Staff Login

The bar along the bottom is how you move around:

• 🚲 Bikes — get bikes out to riders & take them back in (your main screen)
• 📅 Bookings — the list of who's booked
• 🗓️ Planner — a calendar view of the fleet
• ➕ Walk-In — take a brand-new booking at the desk
• ⚙️ Admin — settings (managers only)

Top-right 👤 Account is where you clock in/out (My hours), request Time off, open this guide, or sign out.

Everything updates live — if a workmate ticks a bike off, it changes on your screen too within a few seconds.

1. Morning — open 🚲 Bikes → Going out. Fetch each bike, safety-check it, tick it off.
2. Handover — when the rider collects, open their card in 📅 Bookings and tap Check Out.
3. Someone turns up without a booking? Use ➕ Walk-In.
4. Return — when bikes come back, open 🚲 Bikes → Coming in, tap Check in, then wash & put away.
5. End of day — tick the two charging checks at the bottom of Coming in.
6. Clock out — 👤 Account → My hours → Clock OUT.

Two tabs at the top: Going out and Coming in.

🧺 Going out — for each bike:

1. Fetch the bike from the store, then tap the row to mark it got (✓).
2. Tap the 🔧 spanner to record a safety check — it turns into a green ✓.
3. A 🌙 bike is an overnight hire going back out — same steps each morning.

🧽 Coming in — when a rider returns:

1. Find them under Still out and tap Check in.
2. They move to Back — to tidy. Tap 🧼 wash & lube, then 🏠 put away.
3. At the end of the day, tick 🔌 Office bikes and 📦 Container bikes are on charge.

Each card is one booking. The coloured chips tell you the state at a glance:

• ✓ All safe every bike safety-checked · ✍ Waiver signed
• 🌙 MULTI-DAY hire spans more than one day
• A greyed-out card with a diagonal ✓ CHECKED IN stamp is finished — no action needed.

To hand a bike over: tap the card → Check Out — rider collecting.
When it comes back: tap the card → Check In — bikes returning.

Use the Today / Tomorrow / Next 7 buttons and the arrows to change the day. Sort by lets you order by time or status.

Tap a bike's chip to safety-check it right from here. Tap a customer name/ref to open the full detail (penalties, notes, waiver, damage).

1. Pick the dates & times (or a "starts now" half/full-day preset).
2. Browse bikes by category tab, tap to pick size & quantity, build a basket.
3. Add any extras (helmets, waivers, etc.).
4. Enter the customer's name, email, phone.
5. Review, get the waiver signed, take payment (card, QR link, or on collection).

The booking then appears in Bookings like any other.

Planner is a calendar grid showing which bikes are out on which days — handy for spotting gaps.

Fleet manager lists every bike. Search or filter, then tap a bike for its stats, service tracker and full history (hires, cleans, checks, damage). Set a bike to 🔧 In workshop to pull it out of bookings (its upcoming hires auto-swap to a spare), or log a service.

Clock in when you start, Clock OUT when you finish (👤 Account → My hours). Going for a ride or a break? Tap 🚵 Break / bike ride, then Back from break when you return. Forgot to clock a past shift? Use ＋ Add a past shift manually.

Time off: pick your dates, choose a type, and submit — a manager approves it.

• Purple "You're not clocked in" bar? Tap Clock in if you're on shift, or Just browsing to dismiss.
• A card shows ⚠ BRM not synced? The booking saved fine here but didn't reach the old system — just tap the badge to retry. Nothing is lost.
• "Connection error"? Check your wifi and pull down to refresh.
• Something looks out of date? Tap ↻ Refresh (on the Bikes screen) or reload the page.
• Wrong bike went out / needs a mechanic? Fleet manager → the bike → In workshop, or swap it from the booking's detail.

Still stuck? Ask Jeek or Murray.

This is our own booking and hire-management system — the same tool the whole team uses at the desk, on a phone or a tablet. As an admin you can do everything staff can, plus manage pricing, the fleet, staff accounts and settings.

For now it runs alongside our existing system (BRM): every booking you take here is copied into BRM automatically, so nothing is entered twice (see section 11).

Golden rule: nothing you tap is dangerous. Stages can be changed back, and every action is logged. When in doubt, ask Jeek.

1. Open the portal in a browser (bookmark it on the desk device and your phone).
2. Sign in with your email and password. Change your password any time via 👤 Account → Change password.
3. You land on the Bikes screen — the hub for the day.

Roles: “Staff” see the day-to-day screens. “Admin” (you) also see the ⚙️ Admin tab. Admin-only things are hidden from regular staff automatically.

The bar along the bottom moves you between the main areas:

• 🚲 Bikes — get bikes out & take them back (your main screen)
• 📅 Bookings — the list of who's booked; check people out & in
• 🗓️ Planner — a calendar grid of the fleet
• ➕ Walk-In — take a brand-new booking at the desk
• ⚙️ Admin — settings & back office

Top-right 👤 Account has clock in/out, Time off, this guide's short version, password and sign out. Everything's live — screens refresh themselves every few seconds.

1. Clock in — 👤 Account → My hours → Clock IN.
2. Prep bikes going out — Bikes → Going out: fetch, safety-check, tick off.
3. Hand over — rider collects → open their card in Bookings → Check Out.
4. Walk-ins — no booking? Use the Walk-In tab.
5. Take bikes back — Bikes → Coming in → Check in, then wash & put away.
6. End of day — tick the two charging checks, then clock out.

🧺 Going out:

1. Fetch the bike, then tap its row to mark it got (green ✓).
2. Tap the 🔧 spanner to record a safety check — turns green ✓.
3. A 🌙 bike is an overnight hire going back out — same steps each morning.

🧽 Coming in:

1. Find the rider under “Still out” → Check in.
2. They move to “Back — to tidy”. Tap 🧼 wash & lube, then 🏠 put away.
3. End of day: tick 🔌 office bikes and 📦 container bikes are on charge.

Each card is one booking. Chips show its state:

• ✓ All safe every bike checked · ✍ Waiver signed
• 🌙 MULTI-DAY spans more than one day
• Greyed card + ✓ CHECKED IN stamp = finished, no action
• ⚠ BRM not synced — didn't reach BRM; tap to retry (section 11)

Hand over: tap card → Check Out. Take back: tap card → Check In. Use Today / Tomorrow / Next 7 and Sort by. Tap a name/ref for the full detail — notes, penalties, waiver, damage, deposits.

1. Pick dates & times, or a “starts now” half/full-day preset.
2. Browse bikes by category, choose size & quantity, build a basket.
3. Add extras — helmets, waivers, tow ropes, etc.
4. Enter the customer's name, email, phone.
5. Review, get the waiver signed, take payment (card, QR link, or on collection).

It then appears in Bookings and is copied into BRM automatically.

🗓️ Planner — a calendar grid showing which bikes are booked which days; spot free bikes and gaps.

🚴 Fleet manager — lists every bike. Search/filter, then tap a bike for its stats, a service tracker (with “Log service”), and full history. Set a bike to 🔧 In workshop to pull it from bookings — its upcoming hires auto-swap to a spare — and back to Available when fixed.

My hours: Clock IN/OUT; 🦵 Break / bike ride for a break; “＋ Add a past shift” if you forgot one.

Team timesheet (admin): on the My hours screen — This week / Last week / This month, expand each person, edit/delete entries, download CSV for payroll. Long shifts (missed clock-out) are flagged ⚠.

Time off: staff request dates; you approve or decline here.

• 👤 Customers — search, history, lifetime spend, GDPR erase
• 📊 Reports — revenue, bookings, fleet use over a date range
• 🎟️ Vouchers & codes — gift vouchers & discount codes
• 📜 Activity log — every action, who & when; tap a bike/booking/name to jump
• 👥 Staff & roles — add staff, make admin, reset passwords
• 🚲 Inventory — add/retire bikes, bulk-add next season
• 💷 Pricing & rates — half/full day price per model
• 📐 Booking rules — hours, min/max hire, slot limits, recharge gap
• 📋 Closed periods — blackout dates (bookings blocked)
• 🧰 Extras & compatibility — prices, which bikes, on/off
• 📝 Terms, waiver & emails — editable text & templates
• 🔄 Sync & data tools — keep the fleet in step with BRM

Heads up: pricing and rule changes are live immediately, for the desk and the public booking site — double-check before saving.

We run this alongside BRM for now. Some things sync to BRM automatically; some you must still do in BRM yourself. Knowing which is which keeps the two systems from drifting apart.

✅ Synced to BRM automatically

• New bookings taken here (walk-in or online) — the booking is created in BRM with its bikes, dates & times, and customer.
• Extras on that new booking (helmets, waivers, etc.) — added to BRM, one per bike, so the total matches.
• The payment taken here — posted to BRM so it shows paid.
• Check-out, check-in and cancellation — these update BRM for both new bookings and existing (old) BRM bookings you work from this portal.

❌ NOT synced — you must still do these in BRM

• Swapping a bike on a booking.
• Changing dates or times (rescheduling).
• Adding or removing extras after a booking is made (extras only sync at the moment of booking).
• Refunds of any kind.
• Taking a payment on an old (BRM) booking — the portal blocks this on purpose and tells you to use BRM / PayPal.
• Damage charges, deposits, notes and customer detail edits.

Rule of thumb: take new bookings here and they look after themselves. For changes to money, or edits to an existing booking, do it in BRM (or do both) until we say otherwise.

The ⚠ BRM not synced badge means an automatic copy didn't go through (usually a brief connection blip) — tap it to retry. Nothing is ever lost, and the booking still works here. Cancelling marks the BRM booking cancelled — it's never deleted.

• Purple “not clocked in” bar → Clock in, or “Just browsing”.
• ⚠ BRM not synced → tap to retry (safe to tap again).
• “Connection error” → check wifi, pull to refresh.
• Looks out of date → ↻ Refresh on Bikes, or reload.
• Bike needs a mechanic → Fleet → bike → In workshop.

• Prep bikes → Bikes → Going out
• Hand a bike over → Bookings → card → Check Out
• Take a bike back → Bikes → Coming in → Check in
• New booking now → Walk-In
• Bike history / service → Fleet → tap the bike
• Change a price → Admin → Pricing & rates
• Add / retire a bike → Admin → Inventory
• Add a staff member → Admin → Staff & roles
• Block holiday dates → Admin → Closed periods
• Payroll → My hours → Team timesheet → Download CSV

There's a shorter version for all staff under 📖 Help in the top bar.