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    Technology - Systems Inventory

    source5 min readUpdated 12 Apr 2026

    5 min read

    Updated 16d ago

    Technology - Systems Inventory

    Comprehensive inventory of Pride’s core systems, data sources, export capabilities, and integration gaps as of 25 March 2026.

    Core Systems

    Point of Sale and Revenue

    Square POS:

    • Purpose: Point of sale, payments, tabs, loans
    • Data held: Transaction records, item sales by category/register/channel, customer payments, revenue data
    • Export: CSV export available
    • Integrations: PinTuna loyalty, bank feeds
    • Issues: Stock tracking unreliable (staff type dollar amounts instead of selecting products); handheld terminals require ongoing support; tab system (“Tickets”) lacks automated reconciliation

    TryBooking:

    • Purpose: Event ticketing platform
    • Data held: 8 years of ticket sales, event data, customer email addresses, promo code usage
    • Export: Email lists exportable to PinTuna
    • Integrations: Provides customer data for marketing; Super-partner status enables instant fund withdrawal
    • Issues: Attendance tracking manual (print lists, throw away); no scanning system; data loss

    Accounting and Payroll

    Xero:

    • Purpose: Accounting, payroll, superannuation
    • Data held: Chart of accounts, P&L, Balance Sheet, payroll records, superannuation, bank reconciliation
    • Export: ABA files for bank upload; standard exports
    • Integrations: Bank feed from Westpac; receives manual Deputy payroll transfer
    • Issues: P&L/Balance Sheet not trusted by leadership; bookkeeper departed Nov 2025; manual Deputy transfer creates double handling; CEO managing when capacity available

    Staffing and Rostering

    Deputy:

    • Purpose: Staff rostering, time tracking
    • Data held: Clock in/out records, shift data, staff schedules
    • Export: CSV/manual export available
    • Integrations: Manual data transfer to Xero for payroll (Tom may have built spreadsheet bridge)
    • Issues: Manual payroll transfer identified as pain point; no direct integration with Xero payroll

    Customer Data and Loyalty

    PinTuna:

    • Purpose: Loyalty/membership programme, digital cards
    • Data held: Member/loyalty participant data, card transactions, shareholder records
    • Export: Can receive email lists from TryBooking
    • Integrations: Square registers (digital wallet cards)
    • Issues: Data linkage with TryBooking requires manual process

    Infrastructure and Communication

    Google Workspace:

    • Purpose: Email, file storage, website hosting
    • Data held: Email archives, shared documents, website content
    • Export: Standard Google exports
    • Integrations: Central accounts (accounts@, meet@)
    • Issues: Staff access variable; no centralised data governance documented

    Optus NBN:

    • Purpose: Business broadband
    • Data held: Network usage data
    • Export: Provider reporting only
    • Issues: Single point of network failure (no redundancy)

    Marketing and Social Media

    Meta Business Suite:

    • Purpose: Social media scheduling
    • Data held: Instagram/Facebook post content, scheduling data, post performance
    • Export: Platform analytics only
    • Integrations: Linked to Instagram (~15,000 followers), Facebook (neglected)
    • Issues: No TikTok or X presence; limited Facebook engagement

    Google Business Profile:

    • Purpose: Local business listing, event promotion
    • Data held: Business information, ratings (4.7★), event promotions, customer reviews
    • Export: Standard Google exports
    • Integrations: Feeds Google Search and Maps
    • Issues: No documented review management process

    Banking and Reconciliation

    Westpac Bank:

    • Purpose: Primary banking, account reconciliation
    • Data held: Bank account data, transaction history
    • Export: Bank feed to Xero; ABA file upload
    • Issues: Commonwealth Bank used for cash deposits creates dual-bank reconciliation requirement

    Security and Compliance

    CCTV System:

    • Purpose: Security, liquor licensing compliance
    • Data held: Video recordings
    • Export: Recorded footage download capability
    • Issues: Record-only (no live monitoring); required by liquor licence

    VCPG Security:

    • Purpose: Physical security services
    • Data held: Security incident logs, patrol records
    • Export: Manual reporting only
    • Issues: External contractor; no system integration

    Critical Integration Gaps

    1. Payroll Processing (Deputy → Xero)

    • Manual data transfer from Deputy to Xero creates double handling and reconciliation risk
    • Tom may have built bridge spreadsheet; status unclear
    • Recommendation: Document and formalise current solution or explore direct integration

    2. Stock Tracking

    • Square POS cannot accurately track stock due to staff behaviour (typing price instead of selecting product)
    • No integration between stock movement and inventory system
    • Recommendation: Process change required before any system will work

    3. Attendance Data Loss (TryBooking)

    • Tickets sold but attendees tracked manually (print lists, cross off)
    • No automated check-in scanning system
    • Recommendation: Implement barcode/QR scanning at entry

    4. Customer Data Silos

    • TryBooking holds customer email data; PinTuna holds loyalty member data
    • Manual email list export required
    • No single customer view across ticketing and loyalty systems
    • Recommendation: Establish customer identifier linking for merged intelligence

    5. Accounting Trust Issues

    • Xero P&L and Balance Sheet “not trusted” by leadership
    • Bookkeeper departure (Nov 2025) created responsibility gap
    • Recommendation: Internal audit of chart of accounts before relying on reports

    Data Export Readiness for Intelligence Dashboard

    Strong Export Capability (Ready for Dashboard)

    • Square POS: CSV exports of transaction data; category, register, channel breakdowns
    • TryBooking: Customer email lists; historical data (8 years)
    • Westpac Bank: Transaction feed via Xero integration
    • Meta Business Suite: Post performance analytics

    Moderate Export Capability (Requires Mapping)

    • Deputy: CSV/manual export of time tracking; requires normalisation for payroll
    • Google Workspace: Document exports; requires manual aggregation
    • Xero: ABA files, P&L, Balance Sheet (use cautiously pending audit)

    Limited/Manual Export (Requires Workaround)

    • PinTuna: Member transaction data (export scope unclear; test required)
    • MeetUp: Platform analytics only; RSVP data exportability unconfirmed
    • Google Business Profile: Review data available via API; requires custom extraction
    • Designmodo Postcards: No documented export; newsletter data may be inaccessible

    No Direct Export (System of Record Only)

    • CCTV System: Recorded footage (video only; no structured data export)
    • VCPG Security: Manual incident logs only
    • Optus NBN: No business data export (infrastructure only)
    1. Phase 1 (Immediate): Connect Square POS, TryBooking, Xero; establish daily data pipeline
    2. Phase 2 (Near-term): Resolve Deputy↔Xero payroll bridge; add attendance tracking from TryBooking
    3. Phase 3 (Medium-term): Unify customer data across TryBooking and PinTuna; add social media performance
    4. Phase 4 (Future): Incorporate Google Business Profile reviews and MeetUp RSVP trends

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