Records & Proof
Documents & training
Share SOPs, policies and training with your team and capture their sign-off — part of ProCafe's operations software for cafes, delis and bakeries.
14-day free trial · no card required · then £19/month + £10 per extra location
DocumentsSign-off
Allergen handling SOP · v38/8 signed
Fire safety briefing6/8 signed
Cleaning chemicals COSHH8/8 signed
Versioned documents with a named, dated sign-off from each team member.
What it does
- One place for documents
- Keep SOPs, policies and training where the team can find them.
- Assign and track
- Assign documents and see who has acknowledged them.
- Sign-off captured
- Staff acknowledge a document with their typed name and a timestamp.
- An internal record
- Acknowledgement is an internal record of sign-off — not a legal or electronic signature.
- 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 it works
Add your documents
Upload SOPs, policies and training.
Assign to the team
Choose who needs to acknowledge each one.
Track sign-off
See who has acknowledged and who's still outstanding.
A record of who acknowledged what
Each acknowledgement is kept with the person's typed name, the document version and a timestamp — an internal record of sign-off you can review and export.
- Typed-name acknowledgement + timestamp
- Per-version, re-acknowledge on changes
- Internal record, not a legal signature
Related features
One place to run food safety and operations.
14-day free trial · no card required · then £19/month + £10 per extra location