For your site's daily work
Documents and training
Organise instructions, certificates and team documents with clear versions and records of who received or acknowledged them.
14 days of Core free; then 22 €/month including one location and 12 €/month per extra location.
What you can do
- Find the current document
- Keep site, supplier, equipment and training documents with clear names and responsibilities.
- Appropriate training
- Acknowledgement demonstrates receipt, not competence. Review the supervision, instruction and training each activity requires.
- Training and competency records
- 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.
- Document renewal tracking
- 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.
- Courses and verifiable completion
- 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.
- Searchable staff knowledge — all plans
- 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.
- Private employee records — Pro and Operations
- 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.
- Qualification warnings in scheduling — Pro & Operations
- 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.
- Employee profile corrections — Core, Pro & Operations
- 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.
- Staff directory, operational tags and saved views — Core, Pro & Operations
- 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.
- Employee uploads and owner-reviewed profile corrections — Pro & Operations
- 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.
- Private probation and employee reviews — Pro & Operations
- 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.
How to use it
Share the right version
Upload the site's document and assign relevant reading.
Review its currency
Update documents and training when processes or responsibilities change.
Information you can review
ProCafe does not certify the business's compliance. Use your business records and the feature guide to check what has been saved. Review Spain's pack and official sources when adapting controls to your activities.
- Records associated with the correct site and work
- Information and decisions available to authorised staff
- Spain's source guides and procedure drafts remain in Spanish
Related features
Organise your site's records.
14 days of Core free; then 22 €/month including one location and 12 €/month per extra location.