Inventory, Incidents & Training

Inventory & Waste

The Inventory & Waste section (found under Operations in the left-hand navigation) has three tabs: Stock, Requests, and Waste. What you can do on each tab depends on your role - Owners, Ops Managers, and Managers can add and fully manage items; Supervisors can record stock movements and log waste but can’t add new items or change thresholds; Employees can view stock and submit requests, but that’s it.

Adding an inventory item

1. Go to Inventory & Waste (the Stock tab).
2. Click Add item (only visible to Owners, Ops Managers, and Managers).
3. Fill in the form:
   • Branch - which location the item belongs to.
   • Category - Ingredient, Packaging, Consumable, or Chemical.
   • Name of the item.
   • Current stock, a minimum stock threshold, and a unit (e.g. kg, boxes, bottles).
   • Optional supplier name and expiry date.
4. Click Add item to save it. It now appears in the item list.

Recording stock movements

Anyone with stock permissions (Supervisor and above) can update an item’s quantity directly from the Stock tab:

1. Find the item in the All items table.
2. Enter a quantity in the adjust box, choose a type - Purchase, Use, Waste, or Adjust - and click Apply.
   • Purchase adds to stock (e.g. a new delivery arrived).
   • Use and Waste subtract from stock.
   • Adjust also subtracts stock, useful for correcting counts (e.g. after a stocktake).
3. The item’s stock level updates immediately, and the change is recorded as a transaction.

Items running low get their own Needs attention table at the top of the Stock tab, with quick + / − buttons and a one-click Restock field so you don’t have to scroll to the full item list.

Low-stock and out-of-stock alerts

The top of the Stock tab shows three live counters: Total items, Low stock, and Out of stock. An item is flagged as low stock once its current stock falls to or below its minimum stock threshold, and as out of stock once it hits zero. Managers can adjust an item’s minimum stock threshold at any time by clicking the small pencil icon next to the threshold in the item table.

Requesting an item (Requests tab)

Any staff member can flag that something is missing or needs restocking, even if they can’t edit stock directly:

1. Go to the Requests tab.
2. Choose the item from the dropdown (or select Other to type in a custom item name), enter a quantity and unit, and pick a reason - Missing, Wasted, or Other.
3. Add an optional note for context, then click Submit request.

The request appears in the list below with its status (Pending or Completed), who requested it and when. Owners, Ops Managers, and Managers can click Mark completed on a pending request once it’s been actioned; this records who completed it and when. The Requests tab in the navigation shows a badge with the number of pending requests so managers can spot outstanding ones at a glance.

Logging waste (Waste tab)

The Waste tab is only visible to staff with stock permissions (Supervisor and above).

1. Go to the Waste tab and click Log waste.
2. Select the branch, and optionally pick a specific item (or leave it as “General” if it doesn’t map to one item).
3. Enter a reason for the waste (required), and optionally the weight in kg and a cost.
4. You can attach a photo of the waste as evidence.
5. Click Log waste to save it.

Each entry in the waste log shows the reason, item, weight, cost, who logged it, and when - giving managers a running record of waste for cost control.

SessionPilot OPS does not currently have a dedicated inventory temperature-logging feature. Temperature checks are handled separately as part of food-safety checklists - see the Checklists & Routines guide.

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Incidents

The Incidents page (under Operations) is where staff report anything that goes wrong on shift - from a near miss to a customer complaint. Any signed-in employee can report an incident; reviewing and resolving them is limited to Supervisors, Managers, Ops Managers, and Owners (“triage” roles).

Reporting an incident

1. Go to Incidents and click Report incident.
2. Choose a type: Incident, Near miss, Customer complaint, Equipment failure, or Food contamination.
3. Choose a severity: Low, Medium, or High.
4. If your restaurant has more than one branch, optionally pick which branch it relates to.
5. Describe what happened in the text box (required).
6. Optionally attach a photo as evidence.
7. Click Submit report.

The incident immediately appears at the top of the list, tagged with its type, severity, and status.

What gets recorded

Each incident shows:

• Type and severity badges.
• Status: Open, In review, or Resolved.
• The full description of what happened.
• Who reported it and when, and which branch it’s linked to (if any).
• Who it’s assigned to, once a manager assigns it.
• The attached photo, if one was uploaded.

Who can view and resolve incidents

• Every employee can see the incident list and submit new reports.
• Supervisors, Managers, Ops Managers, and Owners additionally see a triage panel on each incident, letting them:
  • Change the status (Open → In review → Resolved).
  • Assign the incident to a specific manager or supervisor for follow-up.
• The page header shows a running count of open (unresolved) incidents for anyone with triage access, so managers can see at a glance how much is outstanding.
• Marking an incident Resolved timestamps when it was closed.

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Training

The Training page (under Learning) hosts video-based courses made up of individual lessons. Owners, Ops Managers, and Managers can create and manage courses; every employee can work through the courses assigned to them and track their own progress.

How course assignment works

Courses aren’t assigned to individual employees directly. Instead, a course is linked to a responsibility, and responsibilities are linked to job roles (managed on the Roles & Responsibilities page). Any employee whose job role includes that responsibility will see the course under My courses on the Training page automatically. Owners, Ops Managers, and Managers always see every course in the restaurant under My courses, regardless of job role, plus a separate All courses list for managing everything that exists.

To assign a course to a group of staff:

1. Create the course on the Training page (see below).
2. Go to Roles & Responsibilities, open the relevant job role and responsibility.
3. Link the course to that responsibility from the responsibility’s course list.
4. Any employee holding that job role now sees the course under their My courses.

Creating a course

1. Go to Training and click New course (Owners, Ops Managers, and Managers only).
2. Enter a title and an optional description.
3. Add one or more lessons, each with a lesson title and a video URL (supports embeddable video links). Use Add lesson to add more rows, or the delete icon to remove one.
4. Click Create course. You need at least one lesson with both a title and a video URL to save the course.

You’re taken straight to the new course page, where you can keep adding or removing lessons at any time, or delete the whole course with Delete course.

Taking a course and tracking completion

1. From the Training page, click into a course under My courses.
2. Pick a lesson from the list on the left to watch its video on the right.
3. After watching, click Mark complete to check it off (or Mark not complete to undo it).
4. A progress bar at the top of the course, and a completed-lesson count on the Training overview page, shows how far along you are.

Each lesson shows a checkmark once completed, so both the employee and their manager (viewing the same course) can see progress at a glance. There isn’t a separate manager-facing “completion report” screen - progress is visible by opening each course and checking off marks per lesson.