Storefront POS

The Storefront POS (Point of Sale) is an admin tool for managing member credit balances and processing inventory sales. It combines credit management for both FYBIT and Volunteer credit systems with quick product sales from inventory.

Permission required: admin_pos or admin_subscriptions

Accessing the POS

The Storefront POS is found in the Admin Portal sidebar under the barcode icon. It opens a single-page interface focused on looking up members and managing their credit balances.

Finding a Member

Type a member’s name, username, or email into the search bar. Results appear in a dropdown as you type (up to 20 matches).

Each search result shows:

Detail	What It Shows
Avatar	Initials-based avatar with the member’s first and last initials
Name	Full name
Email	Account email address
Account status	ACTIVE or INACTIVE

Click a result to select that member and load their credit information.

Credit Types

Once a member is selected, you can toggle between two credit systems using tabs:

FYBIT Credits Volunteer Credits

FYBIT Credits

FYBIT credits are the primary spending currency in the FundedYouth ecosystem. Members earn them through credit pack purchases, monthly subscriptions, and volunteer credit redemptions. They spend them on session bookings.

Volunteer Credits

Volunteer credits are earned by completing volunteer shifts. The amount earned is calculated as hours worked × credits per hour (configurable in Volunteer Settings). Volunteer credits can be redeemed (converted) into FYBIT credits.

Viewing a Member’s Balance

After selecting a member, the POS displays:

Current balance — Large number showing the selected credit type’s balance
- Green when positive
- Red when negative or zero
Recent transactions — The last 10 transactions for the selected credit type, sorted newest first

Frozen Wallets

If a member’s FYBIT wallet is frozen (because their membership is inactive), a blue warning banner appears:

❄️ Wallet is frozen — membership must be active to adjust credits.

No credit adjustments can be made while the wallet is frozen.

Recent Transactions

The transaction list shows the 10 most recent entries for the selected credit type. Each transaction displays:

Detail	What It Shows
Icon	Color-coded icon indicating the transaction type
Type badge	Label identifying the transaction category
Date	When the transaction occurred
Description	Reason or details for the transaction
Amount	Credits added (+10) or deducted (-5)
Balance after	The member’s running balance after this transaction

FYBIT Transaction Types

Type	Direction	What It Means
PACK PURCHASE	+	Member bought a one-time credit pack
PACK MONTHLY	+	Monthly subscription credits were deposited
SESSION SPEND	−	Member booked a session
NO-SHOW PENALTY	−	Member missed a session and was penalized
ADJUSTMENT	+/−	Admin manually adjusted the balance (via POS)
DISCARD	−	Admin removed credits
REFUND	+	Credits returned from a cancelled session

Volunteer Transaction Types

Type	Direction	What It Means
HOURS EARNED	+	Credits awarded for completing a volunteer shift
NO-SHOW PENALTY	−	Penalty for missing an assigned volunteer shift
REDEMPTION	−	Volunteer credits converted to FYBIT credits
ADJUSTMENT	+/−	Admin manually adjusted the balance

Adjusting Credits

The credit adjustment form lets admins add or deduct credits from a member’s balance. This works for both FYBIT and Volunteer credits depending on which tab is active.

How to Adjust

Select a member using the search bar
Choose the credit type tab (FYBIT or Volunteer)
Enter the amount:
- Positive number to add credits (e.g., 10)
- Negative number to deduct credits (e.g., -5)
Enter a reason (required) — describe why the adjustment is being made
A preview box appears showing:
- The adjustment amount
- The resulting new balance
Click Apply Adjustment

After clicking Apply Adjustment, a confirmation modal appears with:

Current balance → adjustment amount → new balance
The reason you entered
A member consent checkbox — you must confirm that the member has agreed to this charge or credit
Confirm and Cancel buttons

The adjustment is only processed after checking the consent box and clicking Confirm.

Validation Rules

Rule	What Happens
Amount is zero	Button is disabled — cannot submit
Reason is empty	Button is disabled — cannot submit
Balance would go negative	Adjustment is blocked (FYBIT wallets cannot go below zero)
Wallet is frozen	Adjustment form is disabled with a warning message

Redeeming Volunteer Credits to FYBIT

When viewing a member’s Volunteer Credits tab and the member has a positive volunteer balance, a redemption section appears below the adjustment form.

Conversion Rate

Volunteer credits convert to FYBIT credits at a 1:1 rate — 1 volunteer credit = 1 FYBIT credit.

How to Redeem

Select a member and switch to the Volunteer Credits tab
The redemption section shows the member’s current volunteer balance
Enter the number of credits to redeem (cannot exceed the current balance)
Click Redeem → X FYBIT

Redemption Confirmation

A confirmation modal appears showing:

Volunteer credits to deduct: the amount being converted
FYBIT credits to add: the equivalent amount being deposited
A member consent checkbox — must confirm the member agreed to this redemption
Confirm and Cancel buttons

What Happens After Redemption

Both credit systems are updated atomically (at the same time):

Volunteer credit balance decreases by the redeemed amount
FYBIT credit balance increases by the equivalent amount
A redemption transaction is created in the volunteer credit history
An adjustment transaction is created in the FYBIT credit history
A success toast confirms the conversion (e.g., “Redeemed 10 volunteer credits → 10 FYBIT credits”)

Quick Sale (Inventory)

The Quick Sale feature allows admins to process a product sale directly, deducting stock from inventory without a full checkout flow. This is accessed from the Inventory Management section rather than the POS credit screen.

How Quick Sale Works

Click the shopping cart icon in the Inventory toolbar
Search for a product by name or SKU
Select the product from the dropdown
Enter the quantity to sell (cannot exceed available stock)
Optionally add notes about the sale
A sale preview shows: product name × quantity = total
Click Complete Sale

What Happens After a Quick Sale

The product’s stock quantity is decremented immediately
A sale type stock adjustment record is created with:
- The quantity sold
- The resulting stock level
- Notes (if provided)
- The admin who processed the sale
- Timestamp
If stock reaches zero, the product status automatically changes to Out of Stock
A success toast confirms the sale

Inventory Integration

The POS system works alongside the full Inventory Management module. Products managed in inventory can have both a dollar price and an optional credit price (in FYBIT credits).

Pricing Field	What It Means
Price	Dollar amount (displayed as $X.XX)
Credit Price	Optional cost in FYBIT credits for credit-based transactions
Cost	Wholesale/internal cost used for margin calculation
Taxable	Whether sales tax applies to this product

For full inventory management details including product creation, categories, stock adjustments, and barcode/QR code printing, see the Inventory Management documentation.

Audit Trail

All POS actions are logged to the system audit log for accountability:

Action	What Gets Logged
Credit adjustment	Admin ID, member ID, amount, reason, new balance
Volunteer redemption	Admin ID, member ID, volunteer credits deducted, FYBIT credits added
Quick sale	Admin ID, product ID, quantity sold, notes
Stock adjustment	Admin ID, product ID, adjustment type, quantity change, reason

Audit entries can be reviewed in the Audit Log section of the Admin Portal.

Next Steps

Learn how the credit economy works in FYBIT Credits
See volunteer credit configuration in Volunteer Settings
Review member management in User Management