Admin Guide

Categories and Products

• Create categories, then products: name, price, description, category and sort order.
• Stock is optional — "Track stock" enables a units count that sells down and blocks overselling; "Not tracked" never runs out.
• Tax rate: leave blank to use the site rate, or set a per-product rate (0 for zero-rated goods).

Product pictures — three ways to create one, without leaving the page

The picture block sits inside the product form. Whichever way you choose, the result lands in the Image URL box and is kept when you press Save Product — no design tool, no separate download, no other website needed.

• 1. Upload a file. Your own photo or packshot. It is checked, resized to fit (never stretched larger), and stored on your website. Costs nothing.
• 2. Create with AI. Describe the image you want — "a blue ceramic mug on a light wooden table" — and one is generated on the spot. Uses a small amount of your AI credit per image (the button shows the cost), so it is there whenever a product has no photo yet.
• 3. Search free stock photos. Type a keyword, browse real photographs from a licensed library, and import the one you like — free. The photographer's credit is stored with the picture and your storefront shows "Photo by … on Pexels" under the product automatically, which is what the licence requires — you never have to manage attribution yourself.

Every picture you have used stays in the shop's own image library — a thumbnail strip in the same block — so a returning product can reuse an image with one click. A source that is not set up for your site simply does not appear; WebMaster can switch sources on.

Shipping — delivery options

• With no options here, the shop charges no delivery and asks for no address. Adding the first option is what turns delivery on at checkout.
• Each option has a price, an ETA the customer sees, an optional free over threshold, and an optional country list (blank = deliver anywhere).

Discounts — codes

Create codes with a value and an optional use limit. A redemption is only counted when an order is paid — someone typing the code and walking away costs a limited campaign nothing.

Orders — Sales and Abandoned

• Sales lists completed orders. Expand a row for line items, the payment reference, and refunds.
• Refunds are by line and quantity, never a typed amount. Pick how many of each item to refund, whether to refund delivery, and whether to put stock back — the system works out the exact amount, including that line's share of any discount and tax.
• Abandoned lists checkouts that were started but never paid — who, when, and what was in the basket. It is read-only; each basket shows where it is in the recovery process (recent → nudge due → nudge sent, or "payment pending" while a card payment is still being confirmed).

Diary — the bookings

The day-by-day view of what has been booked, against which service and resource. This is the tab you live in day to day; the others are setup.

Services — what can be booked

Each service has a name, a duration and a price. Customers pick a service first; only services listed here appear on the booking page.

Resources — who or what serves it

Staff members, rooms, chairs, courts — whatever a booking occupies. A time slot is offered only while a resource is free.

Opening hours and Closures

• Set bookable hours per weekday — or copy from business opening hours (set in CRM → Business) and adjust.
• Closures are exceptions: holidays, maintenance days. A closure removes those days from booking without touching the weekly pattern.

Diary — the hires

• Everything going out and coming back, with the customer and the price. This is the tab you live in; the others are setup.
• Mark a hire Handed out when it leaves and Back when it returns. Anything past its return date and not yet back is highlighted, and counted in the overdue tile at the top.
• Move changes the dates and re-prices the hire; Assign swaps which one of your units it goes out on. Both refuse if that would clash with another hire.

Items — what is for hire, and what it costs

• An item is what a customer picks and what carries the money — "City bike", "Meeting room". Give it an hourly, daily and weekly rate, then say which one it is charged by.
• You do not have to work out the price breaks. Set the rates and a longer one is used automatically whenever it is cheaper for the customer — six days at $45 becomes one week at $250, and the quote says so. Nobody ever pays more for hiring longer.
• Part of a period counts as a whole one, as at any hire counter. Minimum hire raises the bill; maximum hire caps how long they may keep it.
• Payable to book takes a card up front and holds the item for 30 minutes while they pay; leave it at 0 and they settle when they collect. Turnaround is the gap you need after each hire for cleaning or checking — nobody can book into it.
• Confirm each request myself means a hire arrives as a request and is not theirs until you approve it in the Diary.

Fleet — the actual things

Five identical bikes are five rows here, so you know which one went out. A hire always takes exactly one, and one thing can only be in one place at a time. To take something off the road, untick Active — it stops being bookable and keeps all its history. An item with nothing on the fleet cannot be hired at all.

Hire hours and Closures

• Hire hours are when something may be collected and brought back — both ends are checked, so if you are closed on Sunday nobody can arrange to return a kayak on Sunday. Set them per weekday, or copy from business opening hours (set in CRM → Business) and narrow them.
• A closure blocks new hires — for the whole business over a holiday, or for one unit that is in for repair. Hires already inside a closure are not cancelled; you are told how many clash and you decide.

What the customer gets

• A confirmation email with a calendar invitation, so the hire sits in their own diary with their own alarm on it — and a link to change the dates or cancel themselves, up to the cutoff you set.
• If anything changes, their calendar changes too. Move a hire and their entry moves; cancel it and the entry disappears. They are never left with an old date sitting in their week.
• Two reminders, each optional: one before pickup, and one before it is due back. The second is the one that gets things returned on time. Set the quiet hours in Webmaster → Settings if you would rather they never go out overnight.

Building a form

• New form, then Add field for each question: text, email, choices, and more. Mark fields required as needed and save.
• After submitting sets what the visitor sees or where they are sent once the form goes through.
• Advanced: the JSON view lets you paste or adjust a whole form definition at once (Apply JSON).

Format — how the visitor sees it

The Format picker on the form's identity card chooses the presentation, without changing the form itself:

• All fields at once — the classic single page.
• One question at a time — a step-by-step flow with Back and Next, a progress bar, and one final Send. Good for longer forms: one question on screen keeps people moving. Section headings become the introduction to the question that follows them, and questions with a “show if” condition are skipped automatically when they don't apply.

Walkthrough — create a one-question-at-a-time form

1. Open Forms Admin and click New form.
2. On the identity card: give it a Name and a Slug (lowercase letters, digits, hyphens — it goes in the public URL), set Format to One question at a time, leave Access on Anyone with the link, and keep Active ticked.
3. Add field for each question — each input field becomes one step, in the order listed (reorder with the arrows). A section field is not its own step: its text introduces the question after it. A field with a “show if” condition only appears when its answer applies; otherwise the step is skipped and the count adjusts.
4. Optional: set CRM mapping (map an email field so submissions create contacts) and the After submitting message.
5. Save form — it is live immediately, no deploy needed. Visitors open it on the Forms page at ?f=<slug>.

The visitor sees one question per screen with Back and Next, a progress bar, and Enter to advance; the last question's button reads Send, and the whole reply is checked again on the server at that one final submit.

Access — public, or invitation only

The Access picker decides who can submit:

• Anyone with the link — the normal public form.
• Email invitation only — save the form and an Invitations panel appears. Paste email addresses and/or pick a CRM list and Send invitations: each recipient gets a personal single-use link by email. Only those links can open and submit the form, so the form needs no email field — every reply is logged under its recipient's address and CRM contact automatically. The panel shows who has been invited and who has submitted; Re-send issues a fresh link (for another round), Remove revokes one. Invitation-only forms never appear in the public form list.

CRM mapping — submissions become contacts

Map form fields to CRM fields (email, name, your custom fields) and every submission creates or updates a contact automatically — so the people who write to you are already in the CRM when you want to follow up.

Reading the answers

Submissions are listed per form, newest first, and Export CSV hands the whole set to a spreadsheet.

Orders — the queue

Everything that has come in, earliest wanted time first, with the customer, their add-ons and any note. Move an order along as you work it: Start → Ready → Done. Each row says whether it is paid or still to collect. An order still paying by card never appears here — it only becomes an order once the payment clears.

Menu — categories and items

An item has a price, an optional picture, and belongs to one category. Two fields are worth knowing:

• Extra preparation — minutes this one item needs beyond your normal preparation time. A cake at 1440 pushes any order containing it a day out; a coffee stays at zero.
• Tax rate override — leave it blank to use your site rate. Type 0 only for something genuinely zero-rated. Blank and 0 are deliberately different.

Deleting a category hides its items rather than destroying them, and deleting an item never changes an order already placed — every order keeps its own copy of what was ordered and what it cost.

Add-ons — the questions you ask about an item

An add-on group is a question — Size, Milk, Extras, Sugar level — and its type is how it may be answered:

• Choose one — exactly one option. Size, milk.
• Choose any — tick as many as you allow. Toppings, extras.
• Choose how many — a count per option. Extra shots.

Build each group once and tick it on every item that offers it — “Size” is written once and used by every drink. An option can add to the price, or subtract from it for a smaller size. Mark a group required and the customer cannot add the item without answering it.

Ordering hours and Closures

• Hours are the times an order can be collected or delivered — usually narrower than your doors being open. A row can apply to collection only, delivery only, or both, so Sunday can be delivery-only.
• Copy from business opening hours takes what you entered in CRM → Business as a starting point, then adjust.
• A closure blocks a date range. Orders already taken inside it are never cancelled behind your back — you are told how many clash so you can call those customers.

Settings — delivery, tax, payment, timing

• Offer delivery is one switch: off, and the delivery choice, the address form and the delivery charge all disappear. Set a charge, a free-delivery threshold, a minimum order and an area note.
• Tax — one rate you set, its name (Tax, VAT, GST), and whether delivery is taxed. It is a rate you choose, not one worked out from the customer's address, and it is not tax advice.
• Payment — card at checkout, paying in person, or both. Card needs Stripe keys on the site; without them the option stays off however this is set, and the page says so.
• Times — preparation time, how often a slot falls, how far ahead people may order, whether “as soon as possible” is offered, and a ceiling on orders per slot so a rush cannot bury the kitchen.

The promotional email box

Checkout carries one tick box, never ticked for the customer, whose wording you set in Settings. Ticking it is what puts someone on your marketing list — placing an order on its own never does. Everyone who orders still becomes a contact in the CRM.

Class-types — the course tree

• A class-type can sit inside another, three levels deep at most — for example Photography → Studio lighting → Studio strobes.
• People can enrol in this one is what makes a class-type buyable. Clear it and the class-type becomes a heading that only groups the ones inside it, with no price and no enrol button.
• The price is set here and nowhere else. A price of 0 on a buyable class-type means free: the student gives an email address and is let straight in, with no card.
• Show it on the classes page hides a class-type from visitors without deleting it, and without taking it away from anyone who already paid.

Lessons — the videos, audio and handouts

• Each lesson belongs to one class-type and is a video, an audio recording, or documents only.
• The recording is either a file you upload (.mp4, .webm, .mov for video; .mp3, .m4a, .aac, .ogg, .wav for audio) or a link you paste — a YouTube or Vimeo embed URL, or a direct link.
• A lesson has one recording. Uploading replaces a link, and saving a link deletes an uploaded file. Save the lesson first, then upload.
• Large files are sent in pieces with a progress bar, so a long video is fine. Press Stop to abandon one; nothing is saved until it completes.
• Downloadable documents are added per lesson — upload a PDF, Word, Excel, PowerPoint, text, CSV, ZIP or image file, or add one by link. Save the lesson first; documents attach to a lesson that exists.
• An uploaded handout is stored privately, exactly like an uploaded recording, and only people who have paid can download it. Replace file swaps one over; saving a link on a document deletes its uploaded file.
• Published hides a lesson from students while you finish it.

Questions — what students ask, and your answers

Students can ask a question on any lesson they have access to. They arrive here oldest first, with the ones still waiting at the top, and you are emailed when one comes in. Writing an answer emails it to the student and puts it on their own lesson page.

Enrolments and Who has access

• Enrolments is the money: who paid, for what, and when. A row reading pending is a card still in flight, not a sale.
• Who has access is the list of places. Use Give access to let somebody in without a payment — a comped student, or an enrolment that went to the wrong address. Leave Expires empty and the place is permanent.
• Remove takes the place away and keeps the order. Refund the money in Stripe; the receipt stays as a record of what happened.

Locales — which languages

Add locale to introduce a language, then activate it when its translation is ready. One locale is the default the site falls back to.

Translate — the editor

• Every translatable text appears as a row: the original beside its translation in the locale you are working on. Coverage shows how much is done.
• Untranslated rows fall back to the default language — an incomplete translation shows mixed languages, never a gap.
• Export CSV hands the rows to an outside translator; Import CSV brings the finished file back in one step.

Claude assist — settings and credit

• Edit settings holds the AI configuration for this site — including the "Email marketing" group with the click and open counting switches. Values are stored per site.
• Credit: the balance the site's AI features spend from. Adjust (USD) tops it up or corrects it, with a reason; Recent movements is the ledger of every charge and adjustment.
• Usage and margin shows what was spent today and how usage relates to what the customer is charged. Sweep stranded releases charges left behind by interrupted jobs.

Usage limits — the monthly allowance

• Usage limits shows what the site has used since the 1st, and what spent it, for each of the three meters: transactions (a completed order, booking, hire or enrolment), emails (every message the site sends, receipts and campaigns alike) and class views (a lesson opened by a member).
• The ceilings are set in Edit settings under Usage limits — 100 transactions, 100 emails and 300 class views a month unless changed. 0 means no limit.
• Raising a limit takes effect on the next request; nothing needs restarting or clearing.

Scheduler — the background jobs

The timetable of everything that runs unattended: appointment reminders, campaign sending, basket-recovery emails, payment reconciliation, clean-up sweeps. Run now triggers a job immediately instead of waiting for its slot — useful when testing.

Mail feedback webhook

The connection that lets the mail service report bounces, complaints and unsubscribes back to the CRM's Deliverability tab. Re-check verifies it is wired up; Provisioning sets it up.