00:00:00.000 — SHA Christmas Fair Welcome to the Shrewsbury House Association Christmas fair website. This tour covers the parent journey and committee tools. Everything shown uses sample information. No real money is taken. 00:00:15.625 — Choose fair entry Parents choose the younger or older wristband and add it to their basket. Each cohort has its own price, year groups and included activities. 00:00:27.625 — Book Santa’s grotto The grotto is booked separately from entry. Parents see the two visit windows, sample availability, price, proposed closing date and waiting information. 00:00:40.125 — The right time and gift Enter each child's first name, choose their year or age group, then choose a window. Here, Demo Sam is in Year Two, with a blue gift and the later window. 00:00:53.000 — Browse the Christmas shop The shop brings Christmas food, take-home activities, wrapping paper and cards into one catalogue. Category buttons and year filters help parents find what they want. 00:01:06.792 — Wrapping paper by year Each year has its own wrapping paper design. These are fictional portrait mock-ups. The committee can replace them with the school's approved photographs. 00:01:19.001 — Reception through Year Eight The wrapping paper range covers Reception through Year Eight, with a separate product for each year. Stock and prices are managed individually. 00:01:30.918 — Find your year group Selecting a year narrows the catalogue to the matching products. Parents can return to all years or choose another category. 00:01:41.543 — View and add View and add opens the product photograph, description, price and pack information. Parents review the details before adding it to their basket. 00:01:53.460 — Choose the quantity Parents choose their quantity in the product view. Available stock is checked centrally when the order is created, protecting against overselling. 00:02:05.085 — Christmas cards Christmas cards have their own image and product details. The displayed artwork and prices are samples, ready for the committee's final decisions. 00:02:17.377 — Christmas food Food products, including the Christmas pudding, use the same product and stock controls. Final sizes and prices still need confirming. 00:02:29.086 — Take-home activities Take-home activity kits can also be added to the same order and collected at the fair. Their final contents remain editable. 00:02:40.128 — Choose raffle numbers The raffle board lets parents select available ticket numbers and see the price. Up to ten numbers can be selected at a time. 00:02:51.045 — Browse the number board Page controls browse larger number ranges. The board shows claimed and paid totals and disables unavailable numbers. The selector supports separate raffles when configured. 00:03:05.879 — Try a sample draw See a sample draw demonstrates the slower winner reveal. This preview does not close shared ticket sales or create a real raffle winner. 00:03:17.129 — The sample winner The fictional winner appears after the reveal. The real committee draw is a separate action with its own safeguards. 00:03:26.838 — The official committee draw The official draw warns that it closes sales and saves the result. We have not confirmed that action. Real raffle sales still require approved arrangements. 00:03:40.047 — One basket for everything Entry, grotto visits, shop items and raffle tickets share one basket. Parents can increase or reduce product quantities, remove lines and review the estimated total. 00:03:54.672 — Create a booking Checkout collects the parent's name and receipt email, with privacy acknowledgement. The service confirms the actual price and availability before creating the order. 00:04:08.256 — Staff grotto entitlement The staff-code field supports the agreed grotto benefit. SHA-DEMO is available only for this preview; it does not authorise real bookings. 00:04:20.881 — Free grotto, paid entry The sample staff code makes the grotto visit free while the wristband remains payable. The visit still reserves a place and the correct gift. 00:04:32.215 — Cancel an unpaid order Unpaid orders can be cancelled. The confirmation explains that reserved stock and places will be released, and cancelled bookings cannot be collected. 00:04:44.715 — Pending is not paid A pending booking has a QR and a total, but its collection controls are disabled. A QR identifies the order; it is not proof of payment. 00:04:57.215 — Preview payment only For this demonstration, we explicitly simulate a payment. No card is charged and no real money reaches any account. 00:05:07.132 — Your QR ticket The confirmed sample ticket shows its QR, total and short booking reference. Parents can copy the private receipt link or print the ticket. 00:05:18.674 — See each entitlement The checklist shows each item separately, including entry, gift colour, grotto time, products and raffle numbers. Our sample order starts with six items remaining. 00:05:31.924 — Tick after handing over After handing over the wrapping paper, the volunteer ticks that individual item. It leaves the remaining list and the count falls from six to five. 00:05:44.008 — Reopen the same QR Opening the same booking in another tab shows the saved update: five items remain. Later scans read the shared record, rather than starting a new checklist. 00:05:57.717 — Collection history Collected items are kept in the history, with a collection time. This helps volunteers see what has already been handed over. 00:06:07.967 — Correct a mistake An accidental collection can be undone with a reason. In this isolated sample, we record why the pack should return to the remaining list. 00:06:20.009 — Restore the item After the correction, the item is available again. Real collections require an authorised volunteer; only preview orders allow the public to try these controls. 00:06:33.801 — Entry check-in Volunteers can mark entry as checked in. Arrival and individual item collection are separate, so handing over products can continue throughout the fair. 00:06:46.551 — Phone-friendly tickets Parents can show the QR on their phone. The receipt layout also adapts to narrow screens, with the same booking details and collection record. 00:06:58.385 — Printed tickets work too A printed ticket carries the same private booking link. Scanning it still opens the current record, including any later collection changes. 00:07:09.760 — Event information Event information explains booking and collection, privacy and the essential committee sign-in cookie. Final contact and privacy wording remain committee decisions. 00:07:23.677 — Reception purchase poster The reception poster lets visitors scan a QR to open the website. Its print control supports a physical poster, with directions for people needing help or paying cash. 00:07:37.844 — Individual committee accounts Committee members sign in with their own accounts. Their roles control what they can see and change. The following demonstration uses an isolated copy and fictional committee data. 00:07:52.719 — Maintain the catalogue The catalogue lists products, prices, available stock, visibility and approval. Products can remain drafts until SHA approves the real-sale details. 00:08:06.344 — Edit product details Edit a product's name, category, year, collection unit, description, price and stock. Here we enter a sample price and inventory locally. 00:08:17.928 — Upload approved photographs Choose an approved product photograph. The website resizes it and shows a preview. Visibility and approval are separate controls. 00:08:29.012 — Save a shared product Saving updates the shared catalogue. Existing orders retain their original item details and prices, rather than being rewritten by later edits. 00:08:42.179 — Add new products Add product uses the same editor for new items and variants. The stock export provides a downloadable catalogue report. 00:08:53.096 — Launch readiness The readiness checklist shows what still needs configuration or approval. A checkbox alone cannot make a payment account or email service operational. 00:09:06.013 — Event and support settings Event settings control the date, opening hours, venue, shared support address and preview or test mode. Real sales remain gated. 00:09:17.388 — Configure entry cohorts Wristband rows define each cohort's years, price and included activities or tokens. Committee approval controls their use for real sales. 00:09:29.930 — Grotto price and total capacity The grotto settings control price, total capacity, exact closing time and waiting information. These settings are separate from the entry wristbands. 00:09:42.639 — Gift groups and colours Age groups have editable names, eligibility, gift colours and optional limits. This supports the right gifts without treating gift colour as a time slot. 00:09:55.306 — Time windows and Santa breaks Each time window has a start, end and capacity, with Santa's breaks recorded. The server enforces the booking limits. 00:10:05.556 — Staff booking rules Staff settings control the grotto entitlement and maximum code uses. Free visits still consume capacity and gifts, and do not bypass closing time. 00:10:18.806 — Raffle configuration Raffle settings cover boards, prizes, ticket prices, capacity, closing time and reveal delay. Legal arrangements and payment-provider acceptance have separate approvals. 00:10:33.431 — Privacy and email settings Privacy and email settings define the sender, reminder timing, responsible organisation and approved retention date. Automatic cleanup also requires the configured scheduled service. 00:10:49.431 — Save agreed settings Save event settings applies the agreed changes centrally. The system checks for competing edits and prevents reducing capacity below existing held or paid bookings. 00:11:03.806 — Find an order The order list searches the complete ledger by reference or customer and filters by payment status. Page controls browse larger lists. 00:11:15.765 — Order details and receipts Details show the order's items and total, with a link to the collection receipt. Finance users also see refund and confirmation-resend controls. 00:11:28.765 — Refund an unused order Whole-order refunds require a reason. This separate unused sample booking demonstrates the flow locally. No real payment is refunded. 00:11:40.682 — Refund status is recorded The sample order becomes refunded. Used or partly collected orders need finance review. Real terminal refunds must go through the original terminal provider. 00:11:54.599 — Download reports Reports export stock, the full order ledger and grotto gifts grouped by age, colour and window. This table comes from the actual fictional gift-report export. 00:12:07.724 — Confirmation and reminder status Finance can request a confirmation resend, and administrators can process the queue. This preview shows pending configuration. A queued message is not proof of delivery. 00:12:21.891 — Booking email template The confirmation template includes the purchased items, gift colour, visit window, short reference, private receipt link and QR attachment. This is a template preview, not a delivered email. 00:12:37.600 — Grotto reminders A separate reminder template supports grotto visits. Sender-domain verification, the sending account, scheduled dispatch and actual inbox tests are still required. 00:12:51.225 — Shared committee ownership Team access supports individual colleagues, role changes and revocation. The aim is for several authorised people to maintain the site, rather than relying on one person. 00:13:06.017 — Choose appropriate access Invitations offer administrator, catalogue, volunteer, finance, raffle and payments roles. Private invitation links expire and must be shared with the intended colleague. Members can sign out when finished. 00:13:22.976 — Change a committee member’s roles An administrator can change a colleague's roles as responsibilities change. Access is checked on the server as well as in the interface. 00:13:34.560 — Revoke access safely Revoking access has a confirmation step and invalidates the person's sessions. We cancel this example. The last active administrator is protected from removal. 00:13:48.269 — Accept a private invitation The invited colleague opens their private link and chooses their own credentials. Invitations expire and can be replaced. This empty example does not create a new account. 00:14:02.853 — Receiving-account connection The payment page has controls for an existing receiving account or a new one, with card and payout status. These are currently pending; live checkout has not been demonstrated. 00:14:17.270 — The volunteer workspace The welcome desk is a separate staff workspace. Volunteers look up a booking by its short reference or name and open its collection record. 00:14:28.562 — Record a reception purchase The existing reception form records dedicated cash or card purchases after payment. Card entries need a transaction reference. This form does not charge a card or automatically verify SumUp. 00:14:45.354 — Proposed: reserve now, pay at the fair A proposed alternative is an unpaid reservation QR. A volunteer scans it, reads the amount due, takes payment on the approved SumUp machine, then records success and the reference. Only then does collection open. 00:15:03.771 — Keep reservations and payments separate This needs an explicit pay-at-fair mode and agreed reservation rules. Current unpaid holds last about thirty-one minutes. The existing merchant owner must approve event use, and the desks need reliable connectivity. 00:15:21.313 — Other ways to receive payment Other options are payment links from the existing SumUp account, an approved bank transfer with the booking reference, or cash at reception. Each needs payment verification and reconciliation before collection. 00:15:37.938 — Ready to explore with the committee The working preview is available for the committee to explore. Final catalogue details, the authorised payment route and email delivery remain to configure. The earlier demonstration is preserved.