Your first week on Yes Chef

We set the restaurant up with you. This is what to do with it in the first week, before the whole team relies on it. Tick through it in order: each step makes the next one easier.

Day one: you

• Sign in on the web and on your iPhone. Sign in for the first time
• Learn where things are. Find your way around on the web and on the phone
• Work through the Setup section in the sidebar until it has no steps left. Work through the set-up checklist
• Check the areas, and add positions if you use them. Set up areas, positions and stations
• Check the location’s settings: the week’s start day, holiday rules, the clock-in zone. Change a location’s settings

Day one or two: your people

• Go down the staff list. Is everyone there, at the right location, in the right areas? Find people on the staff list
• Set each person’s level before they are invited. Most of the team are Employees; whoever runs a shift is a Supervisor. What each level can do
• Check pay rates, if you want wages and labour % to mean anything. Set someone’s pay
• Invite your managers and supervisors first, and the rest once they are comfortable. Invite someone
• Tell the team what to expect: an email invitation, and the iPhone app or the website. There is no Android app: people without an iPhone use the website.

Day two or three: the rota

• Build next week, or check the weeks that were brought across. How the rota works and Add a shift
• Publish it. Nobody on the team sees a week until it is published. Publish the rota
• Ask everyone to say when they can and cannot work. Say when you can work
• Save a good week as a template. Save and use a rota template

From the first shift: clocking

• Have everyone clock in and out on their phone for their first shift, with a manager nearby. Clock in and out on the phone
• Approve the first day’s timesheets the next morning, so problems show early. Approve timesheets
• Know how a forgotten clock-out is put right. Fix a forgotten clock-out

Midweek: checks

• Read each check through against what you did before. How checks work
• Watch a full day of checks being done, on a phone or a shared tablet. Do a check on the phone and Set up a shared tablet
• Look at the history at the end of the day: what was on time, late or missed. What on time, late and missed mean
• Add your equipment and upload the documents that expire. Add equipment and Upload a document

Midweek: the till and the menu

• If your till is SumUp POS Pro, connect it. Connect a SumUp POS Pro till
• Bring the menu in from it, or type it in, and record allergens. Bring the menu in from the till and Record allergens
• Match the till’s logins to your people. Match till logins to people
• Read the money figures once a few days are in. Read the money figures on Home

By the end of the week

• Time off is asked for and answered in the app, not on paper. Ask for time off and Approve time off
• The team chat is the one place for announcements. Send a broadcast
• Loose jobs go on a board. Add a task
• Everyone has notifications on. Turn notifications on on your phone
• Try the chat: ask it what needs you. Open Ask Yes Chef
• Export a week of timesheets and check the file suits whoever runs your payroll. Export timesheets for payroll

If something is not right

Write to omar@1273.co.uk. In the first week especially, tell us about anything that does not fit how your restaurant works.