PREPRATION MANAGEMENT
# Prep Management Module — Store Team User Manual
Welcome to the Prep Management Module! This guide walks store and kitchen teams through daily tasks, time tracking, and shift wrap-ups so prep work stays organized and on schedule.
---
## 1. Before You Start
- **Who should use this guide:** Kitchen prep staff, shift leads, managers.
- **What you need:** Your system login and any device with access to the Prep Management Module.
- **Recommended daily routine:** Review upcoming tasks at the start of every shift, update progress during the shift, and close out tasks plus shift summaries before clocking out.
---
## 2. Getting Around
| 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
```
+----------------+ +--------------------+ +---------------------+
| Daily Cron Job | --> | Shift Task Queue | --> | Morning Team Huddle |
| (Auto Assign) | | (Morning & Evening)| | (Review & Assign) |
+----------------+ +--------------------+ +---------------------+
| | |
v v v
+----------------+ +--------------------+ +---------------------+
| Evening Review | <-- | Task Execution Loop| --> | Shift Summary Close |
| (Managers) | | (Start → Hold → End)| | (Reports & Stock) |
+----------------+ +--------------------+ +---------------------+
```
- **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. |
---
## 10. Quick Reference
- **Statuses**
- `Open`: Task is ready, not started.
- `Running`: Task in progress, timer on.
- `Hold`: Task paused.
- `Completed`: Task finished, timer off.
- **Shift Types**
- `Morning (0)` – Typically 6 AM to 2 PM.
- `Evening (1)` – Typically 2 PM to 10 PM.
- **Task Types**
- `Kitchen`: Requires final item, quantity, and prep stock tracking.
- `Cleaning`: Focused on housekeeping tasks.
---
## 11. Best Practices
- Review the full task list at least twice per shift (start and mid-shift).
- Use notes to highlight issues; they help when reviewing shift reports.
- Always close timers before leaving—open timers can skew reports.
- Cross-check prep stock values with physical inventory weekly.
- Managers should spot check task durations to ensure realistic timing.
---
## 12. Keep Improving
- Share feedback on task templates that need updates (quantities, timings, photos).
- Request new tasks through your manager if recurring work isn’t covered.
- Use shift summary reports in team huddles to celebrate wins and fix recurring issues.
---
Need help? Contact your store manager or the support team listed in your main system documentation.
**Let’s keep prep running smoothly—thanks for keeping the kitchen ready!**