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Rotas
Add a shift
1. Go to **Kitchen Ops → Rotas**.
2. Use the **This week** / **Next week** / **History** tabs to pick the week you want.
3. Click the **+** button next to the day you want to add a shift to.
4. Fill in the shift’s start and end time, assign it to a staff member or leave it as a role to fill, and save.
Publish a rota
New rotas start as a **Draft** — staff can’t see their shifts until you publish. When ready:
1. Click **Update Rota**, or once shifts are added, click **Publish**.
2. The banner at the top of the week changes from *”Draft — This rota is not yet applied”* to *”Published — This rota is published and visible to all staff.”*
3. To take it back offline, click **Hide rota from staff**.
Copy or clear a week
Use the **Copy from last week**, **Copy to next week**, or **Clear week rota** buttons above the day grid to duplicate a pattern or start over.
Print the rota
Click **Print rota** to generate a printable copy carrying your property’s logo.
Check weekly hours and cost
The right-hand panel shows **Weekly hours** (contracted vs. zero-hours vs. total), a **Flexible staff** list with each person’s hours that week, **Upcoming approved leave**, and **Weekly staffing cost** split by hourly vs. salaried pay. If a rostered staff member has no pay rate set in Users & Access, a note here flags that their cost is excluded from the total.
Team Log
Leave a handover note
1. Go to **Kitchen Ops → Team Log**.
2. Type your note under **Add handover note**.
3. Click **Add handover**.
Read and confirm a handover
Notes left by the previous shift appear under **Unread (needs action)**. Any active staff member can mark one read; it then moves to the **Read** list, and **History by day** keeps the last 14 days.
Stock & Ordering
Add a request
1. Go to **Kitchen Ops → Stock & Ordering**.
2. Choose the **Food** or **Supplies** tab.
3. Enter the product name and, optionally, quantity, unit, and notes.
4. Click **Add request**.
Action a pending request
Under **Requested (pending)**, each item shows who requested it and when. Click **Ordered** once it’s been ordered, or **Not ordering** if you’re not proceeding with it — items move into the matching **Ordered** or **Not ordering** list below so the whole team can see what’s been actioned.
Maintenance
Log a maintenance item
1. Go to **Kitchen Ops → Maintenance**.
2. Fill in the title (required), and optionally location, equipment, urgency (**24h / 48h / Week**), who it’s assigned to, and details.
3. Attach a photo with **Take photo** or **Choose photo** if useful.
4. Click **Add maintenance item**.
Acknowledge and resolve a report
New reports appear under **Unread (Admin has not read) •** with a count. For each one:
1. Click **Mark read** to acknowledge it — it moves to **Read (not completed)**.
2. Once the issue is fixed, click **Mark completed** — it moves to **Completed**.
Use the **Urgency** filter (**All / 24h / 48h / Week / My reports only**) at the top to narrow the list.
Food Cost
Enter a month’s figures
1. Go to **Kitchen Ops → Food Cost**.
2. Click **Click to expand** on the month you want to enter.
3. Fill in **Purchases (£)**, **Credits/Returns (£)**, **Opening Stock (£)**, **Closing Stock (£)**, and **Food Sales (£)**.
4. Click **Save FC %**.
The card for that month then shows the calculated food cost percentage, colour-coded against your target. The top summary bar shows your **Financial Year Food Cost %** against the target you set in [Admin Settings](admin-settings.md), and you can switch financial years with the **Financial Year** dropdown.
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