How to use Prep Lists

This guide will demonstrate how to create Prep Lists in the platform for your organisation. Prep can be found on the left-hand navigation menu in the platform.

The Prep area was primarily built to support the needs of QSR restaurants. It’s designed to be set up as a daily list, using forecasted sales for each day to calculate the quantity of food items required to meet those sales targets.

Please find an example below

1. A manager creates a new Prep List which contains the Food Items to prepare for the day. The list can optionally be locked to prevent changes after a certain time (to prevent staff backfilling).

   

   
   

2. Once created, the manager edits the items in the list in the "Edit items" tab. This allows you to set the following for each item:

   (A) The sales yield in dollars for that item

   (B) How many units of this item staff should prepare to match this yield value (the par)

   (C) The minimum number of this item that should be on hand at all times. This shows a warning on the list if the currently prepared item is below this number

   (D) The unit of measure (this might be "Trays", "Bowls", "Batches" etc..)

   (E) Whether to round the par value up or down based on the forecasted sales. For example if the calculation determines I should be preparing 4.5 trays of chicken for a given day, rounding up will result in the system asking for 5 trays instead (and 4 if I round down). 

   
   

   You'll see a summary sentence in the app when entering these values which should also clarify this:

   

   
   
   
   

3. On the Prep List tab, clicking the Edit sales and stock button will allow you to set the total forecasted sales for the day (A). This is where the manager usually checks existing stock on hand as well and enters it into the "On hand" field for each item (B).

   

   
   
   
   

4. As staff prepare the food items, they mark changes in the "Prepped today" field with how many they have prepped - the picture of the last user to make an update is shown. When the par level for the day is reached, this is shown with a green label as below. Note that the Prep Lists don't get "submitted" like regular jobs - managers review the list later and check that all stock is ready to go for the day.

   

   
   
   
5. You can save any list as a template to prevent having to re-enter all the Food Item information each time. Then you can use that template when creating new lists and simply enter the total forecasted sales and any stock on hand.