Operations User Guide

How To Run HospiEdgeTool.org Operations Day-To-Day

Use this guide like an operator manual: setup first, then run the daily playbook and screen-by-screen routines in service order. It is also one of the clearest public proofs that the current build already supports real daily manager workflows.

  • Setup first: configure the account once before teams rely on audits, logs, and accountability workflows.
  • Daily use: the playbook and runbooks below follow the order managers actually work through service.
  • Best fit: use this page for onboarding and workflow depth, then move to live Operations, Pricing, or Contact when the next question is rollout, scope, or launch timing.
Open Operations Login Back to App Page View Pricing Talk Through Launch
Setup Daily Playbook Screen Runbooks Weekly/Monthly

What teams can verify in the current build

Use these points as buyer confidence checks before launch starts.

Real workflow coverage

Audits, incidents, daily review, coaching, billing, integrations, and multi-location controls already exist in the current Operations build.

Implementation clarity

Start with the Operations account, keep Scheduling included, and use Pricing or Contact when the next question is launch scope instead of reopening the full platform path here.

Device and reporting fit

The workflow is designed for phones, tablets, and desktop, with reporting and export surfaces managers can verify in live use and during launch review.

Who should open what first

Use this quick launch map when a buyer or new manager wants to know where the Operations 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 account at /register.php using: New Store (owner), Join Team (team), or Expansion (start).
  2. For expansion locations, use /start_location_register.php with a start code.
  3. If you manage multiple doors, confirm slot and switching controls in /owner_locations.php.

People + Access

  1. Add managers and team members from /settings.php (invite code) and /staff.php.
  2. Verify manager login and correct active location before shift launch.
  3. If using owner mode, test location switching with /switch_location.php?rid=....

Commercial + Integrations

  1. Choose/confirm plan in /sales.php and billing portal in /billing_portal.php.
  2. Connect Square in /integrations.php and run first sync.
  3. Activate AI credits if reserved via /ai_credit_activate.php?auto=1.

Daily Operating Playbook

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

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

Screen-By-Screen Runbooks

Exact usage instructions for the main Operations screens.

1) Audit Center Home

/index.php

  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

/audit.php

  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.php

  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.php

  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

/incidents.php (+ 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.php -> /create_warning.php?audit_id=...

  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/history in /disciplinary_log.php and PDF via warning view.

7) Command Center + Goals

/day_planner/index.php, /day_planner/goals_board.php

  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.php, /sales.php, /owner_locations.php

  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.php 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 manager cannot access location: verify active res_id and switch location.
  • If audits blocked: confirm entitlement state for floor/ring-it modules.
  • If sync data is stale: run manual sync in integrations and re-check open checks/sales tiles.

Commercial + Engineering Context

This guide stays operational. Use Pricing for commercial decisions, Contact for launch review, and Engineering only when the next question is valuation or licensing detail.

Operations Value Snapshot

  • Current rebuild value range: $600,000 - $1,800,000
  • Published midpoint baseline: $880,000
  • This guide currently documents 187 files, 321 functions, and 26,190 PHP lines.

Midpoint is derived from app inventory and complexity-weighted engineering hours, then rounded for buyer clarity.

Operations License Reference

  • Lifetime internal-use source-code license: $106,000
  • Optional annual updates after year 1: $19,000
  • Live platform pricing: $279/month or $2,899/year for 1 account, $749/month or $7,799/year for 3 accounts, and $2,190/month or $22,999/year for 10 accounts
  • Standard public pricing after launch: $349/month for 1 account, $949/month for 3 accounts, and $2,790/month for 10 accounts
View Pricing Talk Through Launch Build-Cost Methodology License Pricing

Technical Appendix (File Inventory)

User workflow guide above is primary. This appendix is for build/engineering reference.

187 files | 321 named functions | 26,190 PHP lines

api (16 files) 
api/auth.php
api/chat.php
api/create_incident.php
api/db.php
api/delete_audit.php
api/get_ai_analysis.php
api/get_incidents.php
api/get_shiifts.php
api/hospi-edge-ai-api.php
api/hospi_edge_ai_api.php
api/logout.php
api/register_action.php
api/save_audit.php
api/save_incident.php
api/update_audit.php
api/update_incident.php
auth (2 files) 
auth/sso/callback.php
auth/sso/start.php
day_planner (11 files) 
day_planner/api.php
day_planner/bridge.php
day_planner/compass.php
day_planner/fc_api.php
day_planner/goals.php
day_planner/index.php
day_planner/logbook_api.php
day_planner/manager_log.php
day_planner/nav.php
day_planner/planner.php
day_planner/weekly_strategy.php
env (5 files) 
env/app.php
env/stripe.env.php
env/stripe.envllive.php
env/stripe.php
env/stripe_env.php
hospi_chat (11 files) 
hospi_chat/api/_helpers.php
hospi_chat/api/draft_goal.php
hospi_chat/api/update_goal.php
hospi_chat/api/x3.php
hospi_chat/config.php
hospi_chat/env.php
hospi_chat/env/env.php
hospi_chat/env/load_env.php
hospi_chat/header.php
hospi_chat/index.php
hospi_chat/load_env.php
includes (3 files) 
includes/env_loader.php
includes/openai_client.php
includes/upload_security.php
intergrations (1 files) 
intergrations/aloha.php
jobs (1 files) 
jobs/worker.php
lib (6 files) 
lib/ai_advisor.php
lib/env/env.php
lib/env/env_loader.php
lib/env_loader.php
lib/gemini_client.php
lib/openai_client.php
platform (1 files) 
platform/integration/core.php
pos (2 files) 
pos/AlohaAdapter.php
pos/PosAdapterInterface.php
root (128 files) 
PHPMailer.php
activate_ai_credits.php
ai_comment_engine.php
ai_consultant.php
ai_credit_activate.php
ai_engine.php
ai_incidents.php
ai_verify_process.php
aloha_oauth_callback.php
audit.php
auth.php
backup_db.php
backup_files.php
billing_admin.php
billing_portal.php
cancel.php
cancel_plan.php
chat.php
check_status.php
compliance_dashboard.php
config.php
create_checkout.php
create_checkout_session.php
create_incident.php
create_manual_warning.php
create_warning.php
cron_iot_pull.php
culinary_audit.php
daily_review.php
db.php
delete_audit.php
delete_culinary.php
delete_incident.php
delete_record.php
delete_user.php
disciplinary_log.php
edit_audit.php
edit_culinary.php
env.php
env_loader.php
footer.php
forgot_password.php
generate_pdf.php
get_ai_analysis.php
get_audits.php
get_culinary.php
get_dashboard_feed.php
get_floor.php
get_incidents.php
get_ring.php
get_shiifts.php
goals.php
goals_board.php
guides.php
header.php
help.php
hospi_edge_agent.php
hospi_edge_ai.php
incidents.php
index.php
integration_bootstrap.php
integration_entitlements.php
integrations.php
integrations_adjustments.php
iot_latest.php
leadersboard.php
legal.php
load_env.php
login.php
logout.php
on_the_clock.php
open_checks.php
open_location.php
owner_locations.php
owner_slots_lib.php
performance_alerts.php
platform_overview.php
pos_orders.php
pos_square_status.php
reader.php
records.php
regenerate_start_code.php
register.php
register_action.php
renew.php
renew_action.php
report.php
reset.php
ring_it.php
sales.php
sales_today.php
salesadd.php
save_audit.php
save_audit_api.php
save_culinary.php
save_habit_audit.php
save_incident.php
save_warning_logic.php
serve_image.php
settings.php
sign_warning_api.php
square_callback.php
square_config.php
square_connect.php
square_disconnect.php
square_lib.php
square_sync.php
staff.php
start_location.php
start_location_action.php
start_location_register.php
start_location_register_action.php
stripe_checkout.php
stripe_config.php
stripe_hook.php
stripe_price_map.php
stripe_prices.php
stripe_webhook.php
success.php
switch_location.php
sync_square_all.php
sync_square_staff.php
update_audit.php
update_culinary.php
update_incident.php
validate_subscription.php
warning_view.php
weekly_report.php