Procedures
Your venue's standard operating procedures, and who has read them.
Procedures is your venue's library of how things are done: opening the bar, cash handling, responsible service. Each procedure is a file, such as a PDF or Word document. You can ask everyone to confirm they've read one, and see who hasn't.
Procedures is a module. A Venue Manager turns it on as SOP library in Settings › Modules.
Everyone at the venue can read procedures. Only a Venue Manager can add, change, archive or delete them.
Find a procedure
Open Procedures in the sidebar. Use the folder chips along the top to narrow the list, or type in Search procedures. A procedure that isn't in a folder is under Unfiled.
Press a procedure to open it beside the list. You see its folder, version, when it was updated, the file and, if it has one, its owner and review date. Press Open or Download for the file, or Open full record for its own page, where a PDF shows on screen.
Read and confirm a procedure
When a procedure asks to be confirmed and you haven't yet, it shows To read. The To read chip at the top, with a count, lists all of them. Staff also see Procedures to read on My shift.
Open the procedure, read the file, then press I have read and understood this. It then says "You confirmed this on" and the date.
Add procedures
Venue Managers only.
Choose the files
Press New procedure, or drag files onto the Procedures page. Files can be PDF, Word, PNG or JPEG, up to 25 MB each.
Name them
Choose a Folder, or leave them Unfiled. Each file gets a Title, and you can add a one-line Description. Press Add more files to add others.
Add
Press Add, followed by how many, such as Add 3 procedures.
Ask everyone to confirm they've read it
Venue Managers only.
Open the procedure's menu and choose Edit details. Under Reading:
- Turn on Everyone must confirm they have read this. Everyone at the venue is told it's waiting for them.
- Turn on Ask again when the file is replaced if a new version should be confirmed again.
Press Save.
See who has read it
Venue Managers, Assistant Venue Managers, Duty Managers and Supervisors see a Read column in the library, and "3 of 12 have confirmed" on the procedure. Press outstanding to see who hasn't confirmed yet. Each name opens that person's page, which lists the procedures they still have to read.
Only people currently at the venue count.
Remind people
Venue Managers and Duty Managers only.
On the procedure, press Remind. Everyone who hasn't confirmed gets a reminder. You can remind once a day per procedure; after that the button says Reminded today.
Replace a file with a new version
Venue Managers only.
Open the procedure's menu and choose Replace file. Choose the New file and, optionally, say What changed. Press Replace file.
The procedure moves to the next version, such as v2. Older versions are kept. On the procedure's own page, Versions lists each one with its date, who added it and what changed. Press Open beside an older version to see it.
If Ask again when the file is replaced is on, everyone is asked to confirm the new version.
Set an owner and a review date
Venue Managers only.
In Edit details, choose an Owner and a Review by date. The owner can be a Venue Manager, Assistant Venue Manager, Duty Manager or Supervisor.
Once the review date has passed, the procedure shows Review due to managers and shift leads. The morning after, the owner is notified. If there's no owner, every Venue Manager is notified instead.
Organise folders
Venue Managers only.
Press Folders. Type under New folder and press Add folder. Press a folder's name to rename it. From its menu you can Move up, Move down or Delete it. Deleting a folder doesn't delete its procedures: they become Unfiled.
Each folder has a switch. A folder switched off is hidden from staff, with the procedures in it. You still see them.
To move one procedure, open its menu and choose Move to folder.
Archive or delete a procedure
Venue Managers only.
Open the procedure's menu and choose Archive. It leaves the library, with every version of its file kept, and nobody is asked to read it. To see archived procedures, press Archived at the end of the search bar; it shows how many there are. To bring one back, open its menu there and choose Restore. Press Back to procedures to return.
To remove a procedure for good, archive it first, then choose Delete. This removes the procedure and every version of its file. There is no undo.