ClubLedger/docs/user-guide.md

ClubLedger – Staff User Guide

What is ClubLedger?

ClubLedger is a store-credit system for clubs and venues. Members load credit onto their account at the cashier desk, then spend it at the bar or other service points. All transactions are tracked and receipts are generated automatically.

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Signing In

Open the ClubLedger address in any web browser. Enter the username and password provided by your administrator, then click Sign In.

Your name appears in the top corner of every screen while you are signed in. Click Sign out when you are finished.

Sessions expire after 8 hours. The sign-in screen reappears automatically when your session ends. If the server is restarted, everyone is logged out regardless of how long they have been signed in.

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Tabs and Roles

The navigation bar shows tabs depending on your role. You will only see the tabs listed for your role below.

Role	Tabs visible
POS Staff	Members, Bar
Cashier	Members, Cashier
Admin	Members, Cashier, Bar, Admin

Click any tab to switch to it.

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Members Tab

All roles can see this tab. Use it to register new members, search for existing members, and manage member records.

Registering a New Member

Fill in the Register New Member form at the top of the tab:

Field	Notes
Member Number	A unique identifier — a number, a code, or any text your venue uses
Full Name	The member's name as it will appear on receipts and statements
PIN	A secret code (minimum 4 characters) the member uses to authorise charges. Tell the member their PIN privately.

Click Register. The new member appears in the table below.

Searching for a Member

Type part of a name or member number into the search box and click Search (or press Enter). Searching with an empty box lists all members.

The Member Table

Search results appear in a table with these columns:

Column	Meaning
#	Member number
Name	Full name
Balance	Current account balance
Joined	Registration date
Actions	Buttons to act on this member

Actions

Each row has up to three action buttons:

Button	What it does
Statement	Opens a printable full transaction history in a new tab
Edit	Opens a modal to change the member's details
Delete	Permanently removes the member. Only appears when the balance is exactly zero.

Editing a Member

Click Edit on a row. A modal appears with the current details pre-filled.

Field	Notes
Member Number	Change the member's unique ID if needed
Full Name	Update the name
New PIN	Enter a new PIN to change it. Leave blank to keep the existing PIN.
Overdraft override	May appear depending on the global overdraft policy and your role — see the Overdraft section below.

Click Save to apply changes or close the modal to cancel.

Printing a Statement

Click Statement on any member's row. The full transaction history opens in a new tab. Use the A4 / A5 toggle to select paper size, then print from your browser.

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Cashier Tab

Cashiers and Admins can see this tab. Use it to add credit to a member's account (top-up) or withdraw credit from it.

Selecting a Member

Search for the member and click their row to select them. Their name and current balance appear at the top of the panels. Click Cancel at any time to deselect the member and clear all fields.

Top Up Panel

Use this panel to add credit to the member's account.

Field	Notes
Amount	The amount to add, in the major currency unit (e.g. 10.00)
Transfer Type	How the payment was made — options are configured by your administrator (e.g. Bank Transfer, Cash, QR)
Transfer Reference	Optional. A reference for your records, such as a payment reference number
Note	Optional. Any additional note about this transaction

Click Top Up. A receipt opens automatically in a new tab.

Withdrawal Panel

Use this panel to remove credit from the member's account.

Field	Notes
Amount	The amount to withdraw
Member PIN	Required. The member must provide their PIN to authorise every withdrawal.
Transfer Type	How the funds are being returned — options configured by your administrator
Transfer Reference	Optional. A reference for your records
Note	Optional. Any additional note

Click Withdraw. A receipt opens automatically in a new tab.

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Bar Tab

POS Staff and Admins can see this tab. Use it to charge a member's account for purchases.

How to Charge

1. Search for the member by name or number and click their row.
2. Enter the Amount to charge.
3. Enter the member's PIN — this is always required.
4. Optionally add a Note (for example, what was purchased).
5. Click Charge.

If the PIN is incorrect, an error appears and nothing is charged. If the balance is insufficient, the charge is blocked unless the member has overdraft permission (see the Overdraft section).

A receipt opens automatically in a new tab on a successful charge.

Click Cancel to deselect the member and clear all fields.

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Receipts and Statements

Receipts

A receipt opens in a new tab automatically after every successful transaction. Receipts include:

• Business header (logo, name, address, contact details)
• Receipt title and transaction reference (e.g. TXN0000001)
• Staff name who processed the transaction
• Venue and timestamp (in the configured timezone)
• Amount and remaining balance
• For top-ups and withdrawals: the transfer type and transfer reference

Use the A4 / A5 toggle at the top of the receipt before printing.

Tip: If the receipt tab does not open, your browser may be blocking pop-ups. Allow pop-ups for this site in your browser settings.

Statements

Statements are accessed via the Statement button in the Members tab. They show the member's complete transaction history as a table:

Column	Content
Date/Time	When the transaction occurred (configured timezone)
Reference	Transaction reference (e.g. TXN0000001)
Type	Top-up, Withdrawal, or Charge
Venue	Where the transaction was processed
Staff	Who processed the transaction
Amount	Positive for top-ups, negative for charges and withdrawals
Balance	Account balance after that transaction

Each transaction also has a second row showing transfer details (for top-ups and withdrawals) or the note (for charges).

Use the A4 / A5 toggle before printing.

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Overdraft

By default, charges that would take a member's balance below zero are blocked. Your administrator can change this behaviour using a global overdraft policy. The policy affects what you see in the Edit Member modal:

Policy	What you see in Edit Member	What it means
Never allowed	No checkbox	No member can go into overdraft, ever
Always allowed	No checkbox	All members can always go into overdraft
Staff override	Checkbox (staff can tick it)	Ticking the checkbox for a member allows them to go into overdraft
Admin override	Checkbox (only admins can tick it)	Same as above, but only admins can set it
Staff block	Checkbox (staff can tick it)	Ticking the checkbox for a member blocks them from overdraft

If you are unsure whether a member should be allowed to go into overdraft, check with your administrator before changing any checkbox.

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Common Questions

The member forgot their PIN. An admin or cashier with edit access can reset it: Members tab → Edit → enter a new PIN in the New PIN field → Save. Leave the field blank if you do not want to change it.

I entered the wrong amount. There is no undo button. A correcting transaction must be applied manually. For a top-up error, process a withdrawal for the difference (or the full amount and re-top-up correctly). For a bar charge error, contact an administrator.

The receipt tab did not open. Your browser is likely blocking pop-ups. Find the pop-up blocked notification in your browser's address bar and allow pop-ups for this site, then try the transaction again.

A member's balance is wrong. Use the Statement button on the member's row to view their full transaction history and identify any discrepancies. Contact an administrator if a correction is needed.

I cannot see a tab I expect. Tab visibility depends on your role. If you believe your role is incorrect, contact your administrator.