Looking after your pub’s groups

The Dashboard shows only your own pub’s groups. At the top, Needs you lists anything waiting on you. When it says you’re all caught up, there’s nothing to do.

• Claims to approve: groups asking to spend their points.
• Till receipts to check: spend the QR codes missed, sent in with a receipt.
• Ready to pay: claims you’ve approved that still need paying.
• Groups: every group at your pub, with its members, balance and status.

There are no passwords. Enter your email at the sign-in page and we email you a link. It works for 15 minutes, and you then stay signed in on that device for 30 days.

No email? Check your spam folder, then ask again for a fresh link. The page always says a link is on its way, even for an address it doesn’t recognise, so if nothing arrives, check with an admin that you’re on the team with that exact address.

1. We email you when one arrives. Open the Dashboard: claims wait under Claims to approve.
2. Check the claim: the amount, the reward, and what it’s for. For cash back, open each receipt and check they add up to at least the amount claimed.
3. Press Approve. The points come off the group’s balance straight away, and the organiser gets an email.

For a gift card or room hire, you can type its code or booking reference as you approve. The organiser is emailed it straight away and the claim is finished. Leave it blank to add it later under Ready to pay.

If a reward is linked to Toggle, Approve and send card creates the gift card in Toggle and emails the organiser its number and PIN, so there’s nothing to type. If Toggle can’t create it, the claim waits under Ready to pay with a button to try again.

If something isn’t right, press Reject… and say why. The reason is emailed to the organiser, and their points aren’t touched, so they can fix it and claim again.

Approved claims move to Ready to pay.

Gift cards and room hire

1. Set up the reward the way you normally do at your pub: a gift card, or a room booking.
2. Enter its code or booking reference and press Mark as paid. We email it to the organiser; it’s how they use the reward.

Cash back

1. Pay the group by bank transfer.
2. Enter the transfer’s reference and press Mark as paid.

Marking a claim as paid can’t be undone, so only do it once the payment or code is real.

Groups only earn from orders made through the table QR codes. When the QR ordering is down and a group pays at the bar, their organiser can send the receipt in.

1. We email you when one arrives. Open the Dashboard: receipts wait under Till receipts to check.
2. Open the receipt. Check the amount, the day, and that it was at your pub. If the dashboard says the group also has QR spend that day, make sure it isn’t the same bill.
3. Press Approve to add the points, or Reject… and say why. The organiser is emailed either way.

To add spend yourself, for example when an organiser hands you the receipt, use Add till spend on the dashboard, or Add spend next to the group. It’s added straight away, so say why in the note.

The same bill can’t be added twice for a group: same amount, same day.

Most groups sign up themselves with the application form. If a society signs up with you in person or by phone, or is moving over from the old system, press Add a group on the dashboard.

1. Enter the group’s name and the organiser’s name and email address.
2. If they already had a group code, type it in. Their old links and posters then keep working. Leave it blank and a new code is made.
3. Leave the welcome email ticked. It gives the organiser their join link and explains how to sign in.

Check the email address carefully. Whoever reads that inbox can run the group.

Sign-up links has everything to hand out, ready to copy. Your pub’s own application link opens the form with your pub already chosen, which makes it ideal for posters and table cards. Each group’s join link has its code built in, so members never have to type it.

When a group signs up, the organiser says what kind of group it is: a local group, a society, a charity, a local business, or something else. Admins can limit each reward to some kinds of group on the Rates & rewards page. The type shows in the Groups list; click it to change it if a group picked the wrong one.

A reward can also need a charity or club number the pub has checked. When a group gives a number, it appears in the Groups list with a Verify button. Check the number is real and belongs to that group (for a charity, search the Charity Commission’s register), then press Verify.

Suspend stops a group straight away: its organiser can’t sign in, and its members stop earning points. Nothing is deleted. Press Reactivate to bring the group back.

• Members earn 10 points for every £1 when they order through the table QR codes, using the same email address they joined with.
• Only spend from after they joined counts.
• Points usually appear on the group’s balance within an hour.
• Points last 12 months from when they’re earned, and the oldest are always used first.
• The headline reward is £50.00 for every 5,000 points.