Penderyn Booking System — Staff Guide

A plain-English guide to running the booking admin dashboard: managing tours, setting up schedules, taking bookings, checking guests in, and pulling reports.

Dashboard address: https://admin.penderyn.wales

Works best on a desktop, laptop, or iPad. Any modern browser (Chrome, Safari, Edge, Firefox) is fine.

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Getting Around

The menu runs down the left-hand side. There are seven screens:

Screen	What it's for
Today's Arrivals	The daily desk screen. Who's booked in today, and checking them in.
Booking Search	Finding any past or future booking, and changing one.
Reports	Revenue, booking numbers, how full sessions are, ticket sales.
Products	Your tours and experiences: names, prices, capacity.
Club	Penderyn Club members, membership codes and welcome gifts.
Schedule	When tours run, and one-off closures.
Users	Staff accounts, roles, and approving new sign-ups.

Top right of every screen you'll see:

• Location selector — choose "All Locations" or a single distillery. Everything on screen filters to your choice, and it's remembered next time you log in.
• Today's date.

Tip: If you only ever work at one site, set the location once and leave it. It sticks.

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Today's Arrivals (the desk screen)

This is the screen to leave open during the day. It refreshes itself every 60 seconds, so it stays current without you touching it. There's a Refresh button if you want to force it.

Along the top, four cards show today at a glance: Today's Sessions, Total Bookings, Expected Guests, and Checked In (with a percentage).

Below that, bookings are grouped by session time. Each session shows the time, the tour name, and how full it is (e.g. "12 / 20 guests · 3 bookings"). Each guest row shows their name, party size, ticket breakdown, whether they've paid, and their 6-character reference.

Row colours tell you the status at a glance:

• Green — checked in
• Red — marked as a no-show
• Struck through and faded — cancelled

Checking someone in

1. Find them in the session list.
2. Click Check In on their row.
3. The button turns green and reads Checked In, the row goes green, and the count at the top ticks up.

That's it. If you check someone in by mistake, open the booking (see Finding a booking) and adjust the status there.

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Taking a Walk-in Booking

For guests who turn up without booking, or phone bookings you're keying in.

1. On the Today's Arrivals screen, click Walk-in Booking (top right).
2. Fill in the form:

• Product — which tour or experience.
• Time Slot — only today's remaining slots show, each with spaces left (e.g. "10:00 (8 remaining)"). If a slot is full it won't appear.
• Tickets — use the + / – buttons for each ticket type (Adult, Child, etc.). The total price updates as you go.
• Customer Name, Email, Phone — all optional. Leave the name blank and it records as "Walk-in Guest".
• Source — where the booking came from: Walk-in, Phone, Groupon, GetYourGuide, or Other.

1. Click Book Now.

The booking appears immediately in the right session on the Arrivals screen. You can check them straight in.

Groupon and GetYourGuide: choose the matching Source and put the voucher code in the booking notes so it can be reconciled later.

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Finding a Booking

Use Booking Search to pull up anything, past or future.

1. Type into the search box — customer name, email, or booking reference all work.
2. Or narrow it with the filters: Date From, Date To, and Status (Confirmed, Cancelled, No-show, Completed).
3. Click Search.

Results list 20 at a time with date, time, customer, tour, party size, status, and payment. Click any row to open the full booking.

On the booking detail screen you can see:

• Customer contact details
• Reference, date, time, tour, location, party size, status, and where it came from
• The ticket breakdown and total
• Payment status and amount
• A Notes box for internal notes (e.g. "wheelchair access needed", "Groupon code GP-1234")
• A timeline of what's happened to the booking

And you can take actions (buttons at the bottom):

• Check In
• Mark Completed — session finished
• Cancel Booking — asks you to confirm first
• Mark No-Show — booked but didn't turn up

Which buttons show depends on the booking's current status.

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Changing a Booking

People move dates, bring an extra guest, or give you the wrong phone number. You no longer have to cancel and rebook.

1. Find the booking in Booking Search and open it.
2. Click Edit Booking.
3. Change whatever needs changing: the date, the time, how many of each ticket, or the customer's details.
4. Put a short reason in the box, for example "rang to move to the Saturday". It is saved on the booking so the next person knows why.
5. Tick Email the customer if the change is worth telling them about. A moved date usually is. A corrected phone number is not.
6. Click Save changes.

Only times that actually have a session show in the list, each with places remaining, so you cannot move a booking to a slot that does not exist or is full. A booking can always grow within the slot it already holds.

A cancelled booking cannot be edited. Take a new one instead.

Money when a booking changes

As you change the tickets, the screen tells you what the change does to the total, for example "£19.50 to collect" or "£30.00 to refund". The system does not take or return any money itself. A person does that, and this is how.

If money is owed, take it through Shopify, not the card machine. Either send them a payment link or add it to their order. This matters: anything taken on the card machine never reaches Shopify, so it never reaches Sage, and the accounts will be short by that amount with nothing to show why.

If a refund is due, refund it against the original order in Shopify, then raise the credit in Sage as you would for any other refund.

If the total has not changed, there is nothing to do.

The rule worth remembering: if money moves because a booking changed, it goes through Shopify. Everything else sorts itself out from there.

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The Penderyn Club

The Club screen is where member records and membership codes live. Counts across the top show members, codes unused, codes redeemed, and anything needing attention.

What a member has

Every member gets 20% off the Gold and Dragon ranges and 10% off other Penderyn products, online and in the distillery shops. Online it applies by itself when they are logged in, with no code to type.

New members also choose a welcome gift: four distillery tours or one whisky masterclass. That sits on their account and comes off automatically when they book, so there is nothing for them to keep or lose. Four tours means four tours whatever the tickets cost, and they can take them together or on separate visits.

The buttons, and when to use each

Button	What it does	Use it when
Add member	Creates the membership, tags them in Shopify, grants the gift and sends the welcome email	Someone signs up by phone or at the counter
Reissue voucher	Puts the welcome gift back to its full entitlement	A gift was used in error, or a booking went wrong
Resend welcome email	Sends the welcome email again	They never got it, or deleted it
Retry	Re-runs whichever step failed	The record is flagged as needing attention
Delete	Removes the membership and frees the code for reuse	Signed up in error, or a duplicate
Import codes	Loads a batch of new codes, including a range	A new print run of cards arrives
Import existing members	Bulk loads members from a spreadsheet	One-off, already done

Search the member list by name, email or membership code. Searching by code is the quickest way to answer "I have this code, is it mine?".

Membership codes

Codes look like PENCM2001. Capitals and spaces do not matter. Most are single use and flip to redeemed the moment someone activates. A couple are multi-use entry codes that can be used any number of times, and every use is recorded against the member who used it.

Load a new run with Import codes and a range, for example PENCM3601-PENCM4000. Void a code if a card is lost before anyone activates it: that stops it working without losing the record.

How many gift tickets has a member got left?

Open the customer in Shopify and look under Metafields for Tour credits. It counts down as they book.

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Staff Accounts

The Users screen lists everyone with a login, their role and whether they are approved.

Someone signs up with a @penderyn.wales email, then appears here as pending until a super-admin approves them. Change a role or approve an account and click Save.

Role	Can do
Front desk	Take and check in bookings, see the day's arrivals
Admin	The above, plus products, schedules, reports, and the Club
Super-admin	The above, plus approving staff accounts

An account can be fixed to one distillery so that person only sees their own site's tours.

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Managing Products (Tours & Experiences)

Products is where your tours live. Each one carries its name, how long it runs, how many people it holds, and its ticket types and prices. The table shows the name, category, duration, capacity, ticket types, and whether it's Active or Disabled.

Creating a new tour

1. On Products, click New Product.
2. Fill in:

• Product Name — e.g. "Premium Distillery Tour".
• Category — Standard Tour, Masterclass / Tasting, Special Event, or Corporate.
• Duration (minutes) — defaults to 60.
• Capacity — most people per session (defaults to 20). This is the default; a schedule rule can override it for particular days.
• Minimum Age — 0 if there's no age limit.
• Status — Enabled makes it bookable; Disabled hides it.
• Description — optional, free text.

1. Ticket Types — click + Add Ticket Type for each one. Give it a name (Adult, Child, Concession...) and two prices:

• Online price — what the website charges.
• Door price — what walk-ins pay.
• Use the × to remove a ticket row.

1. Click Save Product.

To change prices or capacity later, click Edit on the product row, adjust, and save.

Important: the product only sets what a tour is and what it costs. When it runs is set separately on the Schedule screen.

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Setting Up Schedules

The Schedule screen has two halves:

• Left — Schedule Rules: the regular pattern (e.g. "tours at 10:00, 12:00 and 14:00 every weekday").
• Right — Overrides & Closures: one-off changes to specific dates (bank holidays, private hire, staff training).

Creating a recurring schedule rule

1. On Schedule, click New Rule (top of the left panel).
2. Fill in:

• Product — which tour this applies to.
• Recurrence — Weekly (choose days) for normal use, or Daily (every day) to run every day of the week.
• Days of Week — tick the days (used with Weekly). Tick as many as you like.
• Session Times — type the start times separated by commas, e.g. 10:00, 11:30, 14:00. Use 24-hour times.
• Valid From — when the rule starts.
• Valid Until — when it stops (leave blank to run indefinitely).
• Capacity Override — leave blank to use the tour's normal capacity, or enter a number for smaller/larger sessions on these days.

1. Click Save Rule.

The system now offers those time slots for booking on the matching days, within the date range.

Existing rules show as cards grouped by tour, each with Edit and Delete buttons.

Worked example — weekend tours: New Rule → Product: Premium Tour → Recurrence: Weekly → tick Sat and Sun → Session Times: 11:00, 13:00, 15:00 → Valid From: today → Save. You've just opened three weekend slots.

Closing a date or changing capacity for one day (overrides)

The calendar on the right handles one-off changes. A red dot on a date means an override is already set.

Before you start: pick a specific distillery in the location selector (top right), not "All Locations". An override applies to one site.

1. Click the date on the calendar.
2. Choose a Type:

• Closure — no tours run that day.
• Capacity Change — same tours, different number of spaces (enter the New Capacity).
• Time Change — adjust the day's times.

1. Add a Reason — optional but recommended (e.g. "Christmas Day", "Private event", "Staff training"). It's for your reference only.
2. Click Save Override.

The date shows a red dot. To remove an override, click that date again and delete it.

Use a Closure for bank holidays and private buy-outs. Use a Capacity Change when, say, you're short-staffed and want to cap a busy Saturday at 10 instead of 20.

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Reports

Reports covers money, volumes, and how full you're running.

1. Pick a period — quick buttons for Today, This Week, This Month, Last Month, or set Start/End dates by hand.
2. Optionally filter to one Product.
3. Click Run Report.
4. Switch between the four tabs:

Tab	Shows
Revenue	Total, online vs door, average booking value, and a daily bar chart.
Bookings	Counts by status (confirmed, completed, cancelled/no-show) and by source (walk-in, online, phone).
Capacity	Each session's booked-vs-capacity with a fill percentage. Green under 60%, amber 60–90%, red 90%+.
Tickets	Units sold, revenue, and average price per ticket type.

Export CSV downloads the underlying bookings as a spreadsheet (references, dates, customers, totals, payment status, check-in status, ticket breakdown) — handy for accounts or for sharing.

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Quick Reference

I want to...	Go to...	Then...
See who's coming today	Today's Arrivals	It's already there
Check a guest in	Today's Arrivals	Click Check In on their row
Book someone at the desk	Today's Arrivals	Walk-in Booking → fill in → Book Now
Find a booking	Booking Search	Search by name/email/reference
Cancel or mark a no-show	Booking Search	Open the booking → action buttons
Change a date or add a guest	Booking Search	Open the booking → Edit Booking
See what a change costs	Booking Search	Edit Booking shows it before you save
Add a Club member	Club	Add member
Check a member's gift	Club	Search them, or Shopify → Metafields
Load new membership codes	Club	Import codes
Approve a new staff login	Users	Set the role → Save
Add a new tour	Products	New Product
Change a tour's price	Products	Edit the product
Set regular tour times	Schedule	New Rule
Close a specific date	Schedule	Click the date → Closure
Check takings	Reports	Pick dates → Revenue tab
Export for accounts	Reports	Pick dates → Export CSV

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Good Habits

• Leave Today's Arrivals open at the desk. It self-updates every minute.
• Set schedules ahead of time. Rules can run for months; add closures for known dates (bank holidays, festive period, private hire) as soon as you know them.
• Use the Source field on walk-ins so Groupon/GetYourGuide bookings can be reconciled.
• Put anything unusual in the booking Notes — access needs, allergies, special requests, voucher codes.
• A "Closure" override beats deleting a rule. It keeps your regular pattern intact and only skips the one day.
• If money moves because a booking changed, put it through Shopify. Anything taken on the card machine never reaches the accounts.
• An empty Arrivals screen just means nothing is booked today. Use Booking Search without a date filter to see everything.

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Recent additions (Aug 2026)

Logging in. The dashboard now has real accounts. Sign up with a @penderyn.wales email and a super-admin approves you. Roles:

• Front desk — take and check in bookings, see the day's arrivals.
• Admin — the above plus products, schedules and reports.
• Super-admin — the above plus approving new staff accounts.

Your account can be fixed to one distillery so you only see your own tours.

Blocking off time (Schedule → Overrides). When you close time, you now choose the scope:

• The whole day — nothing runs that day.
• A single time slot — close just, say, 14:00.
• A time range — close everything between two times, e.g. 12:00–14:00.

Existing closures show in a list under the calendar with Edit and Delete buttons, so you can change or remove one without starting over.

Appointment-only tours. For experiences that aren't on a fixed calendar (e.g. Evening Corporate Tours), open the product and set Booking mode → Appointment only, then add an enquiry message and a contact email/phone. Customers see a "get in touch" screen instead of an empty calendar.

Telling tours apart by site. Product menus now show the distillery next to each tour (e.g. "Distillery Tour — Brecon"), so three tours of the same name are easy to pick between when setting rules or closures.

Taking payment in person / comps. Walk-in bookings can be marked as paid on the door, recorded against another site, or logged as a comp / free tour (e.g. Club welcome gifts). Email is optional for walk-ins.

Source field now includes Email alongside Groupon, GetYourGuide and the rest.

Deleting products. Products can now be removed from the Products screen.

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Recent additions (October 2026)

Changing a booking. You can now edit a booking instead of cancelling and rebooking it: date, time, tickets and customer details. See Changing a Booking above, and read the part about money.

The Penderyn Club. Member records, membership codes and welcome gifts now live in the Club screen. The welcome gift is no longer a voucher code: it sits on the member's account and comes off automatically when they book.

Walk-in prices. A walk-in used to come out free when a ticket had no door price set, which is every ticket at the moment. Walk-ins now fall back to the online price. If walk-ins are meant to cost more than booking ahead, set a door price on each ticket type under Products.

Tour prices are per site. Swansea tours cost more than Brecon and Llandudno, and the shop now charges the right price for each.

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Questions or something not behaving as described? Contact Vindico Labs.