Run each day's opening, closing and checks

Daily Operations is marked Coming soon. Only Magpie administrators can access it.

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. Open Daily Operations, choose the kind of business, then give the first location's name, time zone and opening hours. Each kind of business offers starter routines; untick the ones you do not need. 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, and no routines are scheduled on a closed day. Add a closed day marks a day closed and cancels the checklists for it that nobody has started. 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. 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.

Today

Today shows the selected location's business day:

• Needs attention, for shift leads and managers: high and critical incidents, failed checks, readings out of range and starting temperature limits nobody has confirmed. 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.
• The latest temperature at each point.

Report an incident, Add note and More are at the top of the page.

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.

The logbook and handoffs

The Logbook keeps notes that matter across shifts. Each note says how long it stays on Today:

• Today only: on its business day.
• Until each person has read it: on each person's Today until they mark it read, for up to 14 days.
• Until it is resolved: on everyone's Today until someone marks it resolved.
• Standing instruction: until a shift lead removes it. Only shift leads and managers can write one.

Marking a note as read does not resolve what it describes. Resolved notes stay in the logbook.

To end a shift, choose More and then End shift and hand over. Your notes are saved with a list of the checklists still unfinished and the incidents still open. The next shift will see the handoff on Today. Nothing is marked done by ending a shift.

Roles

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:

• 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.

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.