The manager's guide

Every staff page of Kali Stanford, what it is for and what its buttons do.

Before you start

This is the staff system of Kali Stanford: every page, every button, and what each one sends. Read it once end to end, then keep it on your phone. Everything works from a phone.

Three rules run through all of it. Everything a person needs from the restaurant goes through their clock, and everything the restaurant needs from them goes through the system: no calls, no hallway, no texts to a personal number. The system keeps the record: every punch, message and signature, with the time and the name. What the law gives people, the system gives them without anyone having to remember: breaks, sick leave, their file.

The pages are listed on /team/, and on your phone on the Menu (/manager-menu/): the restaurant's places as tiles (Today, This week, People, Kitchen, Money and the rest), a search over all of them, your language and the look, Light or Dark. Each page opens with the same sign-in.

Signing in

Every manager page opens with your mobile number, then a six-digit code texted to you. One sign-in covers every page until the end of the business day, then ends by itself, so a shared device never stays signed in overnight.

Your number

The one the owner put on the list (Settings, Who signs in). A number not on the list gets no code.

The code

Works once, for ten minutes. If it says used or expired, ask for a new one and use the newest.

The day log (/clock/)

One row per person: the day's punches, the breaks with their true length, the paid hours, and what is wrong. The arrows move a day back or forward.

Flags are facts: late, a meal begun after the fifth hour, a rest or meal not taken, a day never clocked out, a break run over. A tick means a clean day. The law's flags show for everyone who is not exempt; no setting turns them off.

The clock opens any time: early, late, or on a day the person is not on the schedule. Someone who clocks in with no shift that day (called in, covering) is clocked in, and the managers are told once.

Unsigned papers keep the clock shut (two older holds stay too: a question about a missed break, and a review past its deadline). A question about a missed or late break holds every clock-in until it is answered, and never runs out: the person answers it on their phone, or after their PIN on the kitchen clock where there is one (“Answer first, then clock in”). Their answer is the truth of the day: “I could not take it” puts an hour of break pay on the pay sheet, and while no answer comes the hour is there too. Today’s Can’t clock in yet lists everyone a question or their papers hold right now: tell them before their shift. When the rule came in, everyone it holds was told once, as a message from the restaurant on top of their clock and after their PIN on the kitchen clock, in their language, until they tap Got it; Message staff's Sent list shows who has and who not yet. A clock-in waits while one of the person's papers to sign on their phone (the wage notice, the sick-leave notice, the harassment policy, the house rules) has been waiting since before midnight. Nobody can open it for them: they sign on their phone, then clock in. The top of the day log lists whom their papers hold right now, and which papers, with a button for their clock link to send them before their shift; their row says PAPERS TO SIGN. If they worked anyway, add their punch by hand with Fix: worked time is always recorded and paid. A paper that changes during the day (a new rate, a changed house rule) shuts the clock only from the next midnight, so nobody is locked out in the middle of a shift. Break, back and clock-out never wait. The kitchen clock PIN is a reminder, never a lock.

When texts are off on the site, a red line at the very top says so: nobody gets a text, staff or managers, until they are turned on. While the restaurant waits for its texting campaign, the owner ticks Texts are off on purpose (Settings, The restaurant) and the line turns quiet.

Issue link / Link

Each person clocks in from their own private link. Issue link makes it, Share sends it to their phone, New link replaces a lost one.

Fix today's punches

At the top of the day log, with how many need you. It opens Fix the day: yesterday and today, only the punches that need a manager. A day never clocked out with the person's answer to the morning question (Use 10:05 PM), a forgotten clock-in or Back from their message (Clock in 8:00 AM), a break still open, a break late, short or missed that still waits on the person's answer. A break they answered on their own clock is their record and the pay follows their answer, so it does not count as needing you: it waits folded under Answered by them, with Change and, over “my choice”, Add break pay; when only those wait, the button at the top is a quiet one, Breaks they answered. The green button is their message's Fix, in your name, and they are texted; Change opens that day's Fix form with the punch and time filled in. On a break: Keep as is (you looked at it; the pay follows their answer) or, when they answered it was their own choice, Add break pay (the hour goes on the pay sheet anyway, and that answer no longer counts toward a break warning). Both are kept with your name and the time beside their answer, which stays as they gave it, and the card leaves the list. Everyone else is folded under N look right.

Close the day

At the top of the day log and on the opening. Three checks: everyone clocked out (and no forgotten punch's message of the day still waiting), breaks answered (Text them to answer sends their clock's question, once a day), messages seen. Then the day's hours, person by person. Approve today's hours records that you reviewed the day, with your name and the time; it changes no pay and no punch, and waits until all three are green. A punch of the day changed later shows as changed after it was reviewed, here, on the day log and on the pay sheet. Fix the day's Day is right is the same Approve for today.

Fix

Adds a punch or strikes one, always with a reason and your name. The person is texted what changed. Nothing is deleted: a struck punch stays, crossed out. On a day of a pay sheet already approved the form says so first: saving marks that sheet changed, and the pay sheet shows the hours before and after until it is approved again.

Manager texts

What reaches the managers' phones: house only, essentials (someone is waiting on you now), everything (also what the log already shows), or off. Staff reminders are never affected.

Statements

Sends everyone their hours for the last closed pay period. It also happens by itself after each period closes.

Message staff

A notice at the top of each person's clock until they tap Got it or until the date you set. You choose who: the shift, everyone, the kitchen, the front, or names. Tick Also text them now when it cannot wait. Under the form: who has tapped Got it.

How was your day

What each person tapped when they clocked out (Good, Okay or Not good; it is optional), over the last 30 days by name, the unhappiest first: "Not good on 9 of the 10 days answered". It is there so you have the conversation. It is never used for a warning, a review or pay, and staff are told so where they tap.

What staff see on their clock

Each person opens their own clock from their private link, in English or Spanish: EN | ES at the top switches every screen at once and is saved, so their texts and reminders follow it. Four tabs at the bottom: Today, Schedule, Report, Menu.

Today is the day: a big Clock in with the time under it, today's shift with its published breaks, and the week from Monday to Sunday. On the clock: the hours so far, today's breaks with the next one in bold, Start break, the kitchen's shortcuts, and a dark Clock out that first shows the day's punches and the next shift, and asks how the day was: three faces, Good, Okay, Not good. A face clocks them out with that answer; Clock out below it clocks them out without one. It is optional and never holds up the clock-out. On a break: the countdown, and Back once the break's length has run. There is no Clock out during a break: they come back first, then clock out.

Papers not signed

Papers due show on Today in a card with a red outline and Start now. Once they lock, Clock in is greyed out until they are signed, and the card tells the person to tell you if they are at work and cannot sign yet.

Report

Six tiles: I'm sick, Running late, Day off, Forgot a punch, Report a problem, Message a manager. I'm sick asks for no day and no permission: it goes for today's shift, or the next one when today's is over, and they see when it was sent and when a manager tapped Seen on the day log. I'm quitting is inside Message a manager.

Menu

Everything else: My days and pay periods, papers, W-4, direct deposit, emergency contact, cards, training, reviews, warnings, their file, messages and answers, sick leave, reminders on the phone, the kitchen PIN, the language and help.

What comes first

A question about a missed break, a day left open and your messages (Message staff) sit at the top of Today until they are answered or tapped Got it.

The kitchen clock (/tablet/)

A Chromebook or tablet the restaurant owns, in the kitchen, for anyone whose phone is dead, lost or at home. One screen in two halves. Left: today's people first, each with where they stand (8:00 · not in yet, in since 7:58, on break, out at 4:31); Everyone else opens the rest of the names. Right: the person's PIN and the button for where they stand: Clock in, Start break or Clock out, Back. The time punched shows large, then it goes back to the names by itself. EN | ES at the top switches the screen's language. Clock out asks once, with the same three faces as the phone (optional: Yes, clock out goes without one).

Each person taps their name, types their own four-digit PIN and taps the button. Every rule of the clock holds as on their phone: one punch per PIN, the break lengths, the reviews and papers that must come first. A refusal says why (unsigned papers: sign them on your phone first), then the names come back. The Recipes and Bad delivery tiles need the PIN too: tap the tile, then the name and the PIN. Their file, papers, pay and messages never open on it; those stay on their own phone. It goes back to the names after a minute untouched.

Whoever opens or closes (People, Roles) taps their name while on the clock and sees their opening or closing checklist under the buttons: they tap the lines that are done, then Save the list, and the names come back, as after a punch (one thing per PIN, so nobody else ticks in their name on a screen left open). Nothing is saved without Save. After Clock in the screen says how far their list is. The drawer count stays on their own phone.

A person with no PIN shows "set your PIN on your phone" and the pad does not open for them. The PIN is never needed on their own phone, only here.

1. Everyone's PIN, first

Each person opens their clock on their own phone and sets four digits under Your PIN for the house tablet (an easy one like 1234 or 1111 is refused). A dead phone, or none: on the day log tap Tablet, then Set with them (or, under their Fix form, No phone? Set their tablet PIN), and hand them your phone to type it. Nobody sees a PIN, you neither.

2. Sign in to the Chromebook

Sign in with the restaurant's own Google account, never as Guest: Guest mode forgets everything when it closes, the key that makes it the kitchen clock too.

3. Make it the kitchen clock

On the Chromebook, open Chrome at /clock/?manager=1 on the restaurant's site, sign in with your phone number, tap Tablet, name it (Kitchen Chromebook) and tap Make this device the house tablet. You are signed out of it at once and the names open. Bookmark the page it lands on.

4. Location

When Chrome asks to use the location, tap Allow. If a clock-in ever says it is not at the restaurant, the Chromebook's location is wrong: block the location for the site (the icon left of the address, Site settings, Location: Block). Its punches then go through marked "no location".

5. Full screen

Press the full-screen key: the fourth key on the top row, a rectangle with corners. The page fills the screen; the same key brings the tabs back.

6. Awake and plugged in

Keep it on its charger. In the Chromebook's Settings, Power (under Device, or System preferences on newer ones): While charging, Keep display on. In Settings, Security and privacy, Lock screen: turn off Show lock screen when waking from sleep.

7. Try it

Tap your own name, type your PIN, check your state and tap Done. Never clear the browser's data on it. If it ever says This device is not the house tablet, do step 3 again.

Tablet (on the day log)

Make this device the house tablet, the devices in use with Remove beside each (it stops at once), and every person's PIN with Set with them and Clear. Five wrong tries in a row lock a PIN for fifteen minutes and tell the managers; Clear lets the person set a new one.

The inbox

Above the day log, when anything is waiting: everything staff sent from their clocks. Each card shows who, what they wrote, and the answers that fit.

A sick, late, quit or problem report also waits in a box at the very top of the day log, whichever day it shows, until a manager taps Seen or answers it. When no text reached a manager, it is emailed to the managers at once (Settings, Where mail goes).

Forgot to clock in or out

Add the punch at the time they gave, or decline.

Day off

Approve or decline. An approved day greys on the schedule.

Sick

Needs no answer. The clock recorded it when they sent it and took the hours off their balance.

Hours look wrong

Open that day, then reply.

Anything else

A late arrival, a complaint, a statement, a resignation: reply or close. Your reply reaches them by text with your name.

The People page (/people/)

Everything about people that is not a punch: applications, onboarding, documents, training, time off, reviews, warnings. Each section loads by itself, so a slow one never holds the rest.

Applications

Every application from the restaurant's job page lands here, newest first, and is emailed to the address in Settings, Where mail goes.

On a phone, Applicants (from the Menu's People) holds the same, one screen at a time: who waits for an answer and for how long (red from four days), one applicant with Call and Text and the answers below, the paid trial set by its day and time, after the trial your verdict and Hire (the first day, the pay for whoever may set it, the stations), and the new hires getting ready with each paper ticked.

Received

A thank-you in the applicant's language, promising nothing.

Invite to a paid trial day

Offers a paid shift with the team and asks which days they can do. Confirming the day puts them on the clock as a trial: paid to the minute, breaks like everyone, on the pay sheet like everyone.

Write a message

Your own words, signed with your name.

Hire

Job, side, pay, language, first day. One tap puts them on the roster, keeps their clock link and sends the welcome.

No

A courteous decline. After a trial it says the hours are paid.

Onboarding and the papers

One row per person on the clock and a mark per document: signed, to sign, held, revoked. The papers are the wage notice, the sick-leave notice, the harassment policy with the State's fact sheet, the meal waiver (optional), the house rules, the W-4, direct deposit if the restaurant offers it, and an emergency contact.

A document is held, and nobody can sign it, while a fact it needs is missing: the employer facts (payday, EIN, the workers' compensation carrier) typed once in the fold above the table, the person's rate, or, for the house rules, how tips work (Settings, House rules).

Hired on

The real hire date. Type it for anyone who worked before the clock, or the wage notice prints the first punch.

Rate

What the wage notice states: by the hour, or a day rate with the hours it covers. Take it from payroll.

Remind

Texts the person that their papers are waiting, with a link to them.

File

Everything the restaurant holds about the person, printable: the copy the law gives them on request.

Statement

Asks the person to write, on their clock, their own account of what you name. It arrives time-stamped and cannot be edited.

Meal

Withdraws the staff meal for a week, for good, or gives it back, with the reason they read. Shown only when the restaurant feeds its staff (Settings, House rules).

Cards and certificates

The food handler card (everyone, within 30 days of hire), responsible beverage service for anyone who serves alcohol (within 60 days), the food protection manager certificate, and anything else. The card itself is a photo kept privately.

The marks

Valid, expiring within 30 days, expired, not on file, or still inside the days allowed after hire.

Add a card

Type, number, expiry and a photo. The person can also add it on their clock.

Inspection view

Every card for every person on one dated page, for the inspector.

Training

Each person's checklist comes from their role. Three states per item: shown by a manager, confirmed by the person on their clock, and signed off when they do it alone.

Shown

Your mark. The person confirms it, or says they were not shown; that comes back to you in red.

Signed off

Your call that they do it alone.

Add an item or a station

At the foot of each station, in English and Spanish.

Time off and sick leave

Sick leave is front-loaded: the hours at hire and every 1 January, usable from the 90th day, two hours or more at a time. A sick day sent from the clock records itself and takes the hours off; nobody approves it. Day-off requests come to the inbox.

Record a sick day

For someone who could not use the clock.

Adjust

Hours up or down, always with a reason.

Reviews

A review is opened by a manager, answered by the person on their clock in their own words, and closed with the manager's side. Both go in the file. Nothing in a review is a contract.

Open a review

The person, the questions, the deadline. The hard stop, off unless you tick it, keeps them from clocking in once the review is overdue.

Close

Your side goes to them. You can close without their answers; the record says so.

Warnings

Discipline in writing, in three steps: a documented conversation, a written warning, a final written warning. Each names the house rule, what was observed and what is expected. The person acknowledges receipt on their clock (receipt, not agreement) and may answer beside it.

What you observed

When, where, what. Facts, no adjectives.

Retract

An owner's, with a reason that stays on the record.

The pay sheet (/paysheet/)

One semi-monthly period at a time: everyone who worked, regular hours, overtime and double time from the punches, meal and rest premiums from the flags, sick hours from the ledger, tips typed in.

Save

Keeps a draft at any time. When another manager saved the sheet after your page opened it, nothing of yours is saved and the page says who; Reload brings their sheet back with what you typed put back in the cells they left alone, and names any cell you both changed.

Approve and send

After the period ends: renders the PDF, emails it to the accountant (Settings, Where mail goes) and files it. Refused while a day is still open; the page says which. A punch fixed on the day log after the approval shows at the top in red, each day's hours as approved and now, until Approve again sends the accountant the corrected sheet. So does anything else that moves the sheet after it was approved, with what moved it: a break answer, a pay rate, the minimum wage's place on Settings, a pay type or exempt mark on the roster.

The schedule (/schedule/)

One row per person, one column per day, the breaks worked out under each shift from the restaurant's break rules. An approved day off or sick day shows greyed, and a shift typed on one is flagged.

Tap a shift

Type a new one (10:00-22:00), OFF, or a day off. The breaks are worked out again.

Publish

Shows the changes first, then publishes the week to everyone's clock. A station picked for a shift goes with it: the person's own clock says it with that day, in their language.

On a phone

The same week, one day at a time: This week | Next, Copy this week into a week not yet published, the days with something to fix (a break the law wants, someone past 40 hours, a coverage target, a shift on a day off) and Fix before publishing. Tap a person to move their start or end by 15 minutes and see the breaks it gets, give the shift to someone off that day, or remove it; + Add a shift. Nothing is saved or texted until Publish. Full grid opens the grid on the phone.

Orders (/orders/)

One order sheet in shelf order. Send splits it by vendor and sends each part by text or email to the vendor's contact in Settings, Vendors. Replies thread back onto the order.

On the phone the bar's Orders opens Orders due today: each vendor whose order day it is and whose order has not gone yet, with Start (or Finish) the order; another vendor from the list; and the orders sent in the last seven days, each with replied, no reply yet, a reply waits for you, or filed, not sent. Replied means the vendor wrote back: read it in History. A vendor ordered from every day is never due. The order sheet is at the bottom.

Invoices (/costs/)

Invoices that arrive are read and their prices checked. A price that moved less than the owner's limit (Settings, Numbers) goes straight in; a bigger jump waits here for a yes.

Recipes (/recipes/)

The recipe book. Live cards are on the staff clocks by station; drafts wait for review. Every save is kept.

The menus (/edit/)

Each menu is edited by the side it belongs to. Publish shows the changes first and is live at once. Earlier versions lists every publish with who and when; one can be loaded back and published again. The print sheets are on /print/.

Catering

Catering jobs on /jobs/ and, with enquiries on, the guests' enquiries and replies on /enquiries/.

Settings (/settings/, owners only)

The restaurant's own choices, each tab saved by itself: the modules, the break rules, the house rules' choices (tips, lifting, staff meals, the quiet rule, the safety calls), the texting reply, texts off on purpose and the clock's place, the menus, the hiring page's words, the catering prices, who signs in and their jobs, where mail goes, the vendors (with an order-day reminder each), and a few numbers.

Make a manager (/managers/, owners only, made for the phone): pick the person from the roster, their side, then what they may do: fix punches, the schedule, orders, guest messages, hiring, and see pay rates. They are texted, and whenever it changes. The same list as Who signs in, and with Who sees what on, the same choices as there.

Modules, break rules, the texting reply, the menus, the hiring page and the catering prices change the pages, so saving them rebuilds the site; the page says when that is done. The clock's place and texts off on purpose hold at once. A change to the house rules is a new version that everyone signs again.

What never to do

Four things the law punishes hardest, written down so nobody does them on a busy night.

Never ask for a doctor's note

for the sick hours the law gives. If a person offers one, it goes on their sick message as an attachment, kept apart.

Never make a language rule

beyond what the house rules say. Enforce the noise and the conduct, never the language someone speaks.

Never act against someone for using the system

A sick day, a complaint, a statement, a request: none may cost anyone a shift, a meal or a good word. The file would show the order of events.

Never settle anything outside the system

A promise in the hallway is one nobody can prove. If it matters, it goes in writing, on their clock or yours.