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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.


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##

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


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>
Area What You’ll See Why It Matters
Dashboard / Task List**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**Panel Task description, expected quantity, assignees, timers, stock info. Gives everything you need to execute the task correctly.
Shift Summary**Summary Overview of completed tasks, staff attendance, wastage, and cash-out. Helps managers close the shift and report on performance.
Prep Stock**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.


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##

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.

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##

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.
    **
  1. Log in**in and choose your company, branch, and station (if prompted).
2. **
  • Review the task list**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**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.
      **
    1. Open the task you’re starting**starting, confirm ingredients/tools are ready.
    5. **
  • Press “Start”** to move status to `Running`Running and begin the timer.
    • 6. **
  • Update progress**progress:
      •  -
    • Adjust making quantity as you work.
       -
  • Add notes on delays or issues.
    • 7. **
  • Pause if needed**needed:
      •  -
    • Use `Hold`Hold when stepping away.
       -
  • Restart from `Hold`Hold → `Active`Active when you resume.

    • ###

    At Shift End

    8.
      **
    1. Complete tasks**tasks:
       -
    • Enter final quantity and any wastage details.
       -
  • Change status to `Completed`Completed; the timer stops automatically.
    • 9. **
  • Review Prep Stock**Stock:
      •  -
    • Confirm stock updates look right.
       -
  • Flag discrepancies for the manager.
    • 10. **
  • Submit shift summary**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**title: Unique name, often includes the item (e.g. “Prepare Dough”).
    - **
  • Shift type**type: Morning or Evening.
    • - **
  • Expected quantity**quantity: Target amount to prepare.
    • - **
  • Assigned team**team: Who is responsible; only listed staff can start the task.
    • - **Timer**
  • Timer: Shows how long the task has been running.
    • - **
  • Current stock**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.
    1. Open the task card.
    2.
  • Check ingredients and tools.
    • 3.
  • Click `Start`Start or `Mark as Running`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**quantity: Update as you produce items during the shift.
    - **Notes**
  • Notes: Add remarks, e.g. “Waiting for dough to proof” or “Need more containers.”
    • - **Attachments**
  • Attachments (if available): Upload photos for quality checks.

    • ###

    E. Pausing a Task

    -
    • Choose `Hold`Hold if you must stop temporarily.
    -
  • Timer pauses automatically.
    • -
  • Add a note explaining the pause (e.g. “Mixer maintenance”).

    • ###

    F. Completing a Task

    1.
    1. Enter the **final quantity**quantity.
    2.
  • Confirm any **wastage or reasons**reasons (e.g. spilled mix).
    • 3.
  • Click `Complete`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**quantity automatically adjusts based on the final quantity you entered.
      • - **
    • Batch numbers, expiry, production date**date help trace ingredients—enter them if prompted.
      • - **Discrepancies**
    • 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**tasks: Count and status (how many completed vs. in-progress).
    - **
  • Task duration**duration: Total time spent, helps identify bottlenecks.
    • - **Attendance**
  • Attendance: Present employees and managers.
    • - **Wastage**
  • Wastage: Items, reasons, quantities.
    • - **
  • Cash out**out: If your location tracks shift cash collections.

    • ###

    Closing the Shift

    1.
    1. Ensure all tasks are `Completed`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


    |
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    |-------|------------|
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    ** | |
    |
    **| |
    |
    **| |
    |
    **| |
    |
    **| |
    ---
    Issue What To Do
    Can’t start a task**task Check if you’re listed as an assignee. Ask a manager to add you.
    Timer didn’t start**start Ensure you changed status to `Running`Running. Refresh once; if still off, tell your manager.
    Task missing**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**wrong Recheck final quantity entry. If still off, note the discrepancy and alert the manager.
    Stage change blocked**blocked Follow allowed transitions: Open → Running → Hold/Completed; Hold → Running/Completed. If stuck, call the manager.

    ##

    10. Quick Reference


      -
    • **Statuses**

      • Statuses

         - `Open`
      • Open: Task is ready, not started.
        - `Running`
    • Running: Task in progress, timer on.
      •   - `Hold`
    • Hold: Task paused.
      •   - `Completed`
    • Completed: Task finished, timer off.

    - **

  • Shift Types**

    • Types

       - `
    • Morning (0)` – Typically 6 AM to 2 PM.
      - `
  • Evening (1)` – Typically 2 PM to 10 PM.

    • - **

  • Task Types**

    • Types

       - `Kitchen`
    • Kitchen: Requires final item, quantity, and prep stock tracking.
      - `Cleaning`
  • 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!**




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