HospiEdgeRestaurant operating system
Ops Tool User Guide

How To Run HospiEdge Ops Tool Day-To-Day

This guide works like an operator manual: setup first, then run the daily playbook and screen-by-screen routines in service order. It also shows that Ops Tool supports real daily manager workflows, not just a feature list.

  • Setup first: configure the account once before teams rely on audits, incidents, logs, and accountability workflows.
  • Daily use: the playbook and runbooks below follow the order managers actually work through service.
  • Best fit: confirm audit rhythm, incident control, and follow-through order first, then continue to Ops Tool, Pricing, or Contact when the conversation turns to launch timing, scope, or rollout support.
Review Ops Tool app page See plans and pricing Plan rollout Compare apps

Review Ops Tool in this order

Keep the first decision on audit discipline, incident control, and manager follow-through before continuing to the app overview, pricing, or contact.

1) Confirm setup and access first

Make sure account, people, location access, integrations, and billing readiness are in place before teams depend on audits, incidents, and corrective-action workflows.

2) Follow the daily manager order

Run planner, audit center, live audits, incident control, coaching, and daily review in service order so nothing important gets captured out of sequence.

3) Continue after workflow fit is clear

Continue to Ops Tool, Pricing, or Contact after workflow fit is clear and the conversation turns to launch timing, pricing scope, or rollout support.

Guide order

The guide keeps setup, daily operating flow, and move-on decisions separate so teams can understand the work before pricing, launch, or implementation review begins.

Setup comes before daily use

Access, location state, billing, and integrations lead because every audit, incident, and coaching workflow depends on that foundation being correct first.

Runbooks stay in service order

Planner, audits, incidents, coaching, and review stay together in the middle so managers can follow the real shift rhythm instead of reading disconnected feature blurbs.

Implementation support stays at the end

Support details sit last so the guide stays useful as an operator manual first, while still giving owners a clear path to rollout, licensing, or technical review when they need it.

Who opens what first

This quick launch map helps an operator or new manager understand where the Ops Tool day actually begins.

GM or opening manager

Start in the planner and audit center so priorities, audits, and shift launch all line up before service.

Floor or kitchen managers

Move into the audit workflows, incidents, and coaching screens once the live shift is running and proof needs to be captured in the moment.

Directors or owner-operators

Use daily review, exports, billing, integrations, and multi-location controls to verify the day closes with usable visibility instead of scattered notes.

Before You Start

Set this up once, then managers can run the full operating workflow without gaps or guessing which screen opens first.

Account + Location Setup

  1. Create an account from Registration using New Store, Join Team, or Expansion.
  2. For expansion locations, use Start location registration with a start code.
  3. If you manage multiple doors, confirm slot and switching controls in Owner locations.

People + Access

  1. Add managers and team members from Settings and Staff.
  2. Verify manager login and correct active location before shift launch.
  3. If using owner mode, test location switching from the Location switcher.

Pricing + Integrations

  1. Choose or confirm the plan in Sales and review billing in Billing portal.
  2. Connect Square in Integrations and run the first sync.
  3. Activate reserved AI credits from the AI credit activation panel.

Daily Operating Playbook

Follow this sequence every operating day so audits, incidents, coaching, daily review, and reporting stay connected.

Phase Screen What To Do Done When
Open Prep Command Center Review Strategy, Resolutions, Pulse; confirm weather/zip and top priority items. Managers know top 3 priorities before service.
Shift Launch Audit Center Use Audit Center: confirm team roster, select floor/culinary/ring-it tasks for active shift. Audit workflow and assigned staff are ready.
During Service Floor audit, Culinary audit, Ring-It audit Complete audits with scores, notes, and optional photo AI checks; save continuously. All required audits submitted with actionable notes.
Incident Control Incident management Create/report incidents, update statuses, use AI recommendation button for resolution suggestions. Open incidents have responsible party and resolution path.
Coaching & Documentation Performance alerts, Warning documentation Convert low-score patterns into documented coaching/warnings with follow-up dates. Corrective actions are documented and signable.
End Of Day Daily review Run archive date review, verify floor/culinary/ring/incidents, export PDF dossier. Daily report is archived and downloadable.

Screen-By-Screen Runbooks

Practical usage instructions for the main Ops Tool screens.

1) Audit Center Home

Audit Center

  1. Search/select staff and confirm current manager + restaurant context.
  2. Use quick actions: + Floor, + Kitchen, + Ring It.
  3. Filter feed with tabs (All, Floor, Kitchen, Ring It).
  4. Resume existing entries and verify score/risk before close.

2) Floor Audit Workflow

Floor audit

  1. Select section and staff member.
  2. Enter sales goal/actual if relevant.
  3. Score all 8 pillars (2-10). Watch live score + rating band.
  4. Attach photo; choose AI analysis if needed; add manager notes; submit.

3) Culinary Audit Workflow

Culinary audit

  1. Choose module (Prep & Quality, Line Performance, HACCP Safety).
  2. Capture temperature checks for the selected module (manual or Bluetooth probe path).
  3. Score all 8 culinary pillars, then add photo + AI check if required.
  4. Save with notes that identify specific food-safety or execution gaps.

4) Ring-It Audit Workflow

Ring-It audit

  1. Select staff member and mark POS/production findings via checkboxes.
  2. Set risk level (Low, Medium, High).
  3. Add manager notes and optional photo evidence.
  4. Submit and verify the record appears in Audit Center feed.

5) Incident Management

Incident management and report flow

  1. Create incident with category, severity, title, description, and optional photo.
  2. Track open incidents in Active Incidents list.
  3. Use AI recommendation button for corrective guidance.
  4. Mark incidents resolved only after action is verified on floor.

6) Coaching + Warning Documentation

Performance alerts to Warning documentation

  1. Open Performance Alerts to review sub-80 audits.
  2. Generate warning draft from audit context (auto-filled findings).
  3. Set required improvement, support plan, and follow-up date.
  4. Track signatures and history in Disciplinary log and export the warning PDF when needed.

7) Command Center + Goals

Command Center and Goals board

  1. Review Strategy and Resolutions at shift open.
  2. Create/update goals and mark statuses (todo, done, stuck).
  3. Use planner + manager log links for follow-through.
  4. Keep top priorities visible to every on-shift manager.

8) Integrations, Billing, Multi-Location

Integrations, Sales, and Owner locations

  1. Connect Square and run sync. Validate sales/check/open-check metrics.
  2. Manage subscription and AI credit packs in Sales/Billing views.
  3. For multi-unit owners, manage slots/start codes and switch locations safely.
  4. Use Settings hub as control point for invites and mission-control links.

Weekly + Monthly Routines

Keep these routines on calendar so the platform keeps driving outcomes.

Weekly Manager Rhythm

  • Run Weekly report and identify repeat misses by role or shift.
  • Review incident trends and ensure all warnings have follow-up dates.
  • Refresh top goals in command center for next week priorities.

Monthly Owner Rhythm

  • Audit plan usage, AI credit usage, and location slot utilization.
  • Check integration health (Square/Aloha) and data recency.
  • Review manager adoption: audit completion rate and incident closure speed.

Quick Troubleshooting

  • If a manager cannot access the location: verify the active location and switch locations if needed.
  • If audits are blocked: confirm the location plan includes the needed floor and Ring-It modules.
  • If sync data is stale: run manual sync in Integrations and re-check open checks and sales tiles.

Keep next steps after the workflow review

Keep this guide focused on setup, daily order, and manager follow-through. Continue after those steps are clear and the next decision is obvious.

Need to inspect the working app?

Open the Operations login after the audit-and-follow-through sequence makes sense and you want to inspect the working screens directly.

Open Ops Tool Login

Need the broader stack flow next?

Open the integrated platform guide once the operations routine makes sense and the buyer wants to see how this work connects with Scheduling, POS closeout, Label, and cross-app follow-through.

Open Platform Guide

Need the app summary first?

Go back to the Ops Tool product page when you want the shorter product overview instead of the full operating manual.

Back to App Page

Choose where to continue by operations need

Keep this manual focused on audit order, incident control, coaching, and manager follow-through. Continue when the team needs a different level of detail.

Need the shorter product summary?

Go back to the Ops Tool product page when you want the shorter public overview instead of the full manual.

Back to Ops Tool Page

Need the broader stack flow?

Open the integrated platform guide when the need shifts from operations discipline to how Operations connects with Scheduling, POS, Label, floor service, and closeout across the stack.

Open Platform Guide

Need planning guides or templates?

Open the Resources hub for platform planning order, front-door explainers, manager playbooks, and food-safety structure when the next step is educational rather than this Ops manual.

Open Resources hub

Need Reader or Training instead?

Open Reader or Training when the next need is leadership reading, standards support, onboarding, or manager reinforcement instead of screen-by-screen Ops use.

Open Reader Open Training

Need technical diligence?

Open engineering when the conversation turns to architecture, rollout constraints, or implementation detail. Keep pricing and launch timing for after workflow fit is already clear.

Review engineering

Implementation support

The operator guide above stays focused on how managers use Ops Tool. For deeper architecture, rollout, or integration questions, use Engineering or direct implementation follow-up without making the operator manual harder to read.