Who this is for
Property Admins have full control over a single property in Chef-Ops-Pro: every module, every configuration setting, staff management, compliance tooling, and reporting. This guide covers everything an Admin can see and do.
Getting Started
– New Admins receive an invitation email with a link to set a password
– Log in with your email and password from the standard login page
– Your Dashboard shows your property’s current operational status at a glance
– Navigate using the left sidebar (collapsible on mobile)
Users & Access
From **Settings → Users & Access**, you can:
– Invite new staff by email (invitations can be sent as **Staff** or **Admin**)
– Edit an existing member’s details, job role, and access level
– Promote or demote a member’s access level after they’ve joined, including granting **Outlet Manager** — a third tier that sits between Staff and Admin (see below)
– Assign a member’s primary outlet and any cover outlets, if the Outlets module is enabled
– Track holiday entitlements (used, pending, remaining) per member
– Deactivate or reactivate a user’s account
– View the audit log of access changes
**Access levels explained:**
| Level | What it covers |
| **Staff** | Day-to-day logging, viewing, and requesting — the baseline for every module |
| **Outlet Manager** | Everything Staff can do, plus elevated permissions scoped to their own outlet: they can update Incident Report status, add and reassign corrective actions, see incidents across every outlet (not just their own), and send messages/broadcasts to their outlet’s team |
| **Admin** | Full control — configuration, staff management, publishing, approvals, and compliance reporting |
Outlet Manager can only be granted from the Users & Access screen after someone has joined — you can’t invite a new user directly as an Outlet Manager.
Audit Log
A timestamped record of significant actions taken within your property. Every key event is logged automatically — you cannot edit or delete entries. Tracks maintenance requests, module toggles, user access changes, and settings modifications.
Property Settings
Configure:
– Property name and logo
– Currency and temperature measurement preferences
– Temperature thresholds for refrigeration and food safety
– Annual holiday allowance
– Food cost targets
– Active job roles
Organisation Linking
If your property is part of a multi-site organisation, you can link it using an invite code (format `XXXX-XXXX-XXXX`) provided by your organisation’s Super Admin, from this page.
Once linked, your organisation’s Super Admin may **lock** certain settings or modules to keep standards consistent across the portfolio. A locked field or module appears fixed on your side and can’t be changed here — this is expected, not a bug, and reflects a decision made at the organisation level.
Module Management
Selectively enable or disable the modules your property uses: refrigeration monitoring, food temperature logging, blast chill tracking, maintenance, rotas, procurement, food cost analysis, team handover logs, EHO reporting, HACCP checklists, training records, incident reports, food safety management (SFBB), delivery temperatures, and allergen management.
Enabling **Allergen Management** during initial setup automatically adds a daily “Allergen control” checklist to your Checklists (HACCP) list — it doesn’t have its own separate page.
Account Management
**My Profile**
– Upload an avatar/profile photo
– Update your display name
– Change your email address
– Update your password
– Toggle push notifications
**Holiday Management**
– Review pending staff time-off requests
– Approve or reject requests with optional notes
– Automatic conflict detection for overlapping requests
– View a team-wide holiday summary
Temperature Monitoring
**Food Temperature Logs** — view all staff food temperature checks (AM/PM sessions, hot-hold Hotbox and Display sessions), with flagging for out-of-range readings and attached corrective-action notes.
**Refrigeration Logs** — daily readings for each fridge/freezer unit, with highlighting for out-of-range readings.
**Refrigeration Unit Management**
– Add new units (name, type: Fridge/Freezer)
– Set unit-specific temperature ranges
– Edit or archive decommissioned units
Kitchen Operations
**Rotas**
– Build weekly staff schedules (Monday–Sunday)
– Add shifts with start/end times, assigning staff or specifying a needed role
– Edit or delete shifts
– **Publish** a week to make it visible to staff, or **unpublish** it
– Copy or clear a whole week
– View rota history and a weekly hours summary (Admin-only views)
– Print the rota with your property logo
**Team Log** — a digital handover board. Any active member can write and read notes; Admins have the same access plus full chronological history.
**Stock & Ordering**
– View open, ordered, and rejected procurement requests, with item details, quantities, and requestor
– Mark a request as **Ordered**, or **Rejected** if you’re not proceeding with it
**Maintenance**
– Track maintenance reports logged by staff
– Mark a report as **read** (acknowledged) and, once resolved, **completed**
– Add completion notes while retaining full history
**Food Cost**
– Enter and edit monthly cost, sales, and stock figures
– Set your food cost target
– Track spend against target and revenue, with month-by-month trend history
Incident Reports
– Review incidents reported by staff: type (food safety, allergen, personal injury, near miss, pest sighting, equipment failure, customer complaint, environmental), severity, and description
– Move an incident through its lifecycle: **Open → In Progress → Closed**
– Add and assign corrective actions, with due dates
– For RIDDOR-notifiable incidents, complete the HSE notification fields (reported to HSE, method, reference number) — these are Admin-only
– Use the RIDDOR guide to help decide whether an incident needs reporting to the HSE
– You (and, for their own outlet, any Outlet Manager) are notified by email and push when a new incident is logged; the original reporter is notified again once it’s closed
Food Safety Management (SFBB)
A live compliance scorecard across the five FSA “Safer Food Better Business” sections — Cross-contamination, Cleaning, Chilling, Cooking, and Management. Most of the score is calculated automatically from data you’re already logging elsewhere (temperature checks, checklists, training, incidents), so there’s little extra data entry required day to day.
As Admin, you additionally manage:
– The **Cleaning Schedule** — a reference list of cleaning tasks, products, and frequencies
– Answers to the 16 manual compliance questions across the five sections
– Your named responsible supervisor and review frequency, and marking the document as reviewed
Suppliers & Delivery Temperatures
– Maintain your property’s **supplier list** (add, rename, remove) — this populates the dropdown staff use when logging deliveries, so they select from an approved list rather than typing supplier names freely
– Review the delivery temperature log staff maintain (supplier, product, temperature, package condition, accept/reject decision)
– Import supplier lists, temperature settings, cleaning schedules, and pest control status in bulk from a Chef-Safe-Pro FSMS export file, either adding alongside your existing data or replacing it entirely
Compliance
**Training Records**
– Upload training documents
– Assign to individual or multiple staff members
– Set optional expiry dates
– Monitor completion status and e-signatures
– Get alerts for expiring training
**HACCP Checklists**
– Create daily checklist templates defining required tasks, or import ready-made presets (Opening, Closing, Cleaning, Delivery, HACCP)
– View daily completion records
– Identify missed checklists affecting compliance scores
**EHO Reports**
– All individual report tabs (food temps, blast chill, fridge temps, maintenance, delivery temps, incidents, SFBB) and their CSV/PDF exports are available to every member of staff, not just Admins
– Two things remain Admin-only: the combined **EHO Pack** (a single inspection-ready PDF covering up to 90 days across every section) and the **Quarterly Export**
**Compliance Score**
Automated rolling 30-day compliance grade (A through F) based on task completion rates across checklists and temperature logs, with a breakdown of contributing factors.
**Documents Library**
Centralised repository for policies, procedures, and certificates, accessible to all active staff in read-only format. Admins manage uploads, replacements, and removals.
Additional Features
**Logout** — secure session termination, top-right navigation bar.
**Theme Toggle** — switch between light and dark mode.
