HospiEdgeRestaurant operating system
Operator manual

HE Ops operator manual.

Set up manager access, run audits, record incidents and follow through on the shift. Start with setup or jump to the procedure you need.

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

Confirm the platform scope and enabled connections first, then give managers a consistent starting point for the operating workflow.

Platform Account + Location Scope

  1. Sign in through the HospiEdge platform doorway; Ops does not ask the customer to create or validate separate public credentials.
  2. An account administrator provisions Ops for the allowed restaurant and location. A new or expansion location stays closed until membership, location scope, role, and product entitlement are accepted.
  3. If you manage multiple locations, confirm that Owner locations and the location switcher show only the locations the current platform identity is allowed to use.

People + Access

  1. Provision people and roles through the platform account, then use Settings and Staff for Ops-specific assignments—not a second credential system.
  2. Before shift launch, verify the selected restaurant, location, role, and Ops entitlement carried from the platform launcher.
  3. The Location switcher changes among authorized locations; it never broadens restaurant, location, role, or product access.

Pricing + Integrations

  1. An authorized owner reviews plan and billing state through the platform or owner billing lane. An in-app page does not override server-side entitlement.
  2. Use Integrations only for a separately enabled provider connection. Confirm provider authorization, restaurant/location mapping, and a non-destructive connection and sync check before relying on Square or Aloha data.
  3. An authorized owner reviews the initial AI allowance, purchased credits and permitted location before starting new AI work. Master AI is a Full Platform-only benefit subject to account rollout and authorization; credits do not grant additional permissions or app access.

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) Enabled Integrations, Owner Billing, Multi-Location

Integrations, authorized owner billing, and Owner locations

  1. For a separately enabled Square or Aloha connection, verify authorization, restaurant/location mapping, sync result, and the recency of sales, check, and open-check metrics.
  2. Only an authorized owner uses the billing lane for subscription or location-scoped Ops credit actions; opening a billing URL never grants access by itself.
  3. For multi-unit owners, request platform provisioning for added locations and switch only among locations already allowed for the current identity.
  4. Use the Settings hub for Ops-specific assignments and mission-control links after platform identity and access are established.

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.
  • For each separately enabled Square or Aloha connection, check authorization, mapping, sync health, and data recency; leave unavailable or unmapped providers off.
  • Review manager adoption: audit completion rate and incident closure speed.

Quick Troubleshooting

  • If a manager cannot access a location: return to the platform launcher and verify membership, selected location, role, and Ops entitlement. Escalate through Support rather than bypassing the scope.
  • If audits are blocked: confirm the location entitlement and assigned role include the needed floor and Ring-It modules.
  • If enabled-provider data is stale: confirm authorization and mapping, run the approved manual sync in Integrations, and re-check open checks and sales tiles. If the provider is unavailable or unmapped, keep it off and use Support.

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 to inspect the working app?

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

Open from HospiEdge OS

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 role-based Training instead?

Open HospiEdge Training when the next need is onboarding, standards practice, or manager reinforcement instead of screen-by-screen Ops use.

Open Training