Run each day's opening, closing and checks

Daily Operations runs the recurring work at each location of the selected Personal or team context: opening and closing, checks during the day, temperature readings, notes for the next shift and the incidents people report.

Set up

A team admin sets up Daily Operations once; until then, other members see that it is not set up. Open Daily Operations and choose the kind of business, such as a coffee shop, bakery, retail store, salon or cleaning business. Then give the first location's name, its time zone and its opening hours for each day, typed such as 7am-5pm or closed. A food business also chooses whether temperatures are in °C or °F.

Each kind of business offers starter routines; untick the ones you do not need, or choose Start with no routines. They become ordinary routines you can edit, pause or archive afterwards. See Routines and checklists.

Locations and business days

On Settings, Locations lists each location's opening hours for each day of the week, its time zone and its closed days. Opening and closing checklists are timed from the hours. Team admins change a location's name, hours and time zone there; managers can add closed days.

Add location adds another location with the same hours and time zone as the first. Change them on its row.

Add a closed day marks a day closed, with a reason such as Public holiday, and cancels the checklists for that day that nobody has started. No routines are scheduled on a closed day, except a routine timed from a time of day that is set to run on closed days too. Each closed day coming up is listed under Closed days; Remove opens the location that day again.

A business day starts at a set time, 4:00 AM unless you change it under Business day starts. Work done before that time is recorded on the previous day, so a bar that closes at 2 AM records its closing on the night it opened.

To stop using a location, a team admin chooses More beside its name, then Close this location. No new checklists will be scheduled there, and its checklists, logbook, incidents, readings and routines are kept. Reopen in the same menu starts its routines again from its next business day.

When the team uses Plan and publish a staff schedule, link a location to a Staff Scheduling location. People with a published shift at that Staff Scheduling location will open this location first, and Today shows their shift's times.

Stock kept in chooses the Inventory pool that prep and waste at the location use. See Plan prep, keep recipes and log waste.

Today

Today shows the selected location's business day: its date, its hours and your shift. With more than one location, choose another from the list under its name.

• Needs attention, for shift leads and managers: high and critical incidents, failed checks, readings out of range and starting temperature limits nobody has confirmed, and, when the location keeps stock, items below their minimum and orders expected there. Overdue checklists and checklists waiting to be checked have their own sections.
• From earlier shifts: handoffs you have not marked as read, and notes that are still open.
• Opening and Closing: how many of the checklists needed to open or close are finished, and what is stopping it.
• Your work: the checklists given to you or taken by you, and the corrective actions given to you on open incidents. Then Overdue, Do now, Coming up, Waiting to be checked and Completed or skipped.
• Temperatures: the latest reading today at each point.
• Prep today: the batches planned for the day that are not finished.
• Logbook today: the notes written on this business day.

Report an incident, Add note and More are at the top of the page, with Log waste when the location keeps stock. More has Record a temperature, Start a routine and End shift and hand over. For notes and handoffs, see Keep a logbook and hand over a shift.

In the mobile app

Open Daily Operations from the app's tools. Today shows the same as the website for the location this phone works at; with more than one location, choose another under its name, and the app keeps that choice for the team. Report at the top reports an incident with what happened, how serious it is and a photo if you take one. The action menu has Add a note, Record a temperature, Start a routine, Incidents and End shift and hand over.

Open a checklist to answer its steps one at a time: tick a step, choose an answer, type a number or a temperature, write an answer, or take or choose a photo. Each answer saves as you give it. A failed check shows what to do now and asks for a note when the routine needs one. Complete at the end says which steps still need something. Shift leads and managers can Mark as checked, give a checklist to someone, skip it or reopen it from its action menu.

An incident shows what happened, its corrective actions and its timeline. Add an update, a photo or a corrective action, mark an action done or record a follow-up reading. Shift leads and managers can acknowledge, resolve, reopen, close and change its severity, as on the website.

Routines, the logbook's history, equipment, prep, waste, reports and settings are not in the mobile app. A notification opens the checklist or incident it is about, in its team.

Opening and closing

A shift lead confirms opening with Confirm ready to open, and closing with Complete closing. While a required checklist is not finished, the button is Confirm with unfinished work, which asks why; the reason is kept with the confirmation and managers will be told. A critical incident that is not resolved stops opening until a manager resolves it or lowers its severity. Confirming does not mark any checklist as done.

Settings

Managers and team admins see Daily Operations Settings; only team admins change it. Each setting saves when it changes:

• Kind of business decides which starter routines are suggested. Changing it does not change the routines you have.
• Temperature unit and Temperature checks: see Record temperatures.
• Equipment and Escalate critical incidents after: see Report and resolve incidents.
• Locations and Roles: see the sections on this page.

Roles

A role decides who can do what in Daily Operations, at which locations. Team admins can do everything. On Settings, Roles gives other members a role. Choose Locations beside a member to choose the locations their role covers, one switch per location. With every location switched on, the role also covers locations added later.

• Employee: completes checklists, records readings, reports incidents and writes in the logbook. Every member without another role is an employee.
• Shift lead: also gives checklists to people, checks completed work, skips routines with no critical steps, confirms opening and closing and resolves incidents that are not high or critical.
• Manager: also edits routines and temperature limits, corrects readings, reopens checklists and lowers or resolves high and critical incidents.
• Auditor: reads checklists, readings, incidents and reports, and changes nothing.

The menu shows each person the pages their role uses. Routines is shown to shift leads, managers and team admins; Reports to shift leads, managers, auditors and team admins; Settings to managers and team admins. Auditors do not see Equipment.

People invited to the team from Plan and publish a staff schedule can use Daily Operations unless a team admin chose other areas for new staff.

For access questions, contact Contact support.