Roles, Checklists, Tasks & SOPs

These four areas cover how work gets defined and tracked day to day: Roles & Responsibilities describe what each job is supposed to do, Checklists & Routines turn recurring work into trackable runs, Tasks handle one-off to-dos, and SOPs document how to do something with employee sign-off. All four are found under Operations (Checklists, Tasks, SOPs) and People (Roles & Responsibilities) in the left-hand navigation. Creating and editing in each area is limited to Owners, Ops Managers, and Managers - other staff have read/complete access only, as noted below.

Roles & Responsibilities

The Roles & Responsibilities page lists every job role at your restaurant, grouped by department, and lets you attach specific responsibilities to each one.

Setting up departments

Job roles are organized under departments (for example, Kitchen, Front of House, Bar).

1. On the Roles & Responsibilities page, find the Departments row near the top.
2. Click + Add department, give it a name, and pick a color (a random color is suggested automatically).
3. Click Save.
4. To rename or recolor a department later, click its chip in the same row - the same dialog lets you Delete it (with a confirmation prompt).

Roles with no department show up in an “Unassigned” group on the main page.

Creating a job role

1. Click New Role (top right).
2. Fill in:
   • Role name (required)
   • Department - or leave as “No department”
   • Description
   • Color - used for the role’s avatar badge
   • Default shift - a free-text note (e.g. “Morning”, “6am-2pm”)
3. Click Create Role. You’re taken straight to the new role’s page.

Each role card on the main page shows its color badge, name, description, and how many employees are currently assigned to it. Roles that have been made inactive show an “Archived” badge.

The role workspace

Opening a role takes you to a tabbed workspace: Overview, Responsibilities, Checklists, Training, SOPs, History, and Settings.

Overview tab

Edit the role’s name, department, description, color, and default shift here - changes save automatically a moment after you stop typing (watch the “Saving…/Saved” indicator). Toggle Active off to archive the role without deleting it.

Below that, Employees Assigned shows who currently holds this role and lets you:

• Assign an employee to the role using the dropdown and Assign button.
• Remove an employee from the role with the button next to their name.

This assignment is what links an employee’s profile to a job role/skill - an employee can hold more than one role.

Responsibilities tab

Responsibilities are the individual duties that make up a role (e.g. “Restock walk-in cooler,” “Count register”).

To add a responsibility:

1. Click New Responsibility.
2. Fill in the title, priority (Low, Medium, High, Urgent), estimated time in minutes, category, and description.
3. Click Create & Link - this creates the responsibility and attaches it to the current role in one step.

To reuse an existing responsibility on another role instead of creating a duplicate, use the Link existing dropdown and Link button - responsibilities aren’t tied to a single role, so the same one can be shared across several.

Each responsibility appears as its own card. You can:

• Drag the ⠿ handle to reorder responsibilities (order saves automatically).
• Edit the title, priority, estimated time, category, and description directly on the card - it autosaves.
• Click Unlink to remove it from this role (it isn’t deleted, just detached).

Linking related items to a responsibility. Each responsibility card has its own sections for attaching:

• Checklists - link an existing checklist that supports this duty.
• Tasks - link an existing reusable task, or type a new task title to create one on the fly.
• Courses - link training courses relevant to this duty.
• SOPs - link a relevant SOP.

Each section shows the currently linked items as removable chips, with a dropdown to add more.

Variations. Click Variations on a responsibility card to expand alternate versions of that duty that apply under certain conditions - for example, a shorter version on weekends, or a different one during a specific holiday period. To add one:

1. Click Add Variation.
2. Give it a name and choose when it applies: Weekdays, Weekends, Public holidays, Custom days (pick specific days of the week), or Date range (a start and end date).
3. Optionally override the estimated time and/or description for that variation.
4. Click Save.

Drag variations to reorder them - if more than one variation could apply on a given day, the first one in the list wins. Use the Preview for date picker at the bottom of the variations panel to check which variation (or the default) would apply on any given date.

Checklists, Training, and SOPs tabs

These are read-only rollups: every checklist, training course, or SOP linked to any of this role’s responsibilities, gathered in one place with links to open them.

History tab

Shows when the role was created and last updated.

Settings tab

Contains Delete Role (with a confirmation prompt) - this permanently removes the role.

Checklists & Routines

Checklists & Routines covers both recurring routines (like daily opening/closing checklists) and one-time checklists, plus the individual “runs” generated from them.

Browsing checklists and runs

The Checklists page has five tabs, each with a count badge, and a search box that filters by title or assigned employee:

• Today - runs that are overdue or due today.
• Recurring - upcoming runs from recurring routines.
• Upcoming - upcoming one-off runs.
• Completed - recently completed runs (most recent 15, with a note if there are more).
• Browse - every checklist template that exists, one-time or recurring, with its type and item count.

Employees who aren’t managers only see runs assigned to them; managers see everything.

Creating a checklist

1. Click New Checklist.
2. Fill in:
   • Title
   • Type - opening, closing, kitchen, bar, cleaning, bathroom, dining area, delivery area, or custom
   • Branch (required)
3. Check Recurring routine if this checklist repeats. If checked, choose:
   • Repeats on - which days of the week it runs
   • Due time each day
   • Assign to (optional) - limited to employees at the selected branch
   • Leave it unchecked to create a single one-off checklist instead.
4. Add checklist items. For each item:
   • Pick an existing reusable task from the dropdown, or leave it as “New task” and type a fresh label - tasks are shared, so the same one can be reused across different checklists.
   • Choose a response type: Yes/No, Pass/Fail, Number, Temperature, Text, Image, Video, Signature, Barcode, QR Scan, Dropdown, Multiple Choice, Timer, Date, or GPS.
   • For Dropdown or Multiple Choice, enter the options as a comma-separated list.
   • For Number or Temperature, optionally set an allowed minimum and/or maximum - values outside this range are flagged when someone completes the run.
   • Use the up/down arrows to reorder items, or the × to remove one.
5. Click Add Item to add more rows, then Create Checklist when done.

Managing a checklist

Opening a checklist from the Browse tab shows its items (managers can reorder them) and, for recurring checklists, a Repeat Rule panel and a Generate Runs tool.

Repeat rule - choose how the routine repeats: Daily, Weekdays, Weekends, Custom days, Every N days (with a starting date), Monthly (a day of the month), Yearly (a month and day), or Specific dates (pick arbitrary dates one at a time). Also set the default due time and default assignee here. This panel autosaves. Changing the assignee here immediately reassigns any of that checklist’s pending (not yet completed) runs - completed runs keep their original history.

Generate Runs - pick a start and end date (defaults to today through the next 14 days) and click Generate Runs to create the actual scheduled runs for that window based on the repeat rule. In normal use you shouldn’t need this: an automated daily job already keeps a rolling 14-day window of upcoming runs generated for every recurring checklist. Use the manual button to backfill a custom range - for example, generating further ahead than 14 days, or filling in past dates.

Non-recurring checklists show an Assign Run form instead, for one-off assignment (who and when it’s due).

Further down, the Runs table lists every generated run for that checklist. Managers can edit a run’s assignee, due date, or status inline and click Save, or delete a run entirely (with a confirmation prompt).

Completing a checklist run

Opening a run shows every item to fill in, matching whatever response type was chosen when the checklist was built:

• Yes/No, Pass/Fail, Dropdown - pick from a dropdown.
• Number, Temperature - type a number; if a range was set, you’ll see the allowed range and a warning if your value falls outside it.
• Text, Signature, Barcode, QR Scan - type or scan into a text field.
• Date - pick a date.
• Multiple Choice - check any that apply.
• Timer - Start/Stop/Reset a stopwatch for timed steps.
• GPS - tap Capture Location to record your current coordinates.
• Image, Video - take or choose a photo/video from your device.

A green checkmark appears next to each item as it’s filled in, along with a running “X of Y done” count. The Complete Checklist button stays disabled until every item is filled in; submitting marks the run completed and records the completion time.

Tasks

Tasks is for one-off work items that don’t need a recurring schedule or checklist structure.

Creating a task

1. Click New Task (managers only).
2. Fill in:
   • Title (required)
   • Description
   • Assign to - or leave unassigned
   • Priority - Low, Medium, High, or Urgent (defaults to Medium)
   • Deadline - date and time
   • Category - a free-text label
3. Click Create Task.

Subtasks

Any task can have subtasks nested under it. Click + Add subtask below a task, type a title, and click Add - the subtask inherits Medium priority and shows indented under its parent, with its own status. The parent task shows a badge like “2/5” tracking how many of its subtasks are done.

Completing and managing tasks

• Anyone can click Mark done on a task or subtask they can see to complete it.
• Managers can delete a task or subtask using the trash icon; deleting a parent task does not automatically require its subtasks to be handled first.
• Each task row shows its assignee (linking to their employee profile), deadline, category, priority badge, and status badge (with overdue tasks flagged).

SOPs

SOPs (Standard Operating Procedures) document how to perform a specific process, broken into steps, with a record of which employees have acknowledged reading it.

Creating an SOP

1. Click New SOP (managers only).
2. Fill in a Title and Description.
3. Optionally attach one or more files under Attachments.
4. Click Create SOP - you’re taken to the new SOP’s page, which starts at version 1 with no steps yet.

Adding steps

1. On the SOP’s page, click Manage Steps.
2. Click + Add Step (the toggle at the bottom of the step list).
3. Give the step a Title, optional Instructions, and an optional Photo.
4. Click Add Step.

While in Manage Steps mode you can also:

• Edit any step’s title, instructions, or photo directly - changes autosave, and uploading a new photo saves immediately.
• Drag a step by its ⠿ handle to reorder it.
• Click Delete on a step to remove it.

Click Done Managing to return to the normal view.

Reading and acknowledging an SOP

By default, an SOP opens in a step-by-step walkthrough: one step at a time, with Previous/Next buttons and dot indicators showing progress, plus a View all steps link to see everything at once on one page.

If you haven’t acknowledged the SOP yet, an Acknowledge button appears near the top, under the description and any attachments. Clicking it records your acknowledgement (with your name and the date) and replaces the button with an “Acknowledged” badge. This same badge, or a “Review needed” badge if you haven’t acknowledged it yet, shows next to each SOP in the main SOPs list.

Managers can see the full Acknowledgements list at the bottom of an SOP’s page - every employee who has acknowledged it and when.