PAR OPS App for Managers

The PAR OPS App enables employees to have visibility to view and update their availability, view their schedule, submit scheduling requests, view their time clock history, message co-workers and managers, and if applicable, complete activities like checklists, inventory, prep and freezer pull, and waste.

How do I view the schedule?

When you first open the app, it will automatically direct you to "My Upcoming Shifts" for the current week. You can scroll through the list of upcoming shifts.

1. Use the arrows to navigate to the next week
2. A blue dot on the date indicates you have a shift scheduled

 If you navigate away, use the steps below.

1. Select menu
2. Under the Shiftworks menu, select My Upcoming Shift

How do I view reports?

The Reports section in the app allows you to view and filter operational data across various topics. You can also mark frequently used reports as favorites for quick access.

1. Open the menu
2. Select Reports
3. Use the tabs at the top to navigate between report categories
4. Select the report to reivew it
5. Use the available filters to customize the data view
6. To Save a report as a favorite, select the star icon next to the report name
7. To view only your favorite reports, toggle Favorites at the top of the screen
   • Toggle it off to return to the full list of available reports

How do I send a message?

1. Select the menu
2. Under the Shiftworks menu, select Messenger
3. To create a new message, select New Thread or select a thread you've already started.
4. In the To section, select who you want to send a message to. You can select multiple people or select all by job title.
5. Compose your message and select the arrow to send.
6. Use the back arrow to go back to the Messenger main menu.

How do I review availability and requests in the app?

To review availability, time off requests, shift swap requests, and drop shift requests, managers must log in to the PAR OPS Portal.

CHECKLISTS

How do I complete a checklist?

The Checklist activity is a tool for store managers to ensure that daily, weekly, and monthly tasks are performed consistently and on time. Checklists are time-sensitive and are to be completed within the assigned timeframe.

Access the Checklist

1. Select the menu
2. Under the Activities menu, select Checklists
3. The available checklist will display:
   • The checklist name
   • Today's date
   • The timeframe for completion

Enter Responses

1. Select the checklist to open it
2. Use the tabs at the top to navigate between checklist sections
3. For each item:
   • Enter a response
   • A green dot indicates the item is completed
   • A yellow dot means the response is out of range and has 1 retry left

Review Responses

1. Select Summary to review all entries

Create Tasks, Optional

1. Select Create All Tasks to generate follow-up tasks
2. To assign a task to someone else, select the name and choose a different user
3. When all tasks are complete, select Complete All

FORECASTING

How do I View the Forecast?

1. Go to Forecasting.
2. Select Filters.
3. Select the Week Start date.
4. Review the forecast.

How do I Create the Forecast?

1. Go to Forecasting.
2. Select Filters.
3. Select the Week Start date.
4. Select Regenerate.
5. Review the forecast.

How do I Modify the Forecast?

1. Go to Forecasting.
2. Select Filters.
3. Select the Week Start date.
4. Select the > chevron of the section to be modified.
5. Navigate to the Revised column to adjust the forecasted amount or the % Change column to enter a percentage amount to be applied as the new forecasted amount.
6. Select Regenerate to overwrite the current forecasted amount using the setup defined by your administrator.
7. Review the forecast.

How do I Delete the Forecast?

A forecast can only be modified or regenerated.

1. Go to Forecasting
2. Select Filters
3. Select the Week Start date
4. Select the > chevron of the section to be modified
5. Navigate to the Revised column to adjust the forecasted amount or the % Change column to enter a percentage amount to be applied as the new forecasted amount.
6. Select Regenerate to overwrite the current forecasted amount using the setup defined by your administrator
7. Review the forecast
8. Go to Forecasting
9. Select Filters
10. Select the Week Start date
11. Select Regenerate
12. The forecast will populate
13. Adjust Forecast
    1. Your current Forecast will load
       1. Entree Count (not shown)
       2. Guest Count (not shown)
       3. Check Count (not shown)
    2. Select Filters
    3. Select Forecast field
    4. Select a Forecast
    5. Select Week Start field
    6. Select a date
    7. Select X to close Filters
    8. Select Revise
    9. Select Period field
    10. Select an individual day(s)
    11. Select Start Time field
    12. Enter a Start Time
    13. Select End Time field
    14. Enter an End Time
    15. Select Accounts field
    16. Select an Account(s)
    17. Select Adjust By field
    18. Select to Adjust By
    19. Observe Current Forecast field
    20. Select Method field
    21. Select Method
    22. Enter Adjustment Amount
    23. Select X to close filters
    24. Select Save
14. Review Revised Forecast
    1. The updated forecast displays changes to Sales and Counts with original data displayed in light blue
    2. Entree Count, Guest Count, Check Count (not shown)
15. Lock Forecast
    1. Select Lock to lock your forecast against future revisions
16. Regenerate Forecast
    1. Select Regenerate
    2. This will overwrite all existing data and return your forecast to its original values
    3. Select Overwrite and the original values overwrite all revision entries
    4. Forecast is returned to Original state

How do I use Advanced Forecasting?

1. Go to Forecasting
2. Adjust Forecast by Amount
   1. The current forecast will load
   2. Select Entree Count chevron
   3. Select a daily Revised field
   4. Use the calculator or keypad to enter a revision to the Entree Count
   5. Select Forecast breadcrumb
   6. Review changes to forecast
3. Adjust Forecast by Percent
   1. Select Entree Count chevron
   2. Select a daily % Change field
   3. Use the calculator or keypad to enter a revision to the Entree Count
   4. Select Forecast breadcrumb
   5. Review changes to forecast
4. Adjust Interval by Amount
   1. Select Entree Count chevron
   2. Select Total’s chevron
   3. Select a Day and Time from the matrix
   4. Use the calculator or keypad to enter new value to the matrix
   5. Mouse over the updated matrix amount to view the Original amount
   6. Select Forecast breadcrumb
   7. Review changes to forecast
5. Lock Forecast
   1. Select Lock to lock your forecast against further revisions
6. Regenerate Forecast
   1. Select Entree Count chevron

How do I Lock a Forecast?

1. Go to Forecasting.
2. Select the Lock button in the header ribbon to lock your forecast against future revisions.

How do I Unlock a Forecast?

1. Go to Forecasting.
2. Select the Lock button in the header ribbon to unlock your forecast and enable future revisions.

INVENTORY

How do I complete inventory?

The Inventory activity allows stores to conduct various types of inventory checks based on product locations within stores, shelves, or designated spaces. The available inventory types may vary depending on your company’s configuration.

Access Inventory

1. Select the menu
2. Under the Activities menu, select Inventory
3. Choose the type of inventory count:
   • On-Hand Counts
   • Period Counts
   • Daily or Shift Counts

Enter a Count

1. Select the inventory type

2. Use the tabs at the top to navigate between locations

3. For each item:

   • Select the down arrow to choose a unit of measure
   • Use the + or - buttons to adjust the count
   • Or select the gray box to open the calculator

4. Use the search to find a specific item

5. Use the ellipsis button to access the Actions menu

   • Select Complete for Period counts to recalculate and post values to COGS

PREP & FREEZER PULL

How do I complete prep and freezer pull?

The Prep and Freezer Pull activity is essential for maintaining product quality and minimizing waste. By integrating suggested quantities with real-time inventory counts, it helps users determine the optimal amount of product to prepare. Freezer Pull ensures precise quantities for retrieving items from the freezer, facilitating proper thawing. Additionally, this activity supports label printing for prep items, with labels configured in the Label Management activity and printed directly from Prep and Freezer Pull. This comprehensive approach enhances efficiency and accuracy in food preparation.

Access Prep and Freezer Pull

1. Select the menu
2. Under the Activities menu, select Prep and Freezer Pull

Prep Sheets

1. Use the down arrow to expand the section
2. Suggested Prep- The amount of items to be prepped based on previous usage and forecast sales
3. Start Time- The time of day you need to begin prep
4. Prep Quantity - Enter how much of an item you have prepped
5. Printer Icon - Select this to print a label for the Prep item
6. Use the ellipsis icon to open the Actions menu
   • Select Print to print all labels
   • Select Filters to change the date and template
   • Select Print Settings to change the network type

Freezer Pull

1. Use the down arrow to expand the section
2. Suggested Pull- The amount of this item that is suggested to be pulled from the freezer based on previous useage and forecast sales
3. Thawed- Amount of this item is already thawed
4. Pull Quantity - The field will default to Suggested Pull minus Thawed Quantity, it can also be adjusted manually
5. Assign To - Prepping the item can be assigned to employees and stations
6. Comment - If needed you can leave a comment to be printed on the label, the max amount is 50 characterse
7. Printer Icon - Select this to print a label for the Freezer Pull item
8. Use the ellipsis icon to open the Actions menu
   • Select Print to print all labels
   • Select Filters to change the date and template
   • Select Print Settings to change the network type

PURCHASE MANAGEMENT

How do I create, edit, or invoice a Purchase Order?

Purchase Management encompasses essential tasks such as ordering products from vendors, accepting received orders, and invoicing products delivered—whether they are ordered through PAR OPS, or by using the vendor's ordering system.  By effectively managing these tasks, optimal inventory levels are maintained, ensuring the necessary ingredients and supplies are available to meet customer demand.

Access Purchase Management

1. Select the menu
2. Under the Activities menu, select Purchase Management
   • Orders – Create, Review, Edit, or Approve Purchase Orders
   • Receive – Receive Purchase Order Items, Create, Review, Edit, or Complete Invoices, or Review Unlinked Items

Create a Purchase Order

1. Select Create Purchase Order
2. Select a Vendor
3. Select a Delivery Date from the calendar of available days (based on the delivery schedule configured for the vendor)
4. Select Next
5. Choose an Order Quantity for each desired item
6. Select Confirm
7. Review and validate items and order quantities
8. Select Approve and Send to Vendor
   Note: if the vendor is not connected to PAR OPS, this button will read Approve and Save and additional action will be needed to submit the Purchase Order to the Vendor.

Review, Edit, and Approve a Purchase Order

1. Select Review, Edit or Approve Purchase Orders
2. Select the Purchase Order to modify
3. Select Details to edit items and order quantities
4. Validate the Order Quantity
5. Select Summary
6. Select Delivery Date
7. Update the Delivery Date
8. Validate the Order Quantity
9. Select Confirm
10. Review and validate items and order quantities
11. Select Send to Vendor
    Note: if the vendor is not connected to PAR OPS, this button will read Approve and Save and additional action will be needed to submit the Purchase Order to the Vendor.

Receive a Purchase Order and convert it to an Invoice

1. Select Receive
2. Select Receive Purchase Order Items
3. Select the Purchase Order with Status = Shipped
4. Select Details
5. Verify the Shipped Qty for each item
6. Select each item as Received by putting a check in the box to the left of the item name.  To receive all items, put the check in box on the header row.
7. Select Invoice

SCHEDULING

How do I Generate a Schedule?

1. Go to Scheduling.
2. Select a Schedule Start Date from the navigation bar.
3. Select the Actions Menu (⋯) in the top right corner.
4. Select Generate.
   The Keep Shifts or Overwrite popup will appear:
   • Select Add To Existing to generate a new schedule while keeping any existing shifts.
   • Select Overwrite to generate a new schedule by overwriting existing shifts based on the selected template.
5. To publish the schedule, select the Actions Menu (⋯) in the top right corner and choose Publish.

How do I copy a schedule from a previous week?

1. Go to Scheduling.
2. Select a Schedule Start Date from the navigation bar.
3. Select the Actions Menu (⋯) in the top right corner.
4. Select Copy From Previous Schedule.
5. Enter a Date.
6. Use the Copy From Template field to choose a template.
7. Optional:
   • Use the Copy Employees toggle to assign the same employees to the copied shifts. Leave the box unchecked if only shifts should be copied, and not assigned to employees.
   • Enable the Generate Missing Breaks toggle to auto-assign breaks according to scheduling rules.  Leave the toggle off if breaks will be assigned manually.
8. Select Apply.
9. To publish the schedule, select the Actions Menu (⋯) in the top right corner and choose Publish.

How do I copy a schedule using a Saved template?

1. Go to Scheduling.
2. Select a Schedule Start Date from the navigation bar.
3. Select the Actions Menu (⋯) in the top right corner.
4. Select Copy From Saved.
5. Use the Saved Template field to select a template.
6. Optional:
   • Enable the Generate Missing Breaks toggle to auto-assign breaks according to scheduling rules.  Leave the toggle off if breaks will be assigned manually.
7. Select Apply.
8. To publish the schedule, select the Actions Menu (⋯) in the top right corner and choose Publish.

How do I create a shift in a previously generated schedule?

1. Go to Scheduling.
2. Select a Schedule Start Date from the navigation bar.
3. Select the Actions Menu (⋯) in the top right corner.
4. Select Add New Shift
5. Choose a Date for the shift.
6. Choose a Job for the shift.
7. Choose an Employee for the shift.
8. Use the Multi-Day Shift t oggle to designate a multi-day shift.
9. Add Stations and Breaks:
   1. Choose a Type (Break or Station).
   2. Choose a Break or Station.
   3. Choose a Start Time.
   4. Choose an End Time.
10. If needed, use the Add New button to add additional Breaks or Stations.
11. When finished, select Save to return to the schedule view.
12. To publish the schedule, select the Actions Menu (⋯) in the top right corner and choose Publish.

How do I assign employees to house shifts?

1. Go to Scheduling.
2. Select a Schedule Start Date from the navigation bar.
3. Select the House Shifts tab.
4. Select the More Menu ( ⋮ ) on the shift you want to assign.
5. Select Edit Shift.
6. Assign all shift details.
7. Select Save.

How do I add breaks to existing shifts?

1. Go to Scheduling.
2. Select a Schedule Start Date from the navigation bar.
3. Select the More Menu ( ⋮ ) on the shift you want to add a break to.
4. Select Edit Shift.
5. In the Stations and Breaks section, add a Break:
   1. Choose Break as the Type.
   2. Choose a Start Time.
   3. Choose an End Time.
6. Select Save.

How do I publish a schedule?

1. Go to Scheduling.
2. Select a Schedule Start Date from the navigation bar.
3. Review schedule for accuracy and update as needed.
4. Select the Actions Menu (⋯) in the top right corner.
5. Select Publish

WASTE

How do I complete waste?

Entering waste is crucial for maintaining accurate inventory records and ensuring efficient resource management by tracking discarded items.

Access Waste

1. Select the menu
2. Under the Activities menu, select Waste

Enter Waste

1. Use the tabs at the top to navigate between locations
2. For each item:
   • Select the down arrow to choose a unit of measure
   • Use the + or - buttons to adjust the amount
   • Or select the gray box to open the calculator
3. Use the search to find a specific item
4. Use the ellipsis icon to open the Actions menu
   • Refresh: Reload the data to ensure it's up to date
   • Delete: Permanently delete the item from Waste template
   • Filters: Select the Waste Date and Shift you are entering waste