Bar and till

What these roles can do

Bar Staff

• Own shifts, availability and hours. See and answer your own shifts, ask for an open shift, say you can no longer work one; set your availability and dates off; report the hours you worked; open the function sheet of a function you are rostered on.
• Use the till. Sell, open and close tabs, take cash and EFTPOS, spend prepaid credit, open and close their own till session, take payment for a walk-in court and the guest fees owing on today's bookings, hire equipment out and take restringing jobs. Finds members by name, number or card, seeing only the name, number, membership type and status, and whether they may charge to their account.
• Charge to a member's account. Put a sale on a member's household account, up to its limit.

Bar Manager

• See functions and enquiries. Enquiries, quotes, what is owed, the functions calendar and function sheets. Shows the name and contact details of each hirer.
• Run the bar and events roster. Staff records, building and publishing the roster, and deciding requests: time off, open shifts, and staff who can no longer work a shift.
• Approve hours worked. See the hours everyone has reported, correct and approve them, close a period and download the hours file for payroll.
• Use the till. Sell, open and close tabs, take cash and EFTPOS, spend prepaid credit, open and close their own till session, take payment for a walk-in court and the guest fees owing on today's bookings, hire equipment out and take restringing jobs. Finds members by name, number or card, seeing only the name, number, membership type and status, and whether they may charge to their account.
• Charge to a member's account. Put a sale on a member's household account, up to its limit.
• Voids, refunds and overrides. Void a sale or lines already on a tab, refund a sale, correct how a payment was taken, give back prepaid credit, give a discount over the club's limit, open the drawer with no sale, go over a member's account limit or a function's tab cap, and sell past a stock count of nought.
• See sales and till sessions. Every sale, tab and till session, the cash-up variances, sales reports, and what a named member has bought.
• Run the till. Products, prices, happy hours, stock counts, tills and printers, licensed hours, account limits and the till's settings. Signs off cash-ups.

These are the starting roles. The club can change what each role may do on its Roles & permissions page, give a person several roles, and take a role away when they step down. The server checks every request against those roles, so a hidden button is never the only protection. See Roles and their starting permissions.

Articles

• Apply to join the clubFill in the club's join form for yourself, your child or your family, confirm your email address, and what happens until the committee decides.
• Find a function: the board, the list and the calendarUse the function board, the searchable list and the month and week calendar to see every function, what needs attention, and which rooms are taken when.
• Function reportsWhat Function reports show: enquiries, how many were confirmed, booked income, money still to come in, bonds held, lost reasons and room use.
• The function sheetThe run sheet for a function's day, for a phone or printed on A4: times, rooms, numbers, the plan, staff, catering, the bar and the contact on the night.
• How holds, acceptance and the deposit workHow sending a quote holds the rooms until a date, how the hirer accepts on their own page, how the deposit confirms the function, and when a hold lapses.
• What Functions doesVenue hire from the first enquiry to the day after: quotes, holds, the hirer accepting online, deposit and balance invoices, the bond and the function sheet.
• The function's staff on the rosterConfirming a function puts an open slot for its staff on the weekly roster. What the function changes on it, and the Roster tab.
• Running the bar: roster, till and hoursFor the bar manager: add staff, build and publish the weekly roster, approve hours, and run the till's products, settings and cash-ups.
• Your first shift on the barFor bar staff: set when you can work, answer your shifts, use the till on your shift, and report your hours afterwards.
• Find your way around: the menu, search and your account menuHow the side menu, the search box, the breadcrumb and your account menu work, and why your menu may differ from someone else's.
• Ask Help and feedback, or tell the club what you noticedThe Help and feedback button answers questions about using Sports Club OS and takes your feedback, which is kept only when you save its summary.
• I can't sign inWhat to check when you cannot sign in to Sports Club OS, from the email address you use to a lost authenticator app, and who can help.
• Why is my menu different from someone else's?The menu shows only what your roles allow, so people with different roles see different menus. Here is what else changes what you see, and what to do.
• How roles and permissions decide what you seeWhat a role is, how a person can hold several, how members fit in, and how the club decides what each role may do.
• Sign in, and reset a forgotten passwordSign in to Sports Club OS, choose a password the first time, enter a two-factor code, reset a forgotten password, or make a login as a member.
• What Sports Club OS isClub management software for member sports clubs: what it covers, who uses it, how it works, and what is not built yet.
• See and answer your shiftsSay yes or no to the shifts you are given, from My shifts or the link in your roster email or text, ask for an open shift, or say you can no longer work one.
• Set your availability and dates offTell the manager when you can work: your regular week, dates you can't work or time off, extra dates you could work, and how you want to be told about shifts.
• What is under MeMe is the last section of the menu and holds everything about you: your membership, bookings, invoices and purchases, and, for staff, your shifts and hours.
• Change your password and turn on two-factor sign-inChange your password, and turn two-factor sign-in with an authenticator app on or off, on the Password & two-factor page.
• Report the hours you workedAfter each shift, report the hours you worked on My hours, as rostered or with different times, and add work that was not on the roster.
• Charge to a member's accountPut a sale on a member's household account, within its limit. Charges go on one invoice a month, issued on the 1st, and count as income when it is paid.
• Sell court time and take guest fees at the tillSell a walk-in court or snooker table from the till as a real booking, and take the guest fees owing on today's bookings.
• A function's bar tabPut drinks for a function on its bar tab at the till, within the tab's cap. The tab goes onto the function's invoice, not into the till's cash.
• Equipment hire and restringing jobsHire out racquets and other equipment and mark them returned, and take in a racquet for restringing, move the job on and charge it when it is collected.
• Licensed hours, age and ID checksThe till sells alcohol only in licensed hours and never to a member known to be under 18, reminds staff to check ID, and limits takeaway.
• Selling while the connection is downWhen the internet drops, the till keeps selling cash, EFTPOS, account charges, credit and tabs, keeps the sales on the tablet, and sends them when it is back.
• Open and close a till session, and count the drawerCount the float into the drawer to open a till session, record cash paid in or out, and close it with a blind count that shows the variance only afterwards.
• What Point of sale doesOne till for the bar and reception that knows the members: member prices, tabs, member accounts, prepaid credit, courts, guest fees, cash-ups and receipts.
• Till PINs and switching between staffSet your own till PIN, set a tablet up as a PIN till so staff switch in and out with their PIN, and approve on a till with a manager's PIN.
• Prepaid creditHow a household tops up credit at the till, spends it on later sales, and gets it back. Credit is money held for the household, not income, until it is spent.
• Products, prices, happy hours and stockAdd and change what the till sells, with members' prices, sizes and add-ons, set happy hours, count stock, and import products from a spreadsheet.
• The till says it is offlineThe till has lost its internet connection. Keep selling: it keeps the sales on the tablet and sends them when the connection is back.
• A till PIN is lockedFive wrong tries in a row lock a till PIN for 15 minutes. Wait, or set a new PIN on Password & two-factor, which unlocks it at once.
• The receipt printer isn't printingCheck the till has a printer chosen, that the printer has the right address and has been heard from, then print from the browser or email the receipt meanwhile.
• Receipts and receipt printersPrint, email or reprint a till receipt, change what every receipt says, and register a Star receipt printer that collects its own receipts.
• Voids, refunds and manager approvalDiscounts, voids, refunds, corrected payments and going over a limit at the till, which of them a manager approves with a PIN, and which a manager does.
• See what was soldThe Sales page lists every till sale with figures by payment method, category and kind of sale, and opens each sale's items, payments, refunds and receipt.
• Make a sale and take paymentAdd products to a sale, choose who it is for, then take cash, EFTPOS, an account charge or prepaid credit, and give a receipt.
• POS settings, tab by tabEvery till setting on POS settings, what it does, what it starts as and who can change it: licence and hours, prices and accounts, receipts, tills and printers.
• Sign off a cash-upCheck each closed till session on Till sessions, its count, variance, sales, tabs and corrections, and sign it off with a note.
• Open, add to and close a tabKeep a sale open under a name, add rounds to it through the evening, move or split its lines, merge tabs, and pay it off in one go or in parts.
• GlossaryThe words Sports Club OS uses, from account and awaiting renewal to widget and Z read, each in a sentence or two with where to read more.
• Keyboard shortcutsEvery keyboard shortcut in Sports Club OS, page by page: search, menus, the roster, Make booking, the till, the website editor, the boards and more.
• What is not built yetEverything a club might expect from Sports Club OS that it does not do yet, part by part, and what to do instead.
• Which release you are on, and what a screenshot's release line meansEach version of Sports Club OS has a release name, shown in your account menu, and every Help article and screenshot says which release it shows.
• Emails and texts Sports Club OS sendsEvery email and text message Sports Club OS sends, what makes it go, who gets it, and what is never sent, part by part.
• Every status, in one placeThe statuses of members, invoices, bookings, shifts, hours, applications, functions, classes, messages, till sales and the rest, as the screen shows them.
• What Sports Club OS keeps, and who can see itWhat Sports Club OS keeps about members, staff and the club, who can see each part, what is never kept, and what each AI feature is sent and keeps.
• Your Dashboard and its widgetsChoose which widgets your Dashboard shows, put them in your own order, open one out for more, and add ready-made reports. Your layout is yours alone.
• Check and approve hours workedSee the hours staff have reported for a pay period, correct them, enter hours for someone, and approve them one at a time or all at once.
• Build the week's rosterPut shifts on the weekly roster by dragging staff onto days or making slots, change and copy them, and start from last week or a template.
• Cancel a shift, or discard changesDelete a shift or slot, keep a published one waiting as a cancellation, and put a week or a day back to what was last published.
• Close an hours period and download the hoursClose a pay period once its hours are approved, which locks them, download the hours file for payroll, and set the length of a period.
• How shifts and slots workA shift is one person's work on one day. A slot is several shifts at the same times, drawn as one box with a chip per person and the places still open.
• How staff are told: email, text and My shiftsWhat staff are sent about their shifts and when, the reminders, the Notifications settings, and the record of every message sent.
• Open shifts and requestsHow a published shift with nobody on it, or one its person can no longer work, is offered to other staff, and how you approve or decline their requests.
• What the Staff roster doesThe bar and events roster: staff, availability and time off, the weekly roster, publishing to staff by My shifts, email and text, and hours worked.
• Why are days that have passed locked on the roster?Nothing on a day before today can be changed, so the roster stays a true record of who was rostered and nobody is told about shifts that are over.
• Publish the week's rosterSend the week's shifts to staff, and see before you press Publish who will be told what, and how. Each person gets one message for the week.
• Why can't I change that shift?The likely reasons a shift on the weekly roster cannot be changed, moved or deleted, with what to check for each.
• A staff member didn't get the text about their shiftWhy a staff member may not have been texted about a shift, most likely first, and where to check each reason.
• Add staff and invite them to sign inAdd the people who can be rostered on Bar & events staff, set their positions, how they are told and their regular week, and send each a login invitation.
• Time off and availabilityHow a staff member's regular week, extra dates and dates off are set, who sets them for casual and permanent staff, and how time-off requests are approved.
• Set up the bar and events rosterBefore the first roster: the positions shifts are for, each staff member and how they are told, login invitations, reminders and the hours period.
• Set up the till: products, licensed hours, tills, PINs and printersBefore the bar's first sale: the licence and licensed hours, products and prices, discounts and account limits, receipts, tills, printers and staff PINs.