Tea hut: the menu, the till and tabs

The tea hut team, the club's treasurer and club admins keep a menu with prices and allergens, sell from a phone, and let families run a tab that they pay once. Choose Club in the rail on the left, then Tea hut.

Food safety is the club's responsibility. The menu screen and the public menu card carry a line pointing to the Food Standards Agency's allergy guidance.

The menu

1. Choose Add an item.
2. Enter the Name and Price.
3. Tick every allergen it contains, then tick I have checked all 14 allergens for this item. If it contains none, tick only the last box.
4. Add Made by if you want, for example who baked it.
5. Tick On today's menu to sell it today.
6. Choose Add item.

An item can't go on today's menu until its allergens are recorded. Take off today and Put on today switch it for the day; Remove takes it off the menu for good (past sales keep it).

The till

Open the till on a phone: Open the till at the top of the tea hut page. The till is on the website and in the app.

Who can open it: anyone with the tea hut role, the club's treasurer and admins, and anyone on a day's Tea hut rota from an hour before the day starts to an hour after it ends (see Who's on, below).

1. If there's an event today, choose it, so the sales are recorded against it.
2. Tap an item for each one sold. The total updates as you go; Clear starts again.
3. Take it one of three ways:
   • Cash: the sale is recorded straight away.
   • Card by QR: a QR code appears. The buyer scans it with their own phone and pays by card. The sale is recorded once Stripe confirms it.
   • Add to a tab: choose an open tab, or New tab with a name such as the family's surname. Link the family who pays if you want them to see it in the app. A tab can be for any adult at the club, not only a family.

The club pays the card fee on tea hut sales, and there's no Whole Team charge on anything under £5. The till shows tab names only, never a child's name.

Tabs

A tab collects everything a family buys over a match day and is paid as one payment, so five teas are one charge.

• At the till, Open tabs lists each tab and its total. Choose Settle in cash or Settle by QR.
• A family linked to a tab sees it on their Family page, line by line, and can pay it there in one go.

Not mine

If a line on a tab isn't theirs, the family chooses Not mine beside it, then Tell the treasurer this isn't yours. The line leaves what they owe straight away and waits under Disputed on the Tea hut page. The treasurer either moves it to the right tab, where it is owed, or cancels it. A cancelled line stays in the record and in no total.

Families accept tab items

This is off unless the treasurer switches it on, under Families accept tab items on the Tea hut page.

• Off: a sale onto a family's tab is owed at once.
• On: each sale onto a family's tab waits for them to choose Accept in the app. With no answer in 24 hours it is owed anyway, marked not answered. The Tea hut page lists what is waiting and what was not answered.

A family can still say Not mine to an item that is waiting.

Who's on

The tea hut's rota is on the Tea hut page, under Who's on.

1. Tick Tea hut on every home day and enter how many People each day needs.
2. Choose Save.

Every home match gets a Tea hut slot for that many people, now and as matches are added. Switching it off again removes only the slots nobody has signed up to. With it off, choose Add Tea hut to this day beside any day.

Each coming home day is listed with who has put their name down. On a day someone is on the rota, the app's Home shows them a Tea hut tile to open the till, from an hour before to an hour after. People › Volunteers lists every coming day's rota, the short ones first. See the volunteer rota.

The public menu card

Every club has a menu card anyone can open without signing in, at /m/ followed by the club's name, for example www.wholeteam.co.uk/m/walk-rovers-fc. It shows today's items, prices and allergens. Put the link or a QR code on the hatch.

Good to know

• Card payments need the club's Stripe account to be set up (see Payments). Until then take cash.
• The screenshots were taken on a test club.

The till in the app, and today at the hatch (DS-50, 18 Oct 2026)

The tea hut team take money on their own phone: cash, card by QR, or a family's tab. Every sale lands here and in Money › All payments as Tea hut.

1. Order the menu. On Club › Tea hut, use Move up and Move down. The till in the app shows the menu in this order; the phone never changes prices.
2. See today. Under Today: what came in by cash and by card, what went on families' tabs, and each sale with its time, items, total and state (Paid, Owed, Waiting for the card, Not taken).
3. Chase a tab. A family's tab still open after a week appears under Tea hut tabs on Money › To chase. The family sees it in their Payments with a Pay button.