Section 1

FreeToBook — Room Bookings

FreeToBook (freetobook.com) is the Inn's property management and room booking system. All bookings — website, phone, Google, Booking.com — flow through here. Alice Shambrook manages the account: info@kilchrenaninn.co.uk

Viewing the diary

• Log in at freetobook.com → click the Diary tab
• Monthly view is best for the Inn (fewer than 10 rooms)
• Each booking shows payment status, arrival time, notes and source at a glance

Checking in a guest

1. Open the Diary and find the booking
2. Click the booking to open it
3. Check guest details and any special requests or dietary notes
4. Confirm payment status — check card pre-authorisation if applicable
5. Click Check In within the booking to mark them as arrived
6. Hand over room key

Checking out a guest

1. Find the booking in the Diary
2. Review the room bill — confirm any bar/restaurant charges have been moved to the room tab
3. Process final payment if not pre-paid
4. Click Check Out to mark departure
5. Notify Karen Taylor for room cleaning

Adding a manual booking (phone or email)

1. Go to Diary, click on the relevant date and room
2. Click Add Booking
3. Enter guest name, contact details, arrival and departure dates
4. Add any notes — dietary requirements, special requests, late arrival
5. Save — booking will appear in the diary

Changing room rates

• Log in → go to Rates & Availability (or hamburger menu next to the room name in the diary)
• Single date: click the date in the diary and edit the rate directly
• Bulk update: Rates & Availability → Bulk Update → select room type → date range and days of week → enter new rate → save
• Weekend premiums can be set separately from weekday rates
• Seasonal pricing: set different rate bands for peak and off-peak periods

Closing out dates (stop sell)

• Go to Diary → hamburger menu next to room name → Close Out
• Select the dates to close and confirm
• Stops online bookings for those dates without deleting existing bookings

Refunds and cancellations

• Open the booking → find the payment line → select Refund → enter the amount
• Policy queries or disputes: Alice at info@kilchrenaninn.co.uk
• Financial processing queries: Tina at finance@kilchrenaninn.co.uk

Section 2

SPOS — EPOS Till System

SPOS (spos-uk.com) is the EPOS till used for all bar and restaurant transactions. All FOH staff and the chef have individual user IDs. Dawn and Lyndsey have supervisor rights. For hardware or software issues contact ACR Epos Systems: 0141 424 0558 / info@acrepossystems.co.uk

User access levels

• Level 1 — FOH Team: open tables, enter food & drink, process payments, print bills, split bills
• Level 2 — Supervisor (Dawn/Lyndsey): all of Level 1 + voids, discounts, refunds, shift reconciliation
• Level 3 — Management: reporting, price updates, menu programming, end of day closure

Starting the till (opening)

1. Log in with your Supervisor Server number and 3-digit password
2. Select Start of Day and confirm Yes
3. Select Trading
4. Count the float — confirm it is exactly £200
5. Enter float amount in EPOS and close till
6. Check DOJO is on, active, and connected to the till with no error messages

Table management

• Always enter the correct number of covers — this affects reporting and average spend; do not skip
• Select the correct location: Table Number, Bar Tabs, or Bedrooms
• If guests move (e.g. bar to table, or bar to bedroom): use the Move function — never delete and reopen, it distorts sales reporting
• Always confirm a room number with the guest before charging to a room — never assume

Entering orders

• Food courses: Wee Plates, Big Plates, Sides, Desserts, Specials, Kids, Teas/Coffee
• Always select the correct measure for drinks (125ml / 175ml / 250ml / bottle / single / double)
• Bottle of wine must be entered as a bottle, not multiple glasses
• For allergens: select the Allergies modifier on the food item — confirm verbally with guest AND enter it in the system

Splitting bills

1. Select the table → choose Split
2. Split by item, by seat, or equal share
3. Always confirm totals with the guest before processing payment

Taking a payment

• Card: use DOJO in EPOS/connected mode — only use standalone if the till or network is down
• Cash: enter amount received, confirm change, place cash in drawer immediately
• Mixed payment: use Split Tender function
• Room charge: select Charge to Room, enter room number, confirm guest name, print receipt
• Voucher: Main screen → Voucher/Deposit → Voucher → enter amount → close as normal

Voids (supervisors only)

• Requires Dawn or Lyndsey's supervisor code
• Go to the transaction, select Void, enter supervisor code to confirm
• All voids appear in the server report and are reviewed — excessive voids will be investigated

Discounts (supervisors only)

• Permitted only for: service recovery, authorised staff discount, or pre-agreed promotions
• Select item → Discount → enter reason → supervisor PIN required
• All discounts are logged in the server report

End of Day / Cashing up

1. Close all open tables and tabs — check no unpaid bills remain
2. Move room tabs to rooms if the guest is paying at checkout in the morning
3. Log out to the SPOS front startup screen, then log back in as Supervisor
4. Select and confirm End of Day procedure
5. Three reports print automatically: House Cash Report, Till Cash Report, Department Sales Report
6. Count the cash drawer — confirm cash sales match the Till Cash Report total; note and report any discrepancy
7. Print the DOJO Sales Report to verify card totals
8. Leave exactly £200 float in the till — sign the House Cash Report with float amount confirmed
9. Close till
10. Put cash and all reports in envelope and place in safe under FOH bench

Common errors to avoid

• Ringing wine as food (wrong VAT category)
• Entering starters as mains
• Forgetting allergen modifiers
• Leaving tables open overnight
• Guessing room numbers — always confirm with the guest
• Using open price buttons without authorisation
• Sharing login credentials

Section 3

Stampede — Table Bookings & Vouchers

Stampede (product.stampede.ai) handles table bookings, gift vouchers, guest wifi and email marketing. For platform issues contact support@stampede.ai, call 0131 510 7008, or use live chat within Stampede.

Viewing bookings

• Log in → Venues → Bookings → opens the booking dashboard
• Day Planner view: shows bookings by time slot for the day
• Floor Plan view: live interactive table layout — best to use during service
• Monitor bookings before opening each day and check for allergen notes

Creating a manual booking (phone or walk-in)

1. Go to Venues → Bookings → click Create
2. Enter guest first name and last name
3. Add email and phone if available (helps with confirmations)
4. Set date, time, party size
5. Add any internal notes (e.g. anniversary, dietary requirements)
6. Stampede suggests the best available table — you can manually reassign if needed
7. Click Create to save

Managing bookings during service (Floor Plan)

• Go to Venues → Bookings → scroll to bottom → click Floor Plan 2.0
• Shows live table layout with assigned bookings overlaid
• Click any booking to open its details and make updates
• Booking symbols indicate notes, allergies, birthday etc.

Booking rules

• New bookings can be made up to 30 minutes before the time slot
• Bookings can be changed up to 1 hour before the booking time
• Large groups: encourage phone bookings for parties the system flags as too large

Redeeming an online gift voucher

1. In Stampede, go to the top-right menu → Gift Card → QR Scanner
2. Scan the QR code on the customer's voucher using the camera, OR tap Enter Code and type it manually
3. Confirm the voucher value shown on screen with the customer before applying
4. Tap Redeem — vouchers can only be redeemed once; there is no cash refund for any unused balance

Charging a voucher on the SPOS till

1. On the main SPOS screen → Voucher/Deposit → Voucher
2. Enter the voucher amount
3. Close the till as normal

Redeeming a paper (legacy) gift voucher

1. Accept the paper voucher and apply the value in SPOS: Main screen → Voucher/Deposit → Voucher → enter amount
2. Write "REDEEMED" and today's date on the physical voucher, then pass it to Finance (Tina)
3. Finance step: Log into Stampede using finance@kilchrenaninn.co.uk
4. Go to Gifting Page → Activations tab → filter by Legacy paper voucher
5. Locate the voucher in the list and click Deactivate to mark it used in the system

Selling a gift voucher

• Vouchers are sold online via kilchrenaninn.co.uk — customers receive a digital QR code voucher (printable)
• If someone wants to buy a voucher in person, direct them to the website or contact Bob
• To sell a fixed-price event in advance, use the Stampede voucher system — contact Bob

Guest wifi

• Direct bar/restaurant guests to the Kilchrenan Inn Bar network — uses Stampede login and captures details for marketing with guest consent

Section 4

SPOS Cloud — Reporting Portal

SPOS Cloud (portal.sposcloud.net) gives managers and Bob remote access to real-time sales data, reports and audit trails from any device — phone, tablet or computer — without being on-site. Contact Bob at admin@kilchrenaninn.co.uk for login access.

Accessing SPOS Cloud

• Go to portal.sposcloud.net in any web browser
• Log in with your SPOS Cloud credentials
• Works on any smartphone, tablet or computer

Dashboard

• Home screen shows an instant snapshot of key performance indicators
• Staff KPIs and today's trading overview visible at a glance

Viewing sales reports

• 12 detailed report categories available
• Quick access tabs: Today, Yesterday, This week, Last week, This month, Last month, This quarter, Last quarter, This year, Last year
• Filter by individual staff member, till number, table number or location
• View department sales as bar or pie charts

Reviewing voids and discounts

• All negative transactions are clearly highlighted and flagged
• Full transaction log filterable by staff member, till number, date/time
• All discounts and voids appear in the audit trail

Exporting reports

• All reports can be exported as PDF, CSV or HTML
• Useful for sharing with Tina for Xero reconciliation or management review

Section 5

Connecteam — Staff Scheduling

Connecteam is used for staff rotas, open shifts and team communications. All staff must have the app installed. FOH staffing queries: Tina at finance@kilchrenaninn.co.uk. Kitchen staffing: Iain at chef@kilchrenaninn.co.uk

Publishing open shifts

1. Go to Job Schedule in the left sidebar
2. Click Add → Single Shift (or click + in the Shifts without users row)
3. Enter date, time, job title and location
4. Toggle on Enable users to claim this shift
5. Set the number of spots available
6. Optional: toggle on Require admin approval for claimed shifts
7. Click Publish — the shift appears in the app for qualified staff
8. Staff see a blue square with the number of open spots available

Using templates for weekly rotas

• If you have a recurring weekly pattern, save a week as a template
• Load the template in future weeks and publish all open shifts at once using the Publish button (top right)

Draft and publish later

• Create shifts in Draft mode first
• When ready, click the blue Publish button at top right to push the whole week to staff at once

Managing via mobile

• Admins can add and publish open shifts from the Admin tab in the Connecteam mobile app
• Enable the allow users to claim toggle when creating shifts on mobile

Section 6

Xero — Finance

Xero is used for all financial management. Tina Goldsmith (finance@kilchrenaninn.co.uk) is the primary user — most finance tasks are Tina's responsibility. Daily sales data transfers from SPOS End of Day automatically. Always refer Xero questions to Tina first.

Reconciling a bank transaction

1. Go to Accounting → Bank Accounts → Reconcile
2. Xero will suggest matches for each transaction — review and confirm
3. To match to an existing invoice/bill: click Match → find the invoice → confirm
4. To create a new transaction: click Create → fill in details → save
5. Overpayment to a supplier: match the invoices paid first, then create a Spend Money entry for the overpayment amount and set type to Overpayment

Recording a supplier bill

1. Go to Accounts → Bills to Pay → New Bill
2. Enter supplier name, date, due date and line items
3. Save as Draft or Approve
4. When paid: find the bill and click Pay → enter payment date and account

Section 7

Dashboard Data Loading

The Power BI dashboard is fed from 6 report files downloaded manually from each system. Once downloaded, the Dashboard File Converter tool (Dashboard_File_Converter.hta — ask Bob) renames all 6 files and copies them to the shared drive automatically. Bob then opens Power BI Desktop to refresh and publish.

The 6 files to download

1 — SPOS TransactionsLog

• Log in to SPOS Cloud → Reports → select TransactionsLog
• Set the date range → export to Excel or CSV
• File downloads as TransactionsLog…

2 — FreeToBook Bookings & Cancellations

• Log in to FreeToBook → Reports → Bookings & Cancellations
• Set the date range → export
• File downloads as Bookings & CancellationReport_…

3 — FreeToBook Occupancy Analysis

• Log in to FreeToBook → Reports → Occupancy Analysis
• Set the date range → export
• File downloads as Occupancy AnalysisReport_…

4 — Xero Bills

• Log in to Xero → Accounting → Bills to Pay
• Select All and the relevant date range → Export → Excel
• File downloads as Bills_…

5 — Stripe Payout Reconciliation

• Log in to Stripe → Payments → Payouts → click a payout
• Download → Itemized payout reconciliation
• File downloads as Itemized_payout_reconciliation_…

6 — Connecteam Timesheets

• Log in to Connecteam → Time Clock → Timesheets
• Set the date range → Export
• File downloads as timeclock-timesheet_overview_…

Running the converter

The file lives on the shared drive. Click Launch to open it directly from the network — if your browser blocks it, use the download link to save and run it instead. You must be signed in to your Kilchrenan Inn Google account to access the download.

Your browser blocked the direct launch. Click Download from Google Drive above — save the file anywhere on your computer and double-click it to run.

1. Click Browse and select the folder where all 6 files were downloaded
2. Click Convert & Copy Files — the tool renames each file to its clean Power BI name and copies it to the shared drive
3. Green tick = copied successfully  ·  Red cross = file not found (check the download and try again)
4. Once all 6 show green, notify Bob — he opens Power BI Desktop to refresh and publish

Section 8

Opening Checklist

• Turn on all lights (dimmed), coffee machine, hot water machine
• Replace milk in coffee machine fridge if needed (check date)
• Draw all blinds, finish setting breakfast tables with menus
• Turn on music via Sonos through iPad
• Bar: polish bar top and tables, warm rinse beer nozzles, put on correct taps (silver = Fyne Ale; black with filter 25 = Guinness, 30 = Belhaven Best)
• Sweep and mop behind bar, put out bar mats, refill straws and napkins
• Switch on fridge lights, restock fridges from cellar, clean fridge glass
• Turn on glass wash machine, empty bar bins, take out fruit, turn on ice machine, top up bar snacks
• Restaurant: polish and sanitise all tables, hoover, sweep and mop floor
• Check menus are correct for lunch and evening service (including wine list)
• Toilets: clean all toilets and urinals, empty bins, clean sinks and mirrors, top up toilet rolls and hand wash
• General: polish cutlery, clean and light candles, clean and set fireplace
• Start Trading on till — count float (£200), confirm with signed slip
• Check specials and shortages with kitchen, check bookings and any special table layouts

Section 9

Closing Checklist

• Record all bar wastage, blow out all candles, close all blinds
• Check restaurant door is bolted on inside, all fire doors shut (including kitchen)
• Bar: empty coffee grinds, clean milk system, turn off coffee machine and hot water machine
• Once a week (Sun/Mon): run full coffee machine clean with tablet
• Remove and soak beer nozzles overnight, clean taps
• Beer mats and drip trays through glass washer
• Fruit into fridge (cling film), knife and board back to kitchen
• Clean, polish and put away all glasses, restock fridge, turn off fridge lights and ice machine
• Clean under bar and sink area, used tea towels and cloths to laundry bin in kitchen
• Restaurant: clean, sanitise and reset all tables, set for breakfast with menus
• Move any bar/table tabs to rooms if applicable, print room bills for breakfast shift
• Turn down radiator stats, run End of Day on till, count cash, put in safe
• Check outside tables, empty ashtrays, turn off all lights (inside and outside)
• Lock front door and put keys in lockbox (change the number)

Section 10

Cellar & Beer Taps

Beer taps setup (opening)

• Silver and black nozzles have been soaking overnight — rinse them
• Silver nozzles go on the Fyne Ale taps
• Black nozzles with silver filter: number 25 = Guinness, number 30 = Belhaven Best
• Pour technique: pull tap down, let beer run into drip tray for 1 second, then pour into glass at 45 degrees

Changing a keg

1. Have a 4-pint plastic jug and towel ready (wrap towel around the Guinness connector — it can spray)
2. Check the cellar boy to confirm the keg is actually empty before changing
3. Turn off the gas on the side of the pump using the black lever
4. Pull up the handle on the connector to disconnect from the empty keg
5. Swap in the new keg
6. Press the white button on top of the cellar boy to fill it with beer
7. Press the black button on the bottom to pressurise
8. If problems persist after changing, call Wai Tsang by WhatsApp video: 07832 776316