| Area | What You’ll See | Why It Matters |
|---|---|---|
| \*\*Dashboard / Task List\*\* | All tasks for your station and shift, with status (Open, Running, Hold, Completed). | Launch point for the day; shows what needs attention now. |
| \*\*Task Details Panel\*\* | Task description, expected quantity, assignees, timers, stock info. | Gives everything you need to execute the task correctly. |
| \*\*Shift Summary\*\* | Overview of completed tasks, staff attendance, wastage, and cash-out. | Helps managers close the shift and report on performance. |
| \*\*Prep Stock\*\* | Inventory tied to prep tasks, batch numbers, expiry dates. | Keeps prep inventory accurate after tasks finish. |
**Tip:** Star or favorite your station view so it opens first when you log in.
--- > ## 3. Prep Process at a Glance [](https://docs.spendwelltechsystem.com/uploads/images/gallery/2025-11/image-1762869075885.png) - **Automatic setup:** Tasks arrive each day without manual effort. - **Team planning:** Leads confirm staffing and priorities during the first huddle. - **Live updates:** Status changes keep everyone informed throughout the shift. - **Shift wrap-up:** Managers close open items, update stock, and generate shift notes. --- > ## 4. Workflow Maps ### A. Daily Shift Flow ``` Start of Day | v Review Shift Task List | v Assign/Confirm Team Members | v Execute Tasks (Loop) | \ | --> Pause/Hold (if needed) v Complete Tasks + Update Prep Stock | v Finalize Shift Summary | v End of Day ``` ### B. Task Lifecycle (Swimlane Style) ``` Team Member System Timer Manager ----------- ------------ ------- Select Task | | v | Press "Start" ----------> Starts Timer | | Update Making Qty --------> Logs Progress | | Need Pause? | | | Press "Hold" ----------> Pauses Timer | | Resume Work | | | Press "Start" ----------> Resumes Timer | | Enter Final Qty ----------> Calculates Stock | | Press "Complete" -------> Stops Timer & Marks Done | v Manager reviews in Shift Summary ``` ### C. Prep Stock Update Loop ``` [Task Completed] --> [Final Quantity Entered] --> [Auto Stock Calculation] | | v v Stock Looks Right? ----> Yes ----> Done | v No | v [Note Issue in Task] --> [Alert Manager] --> [Manager Adjusts Inventory] ``` --- > ## 5. Daily Shift Checklist ### At Shift Start 1. **Log in** and choose your company, branch, and station (if prompted). 2. **Review the task list**: - Morning shift (0) and evening shift (1) tasks are created automatically. - Look for urgent tasks (highlighted or listed at the top). 3. **Assign team members** if needed: - Check that every task has at least one assignee. - Add yourself if you’ll work on the task. ### During the Shift 4. **Open the task you’re starting**, confirm ingredients/tools are ready. 5. **Press “Start”** to move status to `Running` and begin the timer. 6. **Update progress**: - Adjust making quantity as you work. - Add notes on delays or issues. 7. **Pause if needed**: - Use `Hold` when stepping away. - Restart from `Hold` → `Active` when you resume. ### At Shift End 8. **Complete tasks**: - Enter final quantity and any wastage details. - Change status to `Completed`; the timer stops automatically. 9. **Review Prep Stock**: - Confirm stock updates look right. - Flag discrepancies for the manager. 10. **Submit shift summary** (managers/leads): - Confirm attendance, cash-out, and wastage entries. - Generate report if required. --- > ## 6. Working With Tasks ### A. Reading a Task Card - **Task title**: Unique name, often includes the item (e.g. “Prepare Dough”). - **Shift type**: Morning or Evening. - **Expected quantity**: Target amount to prepare. - **Assigned team**: Who is responsible; only listed staff can start the task. - **Timer**: Shows how long the task has been running. - **Current stock**: Remaining stock tied to the task (kitchen tasks only). ### B. Visual: Status Buttons at a Glance ``` [ Open ] --> press Start --> [ Running ] --pause--> [ Hold ] | | |----finish task------>| [ Completed ] ``` ### C. Starting a Task 1. Open the task card. 2. Check ingredients and tools. 3. Click `Start` or `Mark as Running`. 4. Verify the timer shows the start timestamp. > **Remember:** Only assigned employees can start the task. Ask a manager to add you if needed. ### D. Updating Progress - **Making quantity**: Update as you produce items during the shift. - **Notes**: Add remarks, e.g. “Waiting for dough to proof” or “Need more containers.” - **Attachments** (if available): Upload photos for quality checks. ### E. Pausing a Task - Choose `Hold` if you must stop temporarily. - Timer pauses automatically. - Add a note explaining the pause (e.g. “Mixer maintenance”). ### F. Completing a Task 1. Enter the **final quantity**. 2. Confirm any **wastage or reasons** (e.g. spilled mix). 3. Click `Complete`. Timer stops and prep stock is updated. 4. Verify prep stock numbers (see Section 7). --- > ## 7. Prep Stock Basics Kitchen tasks update prep stock when completed. Keep these points in mind: - **Stock quantity** automatically adjusts based on the final quantity you entered. - **Batch numbers, expiry, production date** help trace ingredients—enter them if prompted. - **Discrepancies** should be reported immediately to your manager. > **Quick Check:** After finishing a task, open the linked prep stock entry. Confirm the new total matches what’s actually in storage. --- > ## 8. Shift Summary for Leads & Managers ### Shift Close Storyboard ``` [All Tasks Reviewed] --> [Attendance Marked] --> [Wastage Logged] | | | v v v Spot-check timers Confirm cash-out Generate summary PDF | | | v v v Raise Issues? ----> Yes ----> Leave notes / follow-up | v No | v Finalize Shift & Archive ``` ### When to Use - End-of-shift wrap-up. - Mid-shift snapshot for quick reviews. ### What to Review - **Total tasks**: Count and status (how many completed vs. in-progress). - **Task duration**: Total time spent, helps identify bottlenecks. - **Attendance**: Present employees and managers. - **Wastage**: Items, reasons, quantities. - **Cash out**: If your location tracks shift cash collections. ### Closing the Shift 1. Ensure all tasks are `Completed` or marked with valid status. 2. Add attendance, wastage, and cash-out details. 3. Save the shift summary. 4. Download or email the report if required by policy. --- > ## 9. Troubleshooting for Store Teams| Issue | What To Do |
|---|---|
| \*\*Can’t start a task\*\* | Check if you’re listed as an assignee. Ask a manager to add you. |
| \*\*Timer didn’t start\*\* | Ensure you changed status to `Running` . Refresh once; if still off, tell your manager. |
| \*\*Task missing\*\* | Confirm today’s shift is selected. Ask the manager if the daily cron ran or if the task was deactivated. |
| \*\*Prep stock looks wrong\*\* | Recheck final quantity entry. If still off, note the discrepancy and alert the manager. |
| \*\*Stage change blocked\*\* | Follow allowed transitions: Open → Running → Hold/Completed; Hold → Running/Completed. If stuck, call the manager. |