Vinwell

Vinwell lives at vinwell.pages.dev. Set it up once and it opens like any other app.

1. Open vinwell.pages.dev in Safari on your iPhone.
2. Tap Share, then Add to Home Screen, then Add. Always open Vinwell from this icon, not a Safari tab.
3. Sign in with the email and temporary password your admin gave you.
4. Leave Keep me signed in on this phone ticked. Untick it only on a shared device, like the bar iPad.
5. Go to Account and type your name under Your name, then Save name. Your name appears in History, Wastage and Tasks.
6. Still in Account, change your temporary password under Change password.

To stay signed in for good, use the home-screen icon. iPhone can clear sign-ins for Safari tabs you haven't opened for about a week.

The bar along the bottom has four sections. Inventory is where all stock work happens, split into six tabs across the top.

Filters in Inventory and Count: Out of stock (counted at 0), Not counted, By the glass, 86'd (off the list for now) and Needs checking (notes starting with "Check").

All counting happens in Inventory → Count. Nothing is shared with the team until you tap Save count.

1. Start a new count (once per stocktake, usually by the person leading the count). It moves last time's closing figures into opening and clears the counts. Tap it twice to confirm.
2. Choose a layout.
   • Tiles: every wine on one screen. Use the location chips (for example Cellar, Bar fridges) to choose where you're counting, then use − and + on each wine.
   • Single: one wine at a time with big buttons. Each location has its own row, and the total updates underneath. Use Back and Next to move through, and the category chips to jump.
3. Count. Full bottles go up and down one at a time. Wines sold by the glass go in quarters, so an open bottle can be counted as ¼, ½ or ¾. In Single, by-the-glass wines also have glasses left buttons: tap how many glasses are left in the open bottle and Vinwell works out the fraction from the glass and bottle size. You can always tap the number and type it.
4. Save count. The bar at the bottom shows Unsaved changes until you do. Save every few minutes on a long count.

Two people can count at the same time, for example one in the cellar and one at the bar. Each person's saved counts appear on everyone's phone within seconds.

86'd: anyone can tick 86'd (off the list for now) on a wine in Count, for example when the last bottle has gone. It shows on the Inventory and the manager list until someone unticks it.

• Order list: every wine counted at 0, grouped by supplier. Each supplier has its own Copy button, so you can paste straight into a message to that merchant; add how many bottles after each ×.
• Wastage: tap Log wastage, pick the wine, how much (a whole bottle or part of one) and why: corked, returned, oxidised, broken or other. Corked bottles are marked to claim back from the supplier automatically. Under To claim, tap Copy claim to send the supplier a list, then Mark claimed once they've credited it.
• Stocktakes: after a full count, tap Save a snapshot now. Each snapshot keeps that day's counts so you can compare weeks and see what was poured.
• History: every saved change shows who made it and when, including wastage. Use the filter box to find one wine or one person.
• Excel: in the Inventory tab, tap Export Excel. You get a branded stock sheet with vintage, size, a column per location, the total, the value and an Out / In stock status, ready to email or print.

Open any wine to see its details. Admins fill them in; everyone can read them.

• Producer, wine, vintage: when a new vintage arrives, update the Vintage field (and the cost if it changed). History keeps the old vintage. Write NV for non-vintage.
• Size: for example 75cl, 37.5cl, 150cl or 3L for bag-in-box. It's used for glasses-left counting.
• By the glass: tick it, then set the glass size (for example 125, 175 or 250 ml) and the glass price.
• Bin: the bin number on your wine list, so the team can find the bottle fast. Search finds bins too.
• Supplier: used to group the order list and corked claims.
• Coravin: tick it for wines poured by Coravin, so the team knows not to open the bottle.
• GP (gross profit): worked out from the menu price with 20% VAT taken off, against the cost per bottle (ex VAT). Bottle GP uses the bottle price; glass GP uses the glass price and the glass's share of the bottle cost.

Open any wine to see How does this wine taste?: its grape, the main flavour notes, four taste scales and what it pairs with. Use it to talk a guest through a wine or to pick a pairing.

• Flavour cards: swipe sideways. Each card is a family of notes, like Oak, Vanilla, Tobacco for oak.
• Taste characteristics: where the wine sits between soft and acidic, dry and sweet, smooth and tannic, light and bold. The bolder word is the side it leans to.
• Pairs great with: the dishes it suits. You can search for a pairing too, for example type lamb or oysters, or a note like vanilla.
• Admins tap the pencil to change it: drag the scales, tap notes and pairings on or off, then Save taste profile. It's shared with everyone straight away.

Tasks holds the bar's checklists. Everyone sees the same lists live, and every tick shows who did it and when.

• Today shows Opening and Closing with how much is done, the weekly count when it's due, the manager list, and any weekly or monthly job that's due. Tap a list to open it.
• Tick a task by tapping its box. Tap again to untick (only you or an admin can untick your tick). Add note records anything worth knowing, like "Sancerre delivery short by 6".
• Wine fridge temperatures: type each fridge's reading. The task ticks itself once every fridge has a reading. Anything over the limit (10 °C to start with) turns red; add a note on what you did about it.
• Deadlines: opening and the morning temperatures are due by 12:00. After 12:00 the morning check can't be filled in: temperatures then go in the closing check, due by 23:59.
• The day runs from 05:00 to 05:00, so a late close still counts as that night.
• Weekly stock count is due on Monday at opening. It ticks itself as soon as anyone saves a count; Count takes you there.
• Tell the manager builds itself from the latest count: wines at 0 are Out, and so is anything marked 86'd. Add anything not counted by hand.
• Send to manager: at the bottom of Opening and Closing. It opens your share menu with a short summary: done or not, who did it, temperatures, notes, and what's out or low.
• Weekly and Monthly jobs show on their day and stay until they're done. A red number on Tasks means something is late or overdue.
• History shows any past day. PDF record: choose the days and tap Make PDF for a temperature log and every checklist, then share or save it. Vinwell doesn't keep the file.
• Admins can open a list and tap Edit list to add, change, reorder or remove tasks, set a deadline, mark a task critical, or make it repeat weekly or monthly.

The database itself enforces these rules, not just the app.

• Save often. Unsaved counts live only on your phone until you tap Save count.
• Log wastage the same night. Corked bottles are easier to claim back while the supplier's rep still remembers the delivery.
• Check the dot at the top. Green Live means changes reach everyone. If it says Offline, keep counting and save when you're back online.
• Shared device? Untick Keep me signed in when signing in, and sign out from Account when you're done.
• Forgotten password? Ask an admin to reset it.
• App looks out of date? Close it fully (swipe it away), then open it again.
• A wine is missing from the list? Ask an admin to add it, with the producer, name and vintage on the label.
• Admins: download a full backup from Account once a week and keep it somewhere safe.