Shift log and handover
Hand the shift over with one report, and pick up what the last shift left.
The shift log is where whoever runs the floor hands over to the next shift. Open Shift log in the sidebar.
Venue Managers, Assistant Venue Managers, Duty Managers and Supervisors only. Staff don't have a shift log.
The page has three parts:
- Carry forward across the top: what the incoming shift has to pick up.
- Previous shift on the left: the last handover report, read only.
- Handover report on the right: the report for this shift. On a phone it comes first.
Write the handover report
The report has five sections. Every one is optional, so fill in the ones that matter tonight.
- Shift notes: how the shift went.
- Incidents and maintenance: today's incident reports that you can open are listed for you, as links. Add anything that needs fixing under Maintenance.
- Stock levels: press Add item, type the item, set it to Out, Low or OK, and add a Note if you like.
- Manager follow-up: press Add follow-up for something a manager needs to do. Choose who it's for under Assign to and pick a Due date if there is one.
- Staff follow-up: the same, for something a team member needs to do.
The report saves as you type. The footer says "Saving…", then "Saved" with the time. There's no Save button.
A venue has one report being written at a time. Whoever opens the shift log today edits that same report, so a manager can start it and a supervisor can finish it. A report started on an earlier day and never submitted is still the open one. It says "Started on" with that day, and you can still submit it.
Submit the report
Press Submit report when the shift is done. You need something in at least one section. You see "Report submitted." and the report shows read only.
When you submit:
- The other Venue Managers, Assistant Venue Managers, Duty Managers and Supervisors get a notification in their Inbox.
- If the roster shows who leads the next shift, starting within 18 hours, that person gets a notification, on their phone too. A manager follow-up assigned to someone is named in their notification.
- Each Staff follow-up with someone under Assign to becomes a task for that person, due at 5 pm on the due date if it has one. This needs the One-off tasks module.
A venue with a day and a night lead writes two reports. After the first is submitted, press Start another report for the next one.
If someone else saves first
If another person saved the report after you, HospoTek stops saving yours and says who changed it and when, with "Your last change is not saved." Press Load their version to swap in theirs. Until you do, what you typed stays on screen, so you can copy anything you need.
Pick up what carries forward
Carry forward is built from the venue's records, so nobody types it. It shows:
- Incidents marked Needs follow-up. Venue Managers and Assistant Venue Managers only.
- Functions on the day shown that are Confirmed or Awaiting details with catering still Undecided.
- Tasks still open from earlier days.
- Follow-ups from submitted handover reports that haven't been closed.
Each row shows its owner, when it's due and its status, with a link to open it. For a handover follow-up, press Close when it's dealt with. A staff follow-up that became a task closes itself when the task is done or cancelled. The card shows five rows. Press Show 3 more (or however many there are) for the rest, and Show fewer to fold them away again.
Read an earlier day
Use the arrows beside the date to move a day back or forward, and Back to today to return. On an earlier day, the right-hand card shows that day's submitted reports.
Under a report, From the system lists that day's other log lines: notes from checklists, decisions from the Dashboard queue, and messages added from chat with Add to shift log (see Chat).
Find a past report
Press Past reports. It lists the reports from the last 14 days. Change From and To to look further back.
The columns are Day, Written by, Submitted, Stock flagged (items marked Out or Low) and Open follow-ups. Open a report to read it, and press Print for a clean paper copy.
Venue Managers and Duty Managers can press Export CSV to download the reports in the range.
When the day changes
A report belongs to the venue's trading day, which starts at the venue's first time slot rather than at midnight. If the day starts at 6 am, a report written at 1 am belongs to the night before. Time slots are set in Settings › Areas and times.