Roles & Responsibilities

The Roles & Responsibilities page lists every job role at your restaurant, grouped by department, and lets you attach specific responsibilities - and, through those responsibilities, checklists, tasks, training courses, and SOPs - to each one. It’s found under People in the left-hand navigation.

Unlike Checklists, Tasks, and SOPs (where regular staff at least get read/complete access), Roles & Responsibilities is restricted entirely to Owners, Ops Managers, and Managers - Supervisors and regular Employees don’t see it in the navigation, and are redirected to the dashboard if they try to open it directly.

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 from a fixed palette is suggested automatically - orange is deliberately left out of that palette, since it’s reserved for individual role and employee avatars).
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).

Departments are listed in the order they were created, oldest first - each new one is added to the end of the row, renaming one doesn’t move it, and there’s no drag-to-reorder for departments themselves (unlike the responsibilities and variations described below). Roles with no department show up in an “Unassigned” group on the main page, which always appears last, after every named department.

Within each department group, roles are listed alphabetically by name - not by creation order or any custom order.

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 about 600ms 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. The dropdown lists every employee at the restaurant who isn’t terminated (employees on leave still appear), sorted alphabetically - it isn’t limited to one branch.
• 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”). A responsibility’s position on this list is specific to this role - the same responsibility can sit in a different order on another role it’s linked to, since ordering is stored per role-link, not on the responsibility itself.

To add a responsibility:

1. Click New Responsibility.
2. Fill in the title, priority (Low, Medium, High, Urgent), estimated time in minutes (0-999), 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 - the new order saves immediately in the background, no separate save step.
• Edit the title, priority, estimated time (0-999 minutes), category, and description directly on the card - it autosaves about 600ms after you stop typing.
• 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. See Training for how courses themselves are built.
• 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 - Monday through Friday.
   • Weekends - Saturday and Sunday.
   • Public holidays - matched against your restaurant’s configured holiday dates.
   • Custom days - pick any specific days of the week.
   • Date range - a start and end date, matched inclusively (a variation with only one of the two dates set never matches anything).
3. Optionally override the estimated time and/or description for that variation - leave either blank and it falls back to the base responsibility’s value rather than showing blank.
4. Click Save.

Drag variations to reorder them (this also saves immediately) - 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. The preview’s holiday matching is only as good as the holiday data loaded for it - it covers roughly the next 12 months from today, so previewing a date further out than that will never show a “Public holidays” variation as matching, even if that date turns out to be one.

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.