

All personnel are required to uphold integrity and ethical practices; violations may result in immediate termination.

Revenue Report Monitoring Procedure

Branches must submit actual space photos with every 3-hour revenue report to verify that reported guest headcount matches actual occupancy.

Revenue Report Monitoring Procedure

Branches must submit actual space photos with every 3-hour revenue report to verify that reported guest headcount matches actual occupancy.

Grooming & Uniform Standards

Grooming Standards

All employees are required to maintain high personal hygiene, strictly follow grooming and uniform standards, including black polo, khaki bottoms, white shoes, and adhere to rules for hair, makeup, jewelry, and body marks.

Penalty for Non-Compliance with Uniform Policy

Uniform violations are subject to escalating penalties from Php100 deductions to suspension and termination for repeated offenses.

Attendance, Timekeeping, and Punctuality

Attendance Policy (Marketing Dept.)

Marketing staff are required to log in/out via the Facebook Attendance Chat and complete 8-hour shifts, 6 days per week.

Timekeeping Policy

All personnel must record time-in/out in both Messenger and the Attendance Logbook; violations result in deductions or disciplinary action.

10-Minute Grace Period

Staff are allowed up to a 10-minute grace period for late reporting; minutes beyond this may be deducted, and habitual abuse may result in HR review.

Penalties for Tardiness and Absences

Staff with 3+ monthly tardiness/absence instances receive escalating penalties up to termination for repeated violations.

Offsetting Guidelines

Offsets must be earned through valid work-related extensions, documented within 48 hours, and approved by a superior. Earned offset hours will now be paid instead of converted to time off, including previously filed unused offsets.

Offsetting Guidelines

Offsets must be earned through valid work-related extensions, documented within 48 hours, and approved by a superior. Earned offset hours will now be paid instead of converted to time off, including previously filed unused offsets.

Leave Credits, Accrual & Filing Procedures

Eligible staff receive leave credits based on the annual accrual schedule. Leave must be properly filed and approved, unused credits expire at year-end, and newly hired staff receive pro-rated credits based on service duration.

Leave Credits, Accrual & Filing Procedures

Eligible staff receive leave credits based on the annual accrual schedule. Leave must be properly filed and approved, unused credits expire at year-end, and newly hired staff receive pro-rated credits based on service duration.

Attendance Cut-Off for Payroll

Payroll attendance is divided into the 26th–10th and 11th–25th cut-off periods, while payout dates remain on the 15th and 30th.

Attendance Cut-Off for Payroll

Payroll attendance is divided into the 26th–10th and 11th–25th cut-off periods, while payout dates remain on the 15th and 30th.

Financial & Asset Management

Policy on Deposit of Daily Collections

Operations Officers must deposit daily collections once they reach Php10,000, verify amounts, submit deposit slips, and are accountable for any discrepancies.

Settlement of Monthly Bills

Operations Officers must ensure timely payment of monthly branch bills, verify accuracy, upload billing statements, and record transactions in the system.

Asset Inventory Procedures

Operations Officers must conduct an initial and monthly inventory of company assets, report discrepancies immediately, and ensure records are accurate.

BIR Tax Mapping Preparations

Operations Officers must have all required BIR documents ready for inspection and verify the identity of BIR examiners to avoid fines.

Implementation of Cashless Payment Policy

Cashless payments are now the default across all branches. Staff must follow the required verification procedures for QRPh, GCash, Maya, and UnionBank payments. Cash may only be accepted as an exception.

End-of-Shift Remittance of Cash and GCash Collections

Cash must be counted, reconciled, sealed, and secured at shift end. Branch GCash collections must be transferred out, with proof of transfer and a ₱0 ending balance submitted to the Deposit GC.

End-of-Shift Settlement Procedures

Collections must be settled per shift and reconciled against the DCR, cash, and online payments. Staff must properly document cash and online transactions and report any shortages, overages, or discrepancies immediately.

Proper Encoding & Auditing of Online Payments

Online payments must be encoded and reported per shift, with the Drive records, POP, and payment report matching exactly. AM shift conducts the daily audit, while discrepancies must be resolved within 24 hours.

Proper Encoding & Auditing of Online Payments

Online payments must be encoded and reported per shift, with the Drive records, POP, and payment report matching exactly. AM shift conducts the daily audit, while discrepancies must be resolved within 24 hours.

Policy on Petty Cash & Change Fund Management

Petty cash must remain complete and properly supported, while each branch must maintain a ₱1,000 change fund. Company funds cannot be used for personal purposes, and staff are accountable for acknowledged shortages.

Policy on Petty Cash & Change Fund Management

Petty cash must remain complete and properly supported, while each branch must maintain a ₱1,000 change fund. Company funds cannot be used for personal purposes, and staff are accountable for acknowledged shortages.

Payment Procedures for Add-On Availments

All add-ons must be paid for before availment and immediately encoded. “To follow” payments and delayed encoding are prohibited, with monitoring and audits for occupancy, inventory, and transactions.

Payment Procedures for Add-On Availments

All add-ons must be paid for before availment and immediately encoded. “To follow” payments and delayed encoding are prohibited, with monitoring and audits for occupancy, inventory, and transactions.

Employee Benefits & Incentives

Birthday Cash Gift

All employees receive ₱500 via GCash on their birthday.

Branch Performance-based Monthly Incentive Program

Operations staff will earn monthly cash incentives based on gross profit, guest feedback, FB response metrics, and repeat guest numbers.

Personal Use of MZ Facilities During Off-Duty Hours

Staff may use Mind Zone facilities during off-duty hours, following check-in/out procedures, discount rules, and house rules.

Service Stars Incentive Program (SSIP)

Staff can earn ₱100 per valid 5-star Google review mentioning their name, up to ₱1,000 per month. Reviews must be genuine and verified by management, and guests must never be pressured to leave one.

Service Stars Incentive Program (SSIP)

Staff can earn ₱100 per valid 5-star Google review mentioning their name, up to ₱1,000 per month. Reviews must be genuine and verified by management, and guests must never be pressured to leave one.