Keep the shift and the follow-up together

Pro and Operations add counted inventory; standalone stock requests stay in Core. Keep per-location balances, record stock movements and review variances before committing a stocktake. Permanent movements and CSV exports preserve history. Supplier packs, reviewed orders and receipts are available in Purchasing; invoice details are entered and reviewed manually. Stock deductions from POS payments remain separate from this workflow.

1. Open Records → Inventory and stocktakes for the selected location in Pro or Operations. Add items with fixed units and review opening balances.
2. Record each movement once. Start a stocktake, count every selected item, review changed balances and variances, then explicitly commit it. Core retains standalone stock requests.

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Give staff individual PINs on a shared browser tablet. Each check and supported photo keeps its recording staff identity; sessions lock between people and managers can revoke access. Pro and Operations add expanded shift tools, actual breaks, stocktake shortcuts and manager exit controls. The shared tablet needs an internet connection; private team messages stay on personal clients.

1. In Equipment & training, choose the site and open Kitchen tablet. Create a named tablet and set an individual PIN for each eligible staff member.
2. Open the generated link on the shared tablet. Staff choose their name, enter their PIN and record supported checks. Lock the screen between people; revoke the tablet from the manager page when it is no longer needed.

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Report faults, schedule servicing, calibration and inspections, then record the work done, evidence reference and next service date. Search the equipment history and see upcoming maintenance in manager reminders.

1. Open Equipment & training → Maintenance. Choose the equipment, job type and due date, then save.
2. Complete the job with the outcome and evidence reference. Add the next service date if needed. Use the search and history filters to find earlier work.

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Track instruction, assessed awareness courses, competency reviews, internal completion certificates and renewal dates. Pro and Operations add manually authored custom courses, published quizzes and completion evidence, alongside quizzes tied to published procedure versions. Records support your training process; they do not award professional qualifications.

1. Open Equipment & training → Training. Choose the team member and record the completed instruction, competency review or certificate, with an evidence reference and optional renewal date.
2. For Pro procedure quizzes, open Procedures, review and publish the procedure version and its questions, then have staff read it and complete the quiz.
3. In Pro or Operations, open Custom courses to write lessons and questions manually, publish a version and enrol named staff. Staff read every lesson and answer that version’s quiz; completion evidence keeps the published version.

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Set an advance in-app reminder, a manager grace period and an optional later owner escalation for each site. Completing the check stops further missed-check escalation. Maintenance and training renewal dates also feed manager reminders.

1. Open Equipment & training → Reminders for the selected site. Set the minutes before the check is due, the delay before notifying managers, and an optional later owner delay. Save the policy.
2. These are in-app notifications. The reminder sweep creates them for due work; a completed check does not continue to escalate. Review upcoming maintenance and training dates in the same workflow.

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Run scored inspections with pass/fail questions, evidence and findings. Link corrective actions to failed checks, assign follow-up and compare completed audit results. Internal audits support your own review; they are separate from an official inspection.

1. Create an audit-category checklist with yes/no questions, then open Internal audits for the site and start an audit.
2. Record answers and evidence. Review failed answers and follow-up actions. The score is the share of pass answers among pass/fail answers; N/A is excluded and incomplete work is shown separately.

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Create an expiring, read-only link to an inspection PDF and revoke it when access is no longer needed. The link gives access to that document, without a staff login or permission to change operational records.

1. Open Records and create the inspection PDF for the intended site, dates and filters. Review the document before sharing.
2. Create the read-only share link with its expiry. Send it only to the intended recipient and revoke it when no longer needed. Anyone holding an active link can read that PDF.

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Pro includes source-linked procedure starters for supported markets, with separate Scottish and Northern Irish methods. Review the activities and local requirements for each site before publishing a version and requesting staff acknowledgement.

1. In Pro, open Procedures and choose a starter suitable for the site’s country and activities. Follow its linked source and check local requirements.
2. Edit and publish the reviewed version, then request staff acknowledgement. Changing the app language does not change the site’s jurisdiction or requirements.

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Connect a compatible probe in the mobile app, review its reading and confirm it into the record with the device identity and capture time. Physical probe and sensor compatibility has not yet been tested; no named hardware model is verified. Manual temperature entry remains available.

1. In a mobile temperature check, open Bluetooth capture. A native app build with Bluetooth support and device permission is required.
2. Scan, connect, review the fresh reading and confirm it. If the probe is unsupported, disconnected or stale, use manual entry. Real hardware and iOS compatibility remain unverified.

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For sites in Australia, New Zealand, Spain and Canada, review product ingredients, allergens, applicable nutrition information, dates and local label requirements before creating a PDF. Saved print snapshots preserve the reviewed version. Availability and required fields depend on the site; this is separate from internal prep labels.

1. In Pro, open Retail labels for a supported site. Create a product and review its ingredients, allergens, applicable nutrition information and local fields. Save the reviewed profile.
2. Preview the PDF with the batch and date information before printing. Use the saved print history for reprints; a later product edit does not rewrite an earlier printed snapshot.

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Log what was thrown away, why and roughly how much from the phone in ten seconds, with or without signal. The week's total by reason and by item, with an estimated cost, shows where money goes; the Monday review and the dashboard carry it.

1. On the phone, tap (+) and choose Waste, or open More → Food waste. Choose the location if you have more than one, type what was thrown away, pick why, enter how much with its unit, add a cost if you know it, and save. It queues offline and uploads later.
2. On the web, open Records → Food waste for the week's total by reason and by item against the week before, remove a mistaken entry, or log waste from a laptop. The dashboard tile and the Monday review show the same total.

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Staff clock in and out on their own phone, with entries matched to published shifts so managers can review planned against actual work. Basic clocking remains in Core. Pro and Operations add recorded breaks, reviewed wage inputs and optional site-configured location or photo clock-in evidence. Owners review unpaid and manually classified overtime minutes within payable hours before using payroll-input reports.

1. On the phone's Today screen, tap Clock in when you arrive; the entry is matched to your published shift. Tap Clock out when you leave. Basic clocking records the tap time. Pro and Operations site policies can additionally request a location or photo at clock-in; review the displayed policy before submitting.
2. Managers open Team → Rota → Timesheet (web) or Team → Timesheet (phone) to see planned against actual per person, who is clocked in now, and to clock out someone who forgot, with a reason. Owners and managers are notified when a published shift has started and nobody has clocked in, once clock-in is in use at that location.

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Mark a dish sold out or running low for today and every phone, the web and the kitchen tablet show the same board. Items come from the allergen matrix, so nothing is typed twice, and a new day starts clean.

1. Open Today → Menu board (web), More → Menu board (phone) or the Menu view on the kitchen tablet. Items come from the location's allergen matrix.
2. Mark an item sold out or running low, with an optional note such as how many are left. Everyone sees the change on their next refresh; the board starts clean each day.

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An optional starter records the commercial dishwasher's final rinse temperature and a wash-arm and filter check at opening. It is listed in setup but unticked until you want it, so a new site gets no extra daily check.

1. In quick-start, tick the optional Dishwasher starter in the Cleaning group, or add it later from Checklists → Start from a template.
2. At opening, read the final rinse temperature from the machine's gauge and confirm the wash and rinse arms are clear and the filters clean. A reading below the limit opens an issue to fix like any other check.

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Import a spreadsheet from Trail, FoodDocs, Leafe or your own file: fridges, people, menu items and suppliers become your set-up, and past temperature, check and delivery records stay with you as imported records in History and the inspection pack. During the trial we import the files for you.

1. Export a CSV from your old app (Trail: Task Reports › Share; FoodDocs: desktop › monitoring check › Download). Open Setup → Switch to ProCafe, choose what the rows are and where the file came from, pick the file, and check the column matching we guessed.
2. Review the first rows and import. Set-up rows appear in Setup; past records appear under Records → History → Imported and in the inspection pack, marked with the app they came from. Upload old PDF reports as documents in a 'Before ProCafe' folder, or send us the files during your trial and we import them.

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Keep a chemical register with safety data sheets, storage, hazards, exposure controls and PPE. Link a site assessment and publish reviewed instructions for staff. Available on web and mobile with an internet connection.

1. On web and mobile: Open Safety workspace → Chemical safety. Save the product details and link its uploaded SDS and risk assessment. Review the controls before publishing; staff see the published version.

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Record hazards, people at risk, likelihood, severity, controls and residual risk. Assign follow-up actions and review dates with preserved version history. Available on web and mobile with an internet connection.

1. On web and mobile: Open Safety workspace → Risk assessments. Add hazards and controls, assign actions, then review and publish. Scores support a competent review; they do not determine whether work is safe.

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Maintain fire-equipment and certificate registers, evacuation drill findings, risk assessments and follow-up actions. Set review dates according to your premises and local requirements. Available on web and mobile with an internet connection.

1. On web and mobile: In Safety workspace, use Fire equipment, Fire drills and Fire certificates. Record events that actually occurred, attach evidence and assign any follow-up. Use the fire category in Risk assessments for the premises assessment.

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Author process flows, hazard analysis, critical control points, monitoring, corrective actions and review records. HACCP plans support your site process. Review and publish versions with PDF exports. Available on web and mobile with an internet connection.

1. On web and mobile: Open Safety workspace → Food-safety plans. Choose the appropriate framework, describe your actual process and complete the required controls. Save drafts, obtain competent review and publish. A saved plan is not regulatory approval.

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Add expiry dates, responsible people and up to six in-app reminders to documents. Track site-specific or organisation-wide insurance, licences, policies and certificates without changing the original document history. Available on web and mobile with an internet connection.

1. On web and mobile: Open a document to save its renewal date and reminder days. In Safety workspace → Document renewal dates, review upcoming or overdue documents, assign a responsible person and choose the scope. Replacing a PDF does not automatically renew its expiry date.

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Coordinate equipment and property repairs with contractor records, bookings in the site time zone, quotes, invoices, costs and warranty documents. Record the completed work and the next service date. Available on web and mobile with an internet connection.

1. On web and mobile: Open Safety workspace → Maintenance management. Select an equipment job or report a property repair. Save contractor, booking and cost details; close the work only after recording what was completed and checked.

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Assign short awareness courses, acknowledge lessons and complete server-assessed knowledge checks. Download an internal completion certificate. Learners can choose an expiring public verification link, with their name optional, and revoke it later. These are not accredited qualifications. Available on web and mobile with an internet connection.

1. On web and mobile: Open Training courses and start a course or assign it to a team member. Read and acknowledge every lesson before submitting all answers. After passing, open the certificate; public sharing requires the learner’s explicit consent.

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Save supplier specifications and link ingredients or dishes. See dishes affected by a specification change, record each review and retain the earlier evidence. Published allergen information changes only through the separate matrix review workflow. Available on web and mobile with an internet connection.

1. On web and mobile: Open Safety workspace → Supplier specifications. Attach the current supplier document and link its ingredient or dishes. Review the affected-dish list, record the outcome and update the allergen matrix separately where needed.

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Track complaints from receipt through investigation, response and resolution. Assign corrective actions and compare recorded categories across sites over the last 90 days. Trends are based on your structured records. Available on web and mobile with an internet connection.

1. On web and mobile: Open Safety workspace → Complaints. Record the concern, assign an owner and update the investigation and response. Record the resolution and date before marking it resolved. Use Compare all sites to review category totals.

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Keep site channels, private messages and custom groups together on personal phones and the web. Share quoted replies and reactions, search conversations and messages, and mute nonurgent discussions. Photos and supported files upload while online; pending text and replies stay encrypted on the device and retry with their original content. Current membership and location permissions still apply. Private messaging stays off the shared kitchen tablet.

1. Open Team messages, choose an allowed location and open its channel, a direct conversation or a custom group. Group access follows current membership and location permissions.
2. Reply to a message, react or share a supported photo or file while online. Search previous messages and mute a conversation when needed; muted conversations still retain unread messages.

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Find practical answers and guides by topic or search. Owners and managers publish guidance and link existing documents, procedures and courses. Each linked item retains its own permissions and plan access: the knowledge hub does not unlock Pro courses or private records.

1. Open Team → Knowledge and search a question or choose a topic. Open a guide and follow its permitted document or training links.
2. Owners and managers write and review guidance, publish it for the chosen audience, and update or archive it when information changes.

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Ask a single-choice question with two to six options and a closing time. Each person can change their choice until the poll closes. Results show option totals without exposing a voter list; the chosen organisation, location and role audience controls access.

1. Open Team → Board → Announcements and create a poll with a question, choices, audience and closing time.
2. Team members choose an answer or change it before the deadline. Managers can close the poll early; the results remain available to the permitted audience.

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Write an announcement now and choose when it becomes visible. Owners and managers can review, reschedule or cancel a pending post. The selected audience cannot read it early; due notifications respect each person’s notification preferences.

1. Open Announcements, write the post and select a future publication date and time. The form uses the device’s local time zone and rejects skipped or repeated clock-change times.
2. Review scheduled posts below the polls. Change the time or cancel before publication; the original author and content remain preserved.

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Record recurring availability, publish open shifts and review shift swaps. Owners set base and optional overtime rates, review actual breaks and manually classify overtime within total payable minutes. No statutory overtime thresholds are inferred; Operations adds separately configured, owner-reviewed pay premiums. Site policies control optional location or photo clock-in evidence. Payroll reports support your payroll review.

1. Open Workforce for the selected location. Record availability, review an open shift or swap request and confirm the change manually.
2. Owners configure wage and attendance policies, explicitly review unpaid and overtime minutes, and approve hours before using the payroll-input report.

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Link supplier packs to inventory items, group reviewed orders by supplier and record partial or full receipts. Upload invoice photos or PDFs, enter their details manually and review the entries. Record each receipt once and retain the order and receiving history.

1. Open Purchasing, link the supplier’s pack to an inventory item and review the quantities before creating the supplier order.
2. Record received quantities once. Upload invoice evidence, enter the invoice fields manually and review them before completing the record.

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Keep personnel and manual right-to-work review records visible only to owners. Upload payslips for the linked employee, publish immutable contract versions and record the employee’s explicit signing intent after identity confirmation. Employees see only their own permitted documents.

1. An owner opens Private employee records, chooses the location and linked team member, then records the purpose and necessary retention date.
2. Upload a payslip or publish a contract version. The employee opens their own document, reviews the exact version and confirms their identity and signing intent.

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Choose the permitted location, period and evidence sections, then issue temporary inspection access and revoke it when finished. The inspector can browse the permitted records without editing operational data or opening private personnel files.

1. Open Reports → Inspector access and choose the location, dates, sections and expiry. Review the permitted scope before sharing access.
2. Open the temporary evidence browser on the inspection tablet. Revoke access when finished.

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Owners can opt into read-only POS payments connections with supported providers. Review imported payments and compare actual sales with recorded labour by location and date. Reports show the available currency and coverage so missing data can be identified.

1. An owner opens Connected sales reports and configures a supported provider connection with the required read-only access.
2. Import and review the available payments, then compare actual sales and recorded labour for the same location and date range.

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Compare each person’s contracted weekly target with published shifts and recorded hours across your locations. Effective-dated targets and an explicit contract timezone preserve history; incomplete site coverage is labelled rather than treated as a full comparison.

1. Open Team → Workforce and choose Individual target hours — Pro & Operations.
2. Compare each person’s contracted weekly target with published shifts and recorded hours across your locations. Effective-dated targets and an explicit contract timezone preserve history; incomplete site coverage is labelled rather than treated as a full comparison.

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Staff explicitly acknowledge the published shift they reviewed. A later published change needs a fresh acknowledgement; unpublished drafts leave the existing receipt intact. Pending confirmations retry with the same identity.

1. Open Team → Workforce and choose Published rota acknowledgements — Pro & Operations.
2. Staff explicitly acknowledge the published shift they reviewed. A later published change needs a fresh acknowledgement; unpublished drafts leave the existing receipt intact. Pending confirmations retry with the same identity.

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Define role requirements and record qualification dates, using existing completion evidence where applicable. Scheduling flags missing, expired or not-yet-valid qualifications for the shift dates. Warnings support owner review; internal training is not external accreditation.

1. Open Team → Workforce and choose Qualification warnings in scheduling — Pro & Operations.
2. Define role requirements and record qualification dates, using existing completion evidence where applicable. Scheduling flags missing, expired or not-yet-valid qualifications for the shift dates. Warnings support owner review; internal training is not external accreditation.

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Assign reusable, versioned break policies to employees. New clock-ins retain their original policy; reminders and review warnings compare required minutes with actual recorded breaks. Missing breaks never cause an automatic unpaid deduction.

1. Open Team → Workforce and choose Individual break rules — Pro & Operations.
2. Assign reusable, versioned break policies to employees. New clock-ins retain their original policy; reminders and review warnings compare required minutes with actual recorded breaks. Missing breaks never cause an automatic unpaid deduction.

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Employees request corrections to their team display name and private contact phone. Owners approve or decline with an audit trail. Sign-in credentials and private personnel files remain separate.

1. Open Team → Workforce and choose Employee profile corrections — Core, Pro & Operations.
2. Employees request corrections to their team display name and private contact phone. Owners approve or decline with an audit trail. Sign-in credentials and private personnel files remain separate.

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Owners configure night, weekend and explicitly selected holiday premiums. Future clock-ins retain their rules and timezone; owners preview earning-code totals and approve them explicitly. Export frozen components for payroll review. No tax calculation, legal-rate defaults or payroll payments.

1. Open Team → Workforce and choose Configured pay premiums — Operations.
2. Owners configure night, weekend and explicitly selected holiday premiums. Future clock-ins retain their rules and timezone; owners preview earning-code totals and approve them explicitly. Export frozen components for payroll review. No tax calculation, legal-rate defaults or payroll payments.

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Find people by name, job role or operational tag within your current location permissions. Choose visible columns and save your own views. Owners can archive and explicitly restore eligible staff without deleting their history; private personnel data stays separate.

1. Open Team → Workforce and choose Staff directory, operational tags and saved views — Core, Pro & Operations.
2. Find people by name, job role or operational tag within your current location permissions. Choose visible columns and save your own views. Owners can archive and explicitly restore eligible staff without deleting their history; private personnel data stays separate.

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Staff upload their own supporting documents from phone or browser and propose emergency-contact corrections for owner review. Each submission keeps its purpose, retention date and review history. Uploaded files and private corrections never appear in the staff directory.

1. Open Team → Workforce and choose Employee uploads and owner-reviewed profile corrections — Pro & Operations.
2. Staff upload their own supporting documents from phone or browser and propose emergency-contact corrections for owner review. Each submission keeps its purpose, retention date and review history. Uploaded files and private corrections never appear in the staff directory.

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Set explicit working patterns and personal holiday dates, review planned-holiday restrictions and recorded overrides, and keep prospective leave balances with an adjustment history. Owners configure the values; the app does not calculate statutory entitlement or automatic accrual.

1. Open Team → Workforce and choose Working patterns, personal calendars and reviewed leave balances — Pro & Operations.
2. Set explicit working patterns and personal holiday dates, review planned-holiday restrictions and recorded overrides, and keep prospective leave balances with an adjustment history. Owners configure the values; the app does not calculate statutory entitlement or automatic accrual.

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Owners choose supported workforce report columns, dates, locations and grouping, save configurations and export the exact reviewed results as CSV. Current identity and location access are rechecked. Reports support operational and manual payroll review; they do not file payroll or calculate taxes.

1. Open Team → Workforce and choose Configured workforce reports and scoped CSV exports — Operations.
2. Owners choose supported workforce report columns, dates, locations and grouping, save configurations and export the exact reviewed results as CSV. Current identity and location access are rechecked. Reports support operational and manual payroll review; they do not file payroll or calculate taxes.

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Staff submit their own purchases with an exact amount, currency and private receipt photo or file. Owners approve or reject with notes and export the permitted claims. Submitted details and decisions stay on record; approval does not send a payment.

1. Open Team → Expenses, choose the location and enter the purchase details. Attach a PDF or receipt photo while online, or explain why a receipt is unavailable.
2. An owner opens Team review, reads the claim and receipt, and records an approval or rejection. Export the filtered claims for your usual payment process.

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Owners prepare probation, one-to-one and appraisal reviews with goals and follow-up actions. Publish the reviewed employee-facing version for the person to read and respond. Owner-only notes stay private, with published versions and responses retained.

1. An owner opens Employee reviews, selects the linked person and location, and prepares the review, goals and actions.
2. Publish the reviewed version for the employee. The person reads their own published review and responds; private owner notes are excluded.

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Save a rota pattern, choose staff assignments and preview conflicts before applying it as draft shifts. Review bulk changes to drafts and publish through the existing rota workflow. Nothing drafts or publishes a rota automatically.

1. Open the rota, choose the source shifts and save a reusable template. Select future dates and staff assignments for the preview.
2. Review conflicts and qualification warnings, confirm the permitted changes, then review and publish the draft rota separately.

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Compare planned base pay with an explicit weekly budget. Estimates use the planned shift interval and effective base rates, including planned breaks. Missing rates and mixed currencies are flagged; premiums, taxes and employer costs are excluded.

1. An owner opens the rota and reviews the planned base-pay estimate for the selected location and week.
2. Set a current or future weekly budget and refresh after changing shifts. Review any missing rates or currency differences before using the comparison.

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Owners configure minimum staffing by location, role, weekdays and time window. Leave review checks published shifts and existing approved absences for shortfalls. An owner records any permitted exception explicitly; the system does not calculate statutory leave entitlement.

1. An owner opens Leave management and configures a minimum-staff rule for the location and relevant times.
2. Review the staffing warning before approving leave. If an exception is permitted, confirm it with an owner reason rather than silently ignoring the warning.

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Review NET ingredient costs, explicit unit conversions, batch yields, portions and fixed subrecipes. Publish immutable cost versions, preview supplier-cost changes and calculate sales-weighted GP. Missing costs remain unknown; no tax treatment or actual stock valuation is inferred.

1. Open Stock → Recipes & GP. Review net costs, quantities and conversions before previewing a recipe.
2. Confirm the exact preview to publish a fixed cost version. Reprice future versions after reviewing cost changes.

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Compare manually reviewed invoice details with purchase orders and selected deliveries. Review quantity and price differences, record decisions and track partial supplier credits. Export an order CSV for manual handoff; approval never sends an order or makes a payment.

1. Open Supplier reconciliation and select a reviewed invoice, order and confirmed deliveries. Confirm compatible quantity and price bases.
2. Review the saved comparison and record your decision. Track requested or received credits and download a manual handoff CSV.

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Preview manual recipe portions, confirm rounding and current balances, then explicitly post stock usage. Link waste once and compare two completed stocktakes using permanent ledger history. Operations can review mapped POS sale quantities before posting. Refunds never automatically restock ingredients; missing evidence stays unknown.

1. Open Stock → Reviewed stock use and choose reviewed recipe portions. Operations can instead select imported, mapped sales.
2. Review source versions, exact quantities and rounding before posting. Select completed opening and closing counts to examine stock variance.

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Prepare explicit item and unit mappings for both locations. Dispatch from the source and record partial or full receipts at the destination with permanent linked stock movements. Each location sees only its permitted transfer facts, without the other location’s private balances or costs.

1. Open Stock transfers and review both items, locations, quantities and any explicit conversion before creating a draft.
2. The source dispatches stock; the destination confirms actual receipts. Remaining quantities stay visible as in transit.

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An owner explicitly connects Square with product-order read permission and maps its location. Import available product quantities, modifiers and itemized returns, then pin prospective recipe mappings. Net sales exclude known tax and allocated service charges. Incomplete or late source evidence is labelled; an import never deducts stock.

1. An owner opens POS connections and explicitly selects Square product-sales read access. Map the verified provider location.
2. Review a bounded import and its coverage. Map each exact product configuration to a published recipe for future sales.

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Connect imported net product sales, pinned recipe costs and current approved labour in an explainable scorecard. Keep currencies separate, weight group margins by sales and retain unknown values. Contribution excludes employer on-costs, overheads and actual stock valuation; it is not an accounting profit or statutory payroll calculation.

1. An owner opens Financial scorecard and selects permitted locations and local dates.
2. Review source coverage, unknown costs, approved hours and calculation definitions before exporting the comparison.

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