Documentation

# Configuring Settings

Settings control system-wide configurations for your brewery workspace. Only administrators can view and edit settings.

# User Management

# Adding Users

  1. Only administrators can invite new users
  2. Click ADD USER to send an invitation email
  3. New users set up their account through the invitation link
  4. The first user who creates a brewery workspace is automatically an administrator

# User Roles

There are four user roles with different access levels:

User Role Production Data Sales Data Reports Settings
Viewer View View No Access No Access
Contributor Edit Edit No Access No Access
Manager Edit Edit View No Access
Admin Edit Edit View Edit

Need custom access controls? Contact support.

# Business Information

# Basic Details

  • Brewery Name: Display name used throughout the app
  • Legal Business Name: Official name used on tax forms and legal documents
  • Additional fields in this section are used to auto-fill excise tax forms

# Facility Management

# Overview

  • Facilities represent physical or virtual sites, including production facilities, storage locations, and taproom-only sites
  • Each facility can have its own:
    • Production tanks
    • Inventory tracking
    • Sales records
    • Color coding for visual identification

# Setting Up Facilities

  1. Add at least one facility to begin using the system
  2. Assign a unique color to each facility
  3. Colors are consistent across all views and users
  4. You can split a physical location into multiple virtual facilities if needed
  5. Configure default locations where applicable to reduce repetitive source/destination selection in transfer workflows

# General Info

General Info contains settings that apply to every facility or site:

  • Facility name and abbreviation
  • Facility appearance
  • Street address, city, state, zip code, and county

# Production Operations

Enable Production controls whether the facility participates in production, cellar, inventory, logistics, capacity planning, and compliance workflows.

Production Operations includes:

  • Brewery setup, including ownership, brewhouse, cellar tracking, brewhouse size, and volume units
  • Inventory locations
  • Logistics settings for bills of lading
  • Compliance settings, including TTB and state license details where applicable
  • Capacity planner assumptions when the facility has a brewhouse

For a taproom-only site, leave production disabled.

# Taproom Operations

Enable Taproom Operations when a facility or site operates a taproom or services linked taproom/POS locations.

Taproom Operations has three main areas:

  • POS Data Extraction: read-only status from Square Integrations. Square location ingestion and facility mapping are configured in Settings -> Integrations.
  • Auto POS Depletion: creates taproom consumption movements from POS data. This is only available when POS extraction is enabled for a linked Square location.
  • Sales Order Linkage: use this when the taproom also receives retail/self-distribution sales orders. Select the taproom customer so combined sales reports can exclude duplicate retail orders when POS is the reporting source.

Sales Reporting Source is automatic when only one source is active:

  • POS extraction only: POS data is used.
  • Sales order linkage only: retail orders are used.
  • Neither source: the taproom is excluded from combined taproom sales reporting.

If both POS extraction and sales order linkage are active, choose the authoritative source for combined sales reporting. Explicit POS and Retail Order report views remain available for audit and reconciliation.

# Cellar Tanks

# Tank Types

  1. Fermentation Tank: Fermentation only
  2. Unitank: Can be used for fermentation or as a brite tank
  3. Brite Tank: Brite tank only

Note: When scheduling batches, only tanks with sufficient capacity are selectable.

# Cellar Maps

Each facility has a customizable tank map:

  1. Layout is displayed as a top-down grid view
  2. Edit mode allows tank position adjustment
  3. Use arrows to move tanks up, down, left, or right
  4. Map width is limited by page size; height is unlimited

Tips for optimal layout:

  • Consider rotating layout 90° if map is too wide
  • Vertical layouts often provide better readability
  • New tanks are auto-placed in the first open position to avoid overlap by default
  • Use Revert Layout in Cellar Maps to discard unsaved map changes

For full workflow details, see Cellar Operations.

# Beer Group Management

# Purpose

Beer Groups provide visual organization through:

  • Custom color coding
  • Grouping similar beers
  • Consistent visualization across views

# Configuration

  1. Create custom grouping rules
  2. Beers are assigned to the first matching group
  3. Groups can be based on:
    • Beer names
    • Beer styles
  4. Unmatched beers go to "OTHER" group

# Best Practices

  • Place name-based rules before style-based rules
  • Remember that styles are user-defined
  • Consider your reporting needs when creating groups
  • Colors are used in calendar views and reports

# Workflow Management

Workflows allow administrators to define Task Templates that generate tasks on a schedule. Use Settings -> Workflows to configure:

  • Trigger collections and reference dates
  • Creation offsets and overdue timing
  • Owners and Slack notifications
  • Record conditions and related record checks

See Workflows and Tasks for details.

# Other Items

"Other items" are invoice or bill line items for anything other than brewery-produced beer. This includes deposits, discounts, and beverages (including beer) that are bought and resold by the brewery, but not produced by the brewery.

# Types of Other Items

Deposit, Discount, Distributor Buy Back, Distributor Billback, Freight, Non-Beer Sales Item, Other

# Flexibility of Other Items

You can choose how to setup your other items to fit your needs. If you want more detailed tracking of these items, you can setup individual items for each item you sell or buy. Or, if you want to group items into more general categories, you can setup category items, select "Ask for item description on invoices", and the item on the invoice will link to the category item, and you can add more specific information in the description for item on the invoice or bill.

# AI tags

# Keg Sources

Keg source settings identify ownership/source for keg-shell related tracking.

  • Keg sources are configured as objects (for example with code and label)
  • Codes are used in compact operational inputs
  • Labels provide user-friendly display text
  • Keg source metadata is captured in packaging workflows and can flow into inventory records where relevant

# Permissions notes

Role-based access remains the primary permission model. Additional feature-level permissions are being introduced for selected modules (for example financial planning tools), while admins retain full access.

← Workflows and Tasks →