Use the app with one guide that matches the real workflow.

Workflow

Create and access the account

Start the company, location, and user structure before service begins.

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• Use sign up or SSO entry points to create the account.
• Set up restaurant groups, locations, and user access before daily operations begin.
• Use profile and password tools for operator-level account management.

Workflow

Configure the location

Apply the manager, launch, and location-level settings that control day-to-day behavior.

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• Review account and location settings.
• Set manager PIN behavior and location-specific operating preferences.
• Confirm location-level integrations, launch URLs, and label-sync settings where needed.

Workflow

Account access, trial, and billing renewal

Use the account-access and billing surfaces to understand why the app is active, expiring, or ready for renewal.

What changed in this workflow

• Billing should now be taught as an account-access workflow, not just a checkout button, because linked owner activation and trial state can both decide whether POS access is live.
• Managers can use the renewal and success screens as live proof surfaces during rollout instead of treating billing as something that only happens outside the app.

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• Start on the dashboard Account Access card to see whether access comes from a local Stripe subscription, a linked HospiEdgeTool owner record, or the local trial window.
• Use Billing / Renewal when a manager needs to extend access, confirm trial state, or explain why Stripe checkout is required or intentionally skipped.
• Keep Accounts and Billing together during rollout so subscription state, location setup, and operator access do not drift apart.

Workflow

Account admin, access proof, and tenant structure

Use the Accounts area when a manager or admin needs to confirm who owns the tenant, what locations belong to it, and why access is live right now.

What changed in this workflow

• Account admin should now be coached as a live proof surface because effective access source, plan state, and tenant structure are visible inside the app.
• Managers can confirm whether an issue is billing, linked owner access, or simple tenant setup drift before they send teams outside the product for answers.

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• Use the Accounts list to find the tenant quickly by name, slug, plan, or current status during rollout and support work.
• Use the account detail screen to confirm effective access source, trial timing, groups, locations, and user footprint before you change billing or blame a launch issue on permissions.
• Use account create and edit screens carefully so plan, status, timezone, and currency stay aligned with the real operating tenant.

Workflow

Manager PIN, overrides, and approval access

Set the manager PIN before shared devices, approvals, or protected kiosk exits become live service issues.

What changed in this workflow

• Manager PIN setup now matters beyond register approvals because KDS exit flows and shared-device recovery rely on the same approval discipline.
• Teams should be coached to verify session state first and only use the manager PIN when the workflow actually requires protected access.

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• Create a 4–8 digit manager PIN and confirm it before the first shift.
• Use that PIN for protected actions such as overrides, refunds, voids, shared-device recovery, and kiosk exit flows where the app requires approval.
• Coach managers to treat PIN ownership as operational control, not a team-wide shared code.

Workflow

Prepare devices and environment

Validate payments, printers, and installed-app behavior before the first live shift.

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• Test payment provider settings and terminal discovery.
• Run printer tests before live service.
• Confirm browser/app mode behavior for kiosk, fullscreen, or installed-app usage.

Workflow

Clock terminal and shift entry

Start labor correctly before operators touch the register or floor tools.

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• Use punch lookup and operator sign-in tools to start the shift.
• Clock in and clock out through the labor flow.
• Keep in mind that the clock tracks labor, not final tip claims.

Workflow

Clock terminal and shared-device session start

Use the clock terminal to start the right operator session before touching the register or Server Checks.

What changed in this workflow

• Training should now start with the clock terminal on shared devices, because session ownership and register access are tied together.
• Managers can coach teams to treat Close Session as part of handoff discipline, not optional cleanup.

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• Enter a personal punch number to start a terminal session or unlock the register on a shared device.
• Use the lookup result to confirm you are clocked in before you launch into service.
• Close the active session when you step away so ownership and manager overrides stay clear on shared hardware.

Workflow

Register and order control

Run the check from order entry through payment inside one connected flow.

What changed in this workflow

• Split the workflow between register, open-check recall, and order-detail actions so teams can deep-link straight into the exact help they need.
• Keep payment and send-to-kitchen actions grounded on the same check detail instead of teaching them as separate systems.

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• Create orders, add items, save checks, recall checks, and manage order detail.
• Use item-level hold, release, void, comp, return, remove, or refire controls as needed.
• Split by seat, take payment, and print receipts inside the same order workflow.

Workflow

Recall and reopen checks

Use the check list to find, filter, and safely reopen live or saved work.

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• Use Recall / Open Checks to filter by status, table, server, or order type during service.
• Reopen checks from the list when staff need to add items or continue a saved order.
• Use the list view as the clean handoff between the live register and existing open checks.

Workflow

Order detail, item actions, and payment follow-through

Use the order detail screen when a check needs direct operational control after it is saved.

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• Use order detail to send selected items to kitchen, hold or release items, and manage refire or remove decisions.
• Complete payment, split by seat, print receipts, and review ticket status from the same check detail screen.
• Use manager override paths only when the check owner or lock state requires it on a shared terminal.

Workflow

Server Checks live board

Use the live board to open tables, watch active sessions, and jump into service without losing floor context.

What changed in this workflow

• Managers should coach teams that the live board is now a workflow surface, not just a display of tables.
• Start Session, Register Ready, and return-to-table actions now belong in the same teaching sequence so ownership stays clear.

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• Treat the board as the live service surface for open tables, active sessions, and return-to-table actions.
• Start a session or launch the clock terminal from the board when a server has not unlocked the terminal yet.
• Use Shift checkout and floor setup links from the board only when you need to leave the live service surface intentionally.

Workflow

Server Checks manager override and shared-device access

Use the manager override path only after the operator session and lock state are understood.

What changed in this workflow

• Coach managers to look for session state first, because override now works alongside shared-device punch gating instead of replacing it.
• Teach managers to return operators to the exact board/order context after override so service does not lose place during rush periods.

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• Check whether the screen needs a punch-number unlock or a manager override before forcing access to a check.
• Use manager override on saved or open checks only when the owner or lock state prevents the intended action on a shared terminal.
• Keep the return path intact so the operator lands back on the right board or order after the override is complete.

Workflow

Server Checks and floor tools

Keep table, section, and floor visibility tied to live service state.

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• Use the Server Checks board to monitor open tables, sections, and live service status.
• Maintain floor setup and floor builder layouts for the active location.
• Keep table visibility tied to the same business day and live order state.

Workflow

KDS line view

Use line view when the team needs a lane-by-lane wall of active tickets across stations.

What changed in this workflow

• Line view now has direct guide links and is best coached as the all-stations production view, not the same thing as a station screen.
• Teams should learn when to stay in the line wall versus when to switch into a single-station queue.

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• Use line view to scan open ticket volume across stations without leaving the service date context.
• Move tickets into start, ready, and expo/bar pickup states from the same lane view when the screen is acting as a production board.
• Jump into a single station only when the team needs a tighter station-specific queue.

Workflow

KDS station screen

Use the station screen for one production lane when cooks need tighter focus and direct ticket actions.

What changed in this workflow

• Station view should now be trained as the focused lane workflow, while line view remains the cross-station picture.
• Recipe-card context matters more here because the station screen is where cooks make the actual production decision.

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• Run the active queue for a single station without losing the service-date or kiosk context.
• Use station actions to move tickets through start, ready, expo, or bar pickup as the lane completes work.
• Use the station screen together with recipe-card context so garnish, pour, and plating guidance stay visible at the point of production.

Workflow

Expo and bar pickup handoff

Control the final handoff between kitchen, expo, and bar pickup screens.

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• Use expo to manage readiness, garnish, and pickup timing before food leaves the pass.
• Use bar pickup to coordinate drinks and handoff without breaking the ticket route.
• Keep the handoff visible so front-of-house teams know when orders are actually ready.

Workflow

Expo lane workflow

Use the expo screen as the final food handoff lane, not just a passive status board.

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• Watch the expo lane for plated items that have already cleared station work and now need pass control.
• Use the bump-done action only after garnish, table grouping, and pickup timing look correct.
• Keep expo tied to the active business day so historical review does not confuse live handoff.

Workflow

Bar pickup workflow

Use bar pickup as the server-facing ready queue for drinks after the bar marks them ready.

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• Treat bar pickup as a separate pickup promise from the general expo lane so servers know where to collect drinks.
• Use the ready queue to control handoff timing without losing modifier or recipe-card context.
• Complete drink pickup from the dedicated queue so the route stays visible to FOH and managers.

Workflow

Routing and pacing

Use pacing and reroute tools when production conditions change.

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• Keep kitchen and bar destinations aligned from the register through completion.
• Use pacing policies and reroute tools when production needs to shift.
• Review KDS analytics to understand throughput and bottlenecks.

Workflow

KDS settings, station routing, and fallback rules

Use KDS Setup to decide which stations are active, how categories route, and where overflow may go when the kitchen gets overloaded.

What changed in this workflow

• KDS setup should now be coached as a live operational control because line, station, expo, and bar flows all depend on the same routing map.
• Fallback routing needs manager review before auto mode is trusted, because the setup page now controls where overload traffic may land.

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• Keep active stations aligned with the real line so line view and station screens only show the stations that should receive work.
• Use category routing and fallback maps together so products go to the right station first and only reroute when policy allows it.
• Teach managers that KDS Setup is the source of truth for station behavior, not something to change casually mid-rush without understanding the routing impact.

Workflow

Kitchen pacing policy and forecast review

Use kitchen pacing to decide when to slow auto-fire, when to reroute, and which station is becoming the next bottleneck.

What changed in this workflow

• Pacing is now strong enough to coach as a manager workflow because the screen ties live queue, forecast, and reroute guidance together.
• Managers should validate policy settings in KDS Setup before they trust pacing recommendations to change service tempo.

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• Review forecast horizon, projected active counts, utilization, and recommended action before changing pacing behavior.
• Use pacing with KDS analytics and station screens so managers can compare forecast guidance against the live queue.
• Treat pacing recommendations as guidance for service control and staffing response, not as a replacement for watching the actual kitchen board.

Workflow

Recipe-card context for production

Make sure garnish, pour, plating, and station notes are clean before service.

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• Recipe details can include garnish, pour, glassware, ice type, plating notes, and station hints.
• KDS-facing recipe details can be enriched through Menu AI or Recipe Admin.
• Keep KDS guidance clean before the menu goes fully live.

Workflow

Open, save, and submit server checkout

Build and review the checkout record while the shift is still in progress.

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• Open a checkout for the active business day and selected server.
• Save draft work while the closer is still reconciling the shift.
• Submit the checkout when the numbers are ready for manager review or final confirmation.

Workflow

Finalize or reopen server checkout

Treat this as the final source of truth for sales and claimed tips.

What changed in this workflow

• Coach closers that final checkout is the payroll-ready source of truth for claimed tips, not the time clock.
• Reopen should be treated as a controlled correction path before export or sync, not an afterthought once payroll work has started.

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• Finalize checkout only after sales, guests, and claimed tips look correct.
• Reopen the checkout if a manager needs to correct the record before payroll-ready export or sync.
• Print checkout records and day packets when the location needs a physical record.

Workflow

Cash and business-day reporting

Use day-level tools to keep the operating date and cash record accountable.

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• Use rolling sales, day summary, day history, movements, and corrections tools.
• Keep the business day anchored to the actual operating date for the location.
• Review shift-level and day-level records before exporting or syncing.

Workflow

Day history, packet review, and export proof

Use the deeper closeout reporting screens when managers need proof of what happened on a business date before reopening, exporting, or explaining the record.

What changed in this workflow

• Day History and End of Day Packet should now be trained as proof surfaces, not just archival reports, because they support reopen, export, and manager review decisions.
• Managers can keep closeout correction work inside the product by using packet, summary, and detail screens together before they blame payroll sync or outside reporting.

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• Use Day History to review open, closed, and reopened business-day sessions before you decide to reopen a prior day.
• Use End of Day Packet to capture the immutable packet, review exception rows, and hand managers a print or export that matches the business date.
• Use checkout summary and checkout detail screens to explain closeout status, over-short, and payroll-ready correction paths before you retry or finalize downstream work.

Workflow

Payroll export and sync health

Use the downstream payroll surfaces only after server checkout is correct.

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• Use payroll export when the downstream process needs a file.
• Use sync status, sync health, and retry tools when connected payroll systems need attention.
• Remember: time clock tracks labor, server checkout finalizes the final sales and tip record.

Workflow

Payroll sync health, status, and retry recovery

Use the manager health surfaces to understand whether downstream payroll delivery is available, aging, or waiting for intervention.

What changed in this workflow

• Managers should now teach payroll sync as a monitored workflow because health, status, queue aging, and retry tools are visible in the app instead of hidden behind docs or logs.
• Retry is no longer a blind button: teams should check whether the issue was configuration, target availability, or stale failed work before replaying queue items.

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• Review payroll sync health when the schedule/payroll target, queue availability, or environment readiness needs confirmation.
• Use payroll sync status or the build-grade command surface when you need row-level queue aging, delivery-attempt context, or recovery proof before you retry.
• Only retry failed or dead-letter work after the real issue is understood; server checkout remains the source of truth while recovery catches up downstream.

Workflow

Catalog setup

Build the sellable menu with the same structure the operation needs later.

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• Manage menus, categories, products, variants, modifiers, order types, and taxes.
• Use Menu AI as the main rollout path for catalog, recipes, and inventory-ready imports.
• Keep the selling catalog aligned with kitchen and inventory expectations.

Workflow

Inventory item master and cleanup

Use the item master to keep names, units, and core stock records clean.

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• Manage units, items, levels, and movements.
• Use duplicate merge and near-match review helpers to clean early imports.
• Track recipes, recipe usage, and inventory-link quality from the same area.

Workflow

Counts and count sessions

Run count sessions regularly so actual stock stays anchored to the location.

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• Start count sessions on the schedule that fits the location.
• Use count sheets to compare theoretical stock with counted stock.
• Review draft or completed count sessions before carrying changes into the live inventory record.

Workflow

Count-session detail and variance review

Use the session detail screen to finish draft counts cleanly or review posted variance with context.

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• In draft sessions, save partial work, fill blanks carefully, and only post when the count is actually complete.
• In posted sessions, review category totals and item-level variance before changing any broader inventory process.
• Use session detail as the place to explain large variance before teams jump straight into waste, transfers, or purchasing.

Workflow

Waste, transfers, and movement accountability

Track why inventory changed, not just that it changed.

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• Record waste clearly so managers can understand loss or spoilage.
• Use transfers when stock moves between areas or locations.
• Review movements so count, depletion, and receiving work stay explainable.

Workflow

Recipe Admin and depletion cleanup

Finish or correct the recipe-to-inventory relationship before relying on depletion.

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• Use Recipe Admin actions to create, link, review, or intentionally leave lines non-trackable for depletion.
• Check recipe usage and ingredient coverage before trusting depletion-based reporting.
• Use manager review when Menu AI or older legacy imports still need direct cleanup.

Workflow

Inventory review queues and cleanup helpers

Use the deeper cleanup surfaces when early imports, aliases, or weak recipe lines still need manager attention.

What changed in this workflow

• Managers can now coach cleanup from the app itself because duplicate merge, near-match review, and ingredient queues are part of the working inventory surface.
• Cleanup should happen before teams trust theoretical stock or depletion-based reporting, especially after large imports or naming changes.

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• Use the item-master cleanup helpers to merge duplicates and review near-match items before stock history becomes fragmented.
• Use the Recipe Admin ingredient queue when Menu AI or older legacy imports still need direct create/link/review decisions on specific ingredient lines.
• Treat these queue-style cleanup tools as inventory-health work, not as optional polish, when depletion accuracy matters.

Workflow

Depletion recovery after imports, naming drift, or weak links

Use this recovery workflow when depletion is technically on but the inventory relationships are not trustworthy yet.

What changed in this workflow

• Managers should now teach depletion recovery as a real workflow because cleanup helpers, ingredient queues, and match decisions all live inside the app.
• This is the right place to coach teams after a large import or naming change instead of letting weak links quietly distort stock reporting.

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• Start with duplicate merge and near-match review so the same stock item is not split across multiple names after import or cleanup work.
• Use Recipe Admin create/link/review decisions to repair ingredient lines that are still unlinked, incorrectly linked, or intentionally non-trackable.
• Only trust theoretical stock or depletion-based reporting after the cleanup helpers and recipe coverage checks are in a stable place.

Workflow

Vendor setup

Build the vendor and item relationships before you depend on PO workflows.

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• Add vendors and vendor items first.
• Map purchasing records so reorder and receiving workflows have a stable base.
• Use alerts to surface item and ordering issues.

Workflow

Purchase orders

Track the order from draft through status updates inside the app.

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• Create purchase orders and manage PO items inside the app.
• Track PO status changes over time.
• Keep ordering history tied to the operating system, not a separate spreadsheet.

Workflow

Receiving deliveries

Use receiving to move ordered goods into accountable stock records.

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• Receive against purchase orders when deliveries arrive.
• Carry those updates forward into inventory records.
• Use receiving to keep stock movement more accountable.

Workflow

PO detail and receiving review

Use the PO detail screen to manage line edits, remaining quantity, and partial receiving safely.

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• Add or update PO lines before the order is fully received or cancelled.
• Use remaining quantity and partial receiving to avoid over-receiving a line during delivery check-in.
• Review receiving records on the PO itself so inventory accountability and vendor follow-up stay together.

Workflow

Phase 1: import the list

Keep the first AI session lighter by approving the list before doing recipe work.

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• Upload PDF, DOCX, XLSX, TXT, CSV, or pasted text.
• Review the parsed list before commit.
• Use catalog-first import when you want products, categories, prices, and label-ready items without heavy recipe/inventory work in the same session.

Workflow

Phase 1 review before commit

Clean the obvious menu and recipe-card issues while the AI output is still in preview.

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• Edit recipe-card fields, recipe content, and obvious catalog issues before importing the approved list.
• Use the preview status to spot weak rows before they become cleanup work later.
• Keep the first pass focused on a clean import list, not every downstream rule at once.

Workflow

Phase 2: reopen for recipe and inventory review

Use the second session for recipe cards, ingredient lines, and inventory decisions.

What changed in this workflow

• Managers should now coach Menu AI as a two-session workflow when the list is large, instead of forcing catalog, recipes, and depletion work into one pass.
• Preferred inventory matches and non-trackable decisions belong in phase 2 review so depletion setup is deliberate instead of rushed.

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• Reopen the approved list from saved session or uploaded JSON.
• Review ingredients, choose preferred inventory matches, and mark garnish or optional lines non-trackable where needed.
• Use the second phase to keep the AI workload lighter and the manager review cleaner.

Workflow

Depletion readiness and learned matching

Do not assume depletion is ready just because the item imported.

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• Preview indicates whether items are ready, auto-creatable, review-needed, or effectively KDS-only.
• Menu AI can reuse learned inventory alias memory over time.
• Recipe Admin stays available for cleanup after import when a manager wants more direct control.

Workflow

Payment terminal setup

Use the payment setup screen to pair readers, save credentials, and verify live readiness by provider.

What changed in this workflow

• Managers should now coach payment setup as a staged checklist: credentials, device pairing, webhook, then active-provider switch.
• A reader showing up in the UI is not enough on its own; the workflow now expects provider-level readiness checks before launch.

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• Set the environment correctly before entering live credentials or pairing a device.
• Use reader discovery, reader status, and webhook setup in the same setup flow when Stripe Terminal is enabled.
• Save the active provider only after the location-specific device and webhook details are confirmed.

Workflow

Payments and terminals

Validate payment setup before the first live tender.

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• Review payment settings before taking a live payment.
• Use Stripe reader discovery, webhook registration, and reader status tools where enabled.
• Keep payment setup aligned with the location and environment.

Workflow

Printer and cash-drawer setup

Use location settings to decide how receipts print and how the drawer should open in service.

What changed in this workflow

• Managers should teach printer setup as a location-setting workflow, not just a one-time installer task.
• Printer tests matter after menu or hardware changes, because service output is part of the live operating system now.

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• Choose browser print or Epson network print based on the hardware at the location.
• Store printer IP, port, and drawer behavior in location settings before live testing.
• Run a real printer test after changes so kitchen, receipt, and drawer expectations stay aligned.

Workflow

Printers and output

Test real print paths before launch and after major operational changes.

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• Run printer tests before launch.
• Validate kitchen, receipt, and operational print flows with real devices.
• Use the output tools again after major menu or workflow changes.

Workflow

Integration queue, status, and retry workflow

Use the integrations dashboard when queue state, retry behavior, or downstream delivery health needs manager attention.

What changed in this workflow

• The integrations screen should now be taught as an operational dashboard because queue state and retry actions are visible to managers in the app.
• Managers should check queue status before assuming payroll sync, cross-app launch data, or downstream updates failed silently.

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• Filter the sync queue by target, status, or error so you can see whether issues are pending, processing, failed, or dead-lettered.
• Retry failed or dead-letter records from the queue only after you understand whether the issue was credentials, payload, or downstream availability.
• Use delivery attempts and inbound activity together so operators can tell whether the app emitted the event, the queue delivered it, and the receiver accepted it.

Workflow

Integrations, queue handling, and billing

Treat billing and queue processing like live operational surfaces, not background magic.

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• Use the integration queue and retry surfaces when downstream systems need intervention.
• Review billing renew and success flows during account setup.
• Treat integrations as operational surfaces that need monitoring, not set-and-forget magic.

Workflow

Billing renewal, linked access, and account proof

Use the billing screens when managers need to confirm why access is active, trialing, linked, or ready for Stripe checkout.

What changed in this workflow

• Billing and account access are now part of the rollout story because the dashboard and renewal screens expose the active access source directly.
• Teams no longer need to guess whether billing is local, linked, or expired before they decide what setup step comes next.

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• Renewal shows whether access is already active, still on trial, linked through the shared HospiEdgeTool owner subscription, or waiting for Stripe checkout.
• Success should be taught as an access-proof screen that confirms payment was accepted and the account is upgraded.
• Keep billing, account setup, and rollout proof together so managers can explain access state without leaving the app.