CHECKLIST GENERATOR USER MANUAL
Contents
1. Manager Manager Manager Completed 04 02 2014 04 20PM 04 02 2014 04 16PM 03 28 2014 12 21PM 01 14 2014 03 51PM The user can then click on the checklist name to view the completed checklist but cannot modify the contents or date and timestamp of the finalized checklist Page 20 202. button while a user is filling out a checklist Continue Later Finished c Finishing the Checklist Once a user has completed a checklist they can click the Finished button at the bottom to submit the checklist with the current date and time stamp If the checklist is set to Notify then all appropriate users will be emailed as well Page 18 20 Checklist Generator User Manual IV Reopen a Started Checklist If a user has begun completing a checklist and has clicked Continue Later the checklist will become available under the Started tab New Started Done BOH Cleaning Night Dishwasher Checklist Closing Night Manager Checklist 04 02 2014 02 44PM 04 02 2014 04 07PM On this screen any checklist which has been initiated but not completed will display and the user will be able to click on the checklist name to continue completing the checklist A user can start and continue a checklist as many times as is necessary but the date and timestamp will only be logged as completed once the user clicks the Finished button V View Completed Checklists A user can view the checklists that have been completed with his or her account by visiting the Done tab Page 19 20 Checklist Generator User Manual New Started Checklist BOH Cleaning Night Checklist Closing Night Checklist Opening Day Checklist Opening Day Checklist Station Dishwasher
3. has been completed e Completed checklists are stored in the RestaurantOwner com cloud for future review e Search tool allows you to view the exact time and by whom each checklist was completed c Best Use Checklist are comprised of rows and columns Rows typically contain the items being checked while columns are used to record the type of check being done such as a completion checkbox a count or a place to write a comment about a specific item Page 2 20 Checklist Generator User Manual It s more practical to have a series of short checklists than it is to have lengthy all encompassing checklists Keep in mind that a checklists must be completed by a single user For instance if you are creating a cook line checklist and you want each position grill saut fry etc to complete the checklist for their own station then create a separate checklist for each station On the other hand if you want the kitchen manager or chef to complete the entire line checklist then you may want to combine all stations into a single checklist Checklists are a great way to ensure consistency in all areas of restaurant management Some of the different ways checklists can be used are as follows e Manager Opening Checklist e Line Check e Prep Checklist e Station Setup e Bar Opening Checklist e Closing Checklist e Host Opening Closing Checklist e Multi unit Inspections Checklist e Periodic Maintenance Checklist e Permits a
4. however you can deactivate the column by setting the Column Type to Inactive You can also delete any text for the Column Labels before deactivating the column c Step 3 Add Edit Rows 1 Group Header vs Input Rows When the Group Header box is checked the row is designated as a title or category line is displayed in Bold text and does not allow users to enter column data when completing a checklist 2 Must Assign Text value to the Item Column Item descriptions may not be left blank and must have a text or numeric value for each row added 3 Use Column Checkbox When checked users will be prompted to enter a value for this column Leave unchecked if this row item does not need a value entered for the corresponding column 4 Display Text When a column has been designated as a Display Only column you must enter the text to display for this row item as shown in the image above 5 Rearranging Rows Use the arrows in the Move column to move a row up or down in the list by clicking on the arrow and dragging the row up or down in the list You must save the checklist in order to save the row sorting You can also control the indentation by increasing or decreasing the indentation for the text column Page 10 20 Checklist Generator User Manual 6 Add New Row to add additional rows click on the Add new row link Checklist Preview Checklist Name Line Check Saute Shift Dinner Station Saute Notify
5. upper right hand corner of the screen Stores Shifts Stations Users Checklists Search Admin Store Konrads ID 18 MANAGE STORE Store Name Shifts Stations Active konrads Manage konradsz Manage III Add Edit Shifts a Adding Shifts 1 To add a shift click on the Add Shift link from this page http www restaurantowner com members checklists shifts cfm Page 4 20 Checklist Generator User Manual Store Konrads ID 18 MANAGE SHIFT Shift Name Active Yes No Submit 2 Enter the shift name i e Night Day Graveyard AM PM etc in the Shift Name Box and click Submit If you have multiple stores ensure you are in the correct store Upper right corner 3 You can deactivate or reactivate a shift from the Manage Store Shifts screen by clicking on the shift selecting No or Yes and clicking Submit IV Add Edit Station a Adding Stations 1 To add a station click on the Add Station link from this page htto www restaurantowner com members checklists stations cfm Store Konrads ID 23M Stores Shifts Stations Users MANAGE STATIONS Add Station Active No stations configured 2 Enter the Station name i e Server Dishwasher Manager Busser etc in the Station Name Box and click Submit If you have multiple stores ensure you are in the correct store Upper right corner 3 You can deactivate or reactivate a station from the Manage Sta
6. CHECKLIST GENERATOR USER MANUAL RestaurantOwner com Checklist Generator User Manual OVERVIEW About the Checklist Generator a Purpose The Checklist Generator is a free resource for RestaurantOwner com members The purpose of the program is to provide users the ability to create and utilize checklists using an IPad touch tablet or smartphone device instead of conventional paper checklists The program has been structured in a way that allows members to create checklists that can be used by managers and staff while preventing access to their RestaurantOwner com member account Unlike paper checklists when users have completed a checklist you are sent an email notification showing user and time it was completed b Benefits Some of the benefits of using an online checklist include e Easy checklist design tool provides spreadsheet look and feel with no training needed even if you ve never used a spreadsheet e Eliminate the need for printing and storing paper checklists e Touchscreen friendly architecture makes data entry fast fun and user friendly when using am IPad tablet or smartphone e Checklists can be grouped by user defined shifts and stations that fit your restaurant s unique structure e Users can easily be added and removed from access to your checklists but they will not have access to your RestaurantOwner com membership login e Notification option enables you to receive an email each time a checklist
7. View HTML BOH Cleaning Checklist Dishwasher Sharon Davis 03 28 2014 12 22PM View HTML Closing Checklist John Smith 03 28 2014 12 fiew HTN Closing Checklist Manager 03 28 2014 12 21PM View HTML Opening Checklist Robert Phillips 03 28 2014 12 View HTML Opening Checklist Robert Phillips 01 14 2014 03 51PM View HTML View PDF Each completed checklist will display the checklist name shift station date completed and employee who completed the checklist managed from the users section To view a completed checklist simply click on View HTML link which will open the form in a new tab which you can view or print To view checklists which have not yet been completed select No from the Completed drop down menu and checklists which have been opened but not yet completed will appear To return to the checklist application simply close the tab Il Print Using PDF View Page 12 20 Checklist Generator User Manual To view the completed checklist in a PDF format click on Search in the top menu then click on the View PDF link in the Actions column Actions View HTML View PDF View HTML View PDF From the PDF view the PDF file can be printed or saved to your computer Ill Reviewing user and timestamps To view the user who completed a checklist and the time it was submitted click on Search in the top menu and beside each completed checklist will appear the user date and t
8. Yes ee ae 7 Preview Button Click on Preview button to see what the checklist will look like to the user Lo Je m7 Lo Je Mushroom slices 2 gts Fe r OOo Ja C Je Preview does not save the checklist so it is recommended to save your changes first 8 Save Button Click the Save button to save your changes You can still edit the checklist after each save Page 11 20 Checklist Generator User Manual SEARCHING COMPLETED CHECKLISTS Browse completed lists To browse completed checklists login to your RestaurantOwner com account and browse to http www restaurantowner com members checklists This link will take you to the checklist application homepage From there click on Search in the top menu Stores Shifts Stations Users Checklists Search Admin This page will display all completed checklists Checklists can be searched for by keyword shift station or date By default only 25 checklists will appear on each page however this can be changed to 50 or 100 SEARCH USER CHECKLISTS Keyword Shift Any Shit Station Any Station Y Completed Yes Date Completed to Show Per Page 25 Search Checklist Name Shift Station Completed By Date Completed Actions FOH Cleaning Checklist Night Server Amanda Daggett 03 28 2014 12 View HTML View PDF FOH Cleaning Checklist 03 28 2014 12 22PM View HTML BOH Cleaning Checklist Dishwasher Sharon Davis 03 28 2014 12
9. ame is required for the user to access the application through htto www restaurantowner com members checklists c Password When a user is created they are assigned a password this password cannot be viewed by either the RestaurantOwner com member or by the user For instructions on resetting a user s password read the section below d Retrieving Lost Password User Information 1 Must contact the RO member with access to Setup and Manage checklists Passwords can only be reset through the Setup and Manage checklist page of RestaurantOwner com To rest a user s password login to RestaurantOwner com and browse to http www restaurantowner com members checklists and click Users in the top menu Stores Shifts Stations Users Checklists Search Admin Click the username of the user whose password needs to be changed then type the password twice in the following blanks Page 15 20 Checklist Generator User Manual Leave blank to keep existing password Password PaSSwOrdl Confirm Password PaSSwOrdl Please note that a password must be at least 7 characters and though it is not required the password should include upper and lowercase letters along with numbers or symbols for extra security e User Support Support is only available to RestaurantOwner com members and will not be provided to users or staff that have been assigned access Users should direct all support inquiries to th
10. different column types to choose from 1 Text Allows user to enter a comment letter or number of up to 100 characters of text 2 Checkbox Allows the user to mark as completed 3 Numeric Restricts values to numeric only Typically used to record counts 4 Display Only Use to display text or numeric information such as par levels containers instructions or other constants This type of column is intended for display information only and cannot be changed by person completing a checklist 2 Column Labels Once a Column Type has been selected you will be prompted to assign a label or title for the column 1 The image below shows examples of various column labels Page 9 20 Checklist Generator User Manual 3 When selecting the Display Only Column Type you will be prompted to assign values for each row item in the checklist as shown below 2 m4 gt Display Only Checkbox Group Move Disable Indent Header Item ap PAR Comment Ready Use Column Use Column Use Column Product Display Text Use Column La Use Column Use Column Display Text m wa 25 Angel hair portions 6 Use Column Use Column Use Column Display Text j va 15 Fettuccine portions 4 Rearranging Columns The Column Move arrows allow you to move a column to the right or left in the list Be sure to save the checklist after rearranging columns 5 Deleting Columns There is no way to delete a column
11. e RestaurantOwner com member For members the discussion forum is the ONLY pipeline for support we offer for this tool All emails or phone calls requesting support will be directed to post their request on the discussion forum Ill Start a New Checklist a Completing the checklist To complete a checklist which has already been designed through the Setup and manage checklist page of RestaurantOwner com a user needs to login to the checklist application at nttp www restaurantowner com checklists Upon logging in with their Store ID Username and Password a user can select any one of the checklists to begin filling it out Page 16 20 Checklist Generator User Manual New Started Done Checklist BOH Cleaning Checklist Night Closing Checklist Night FOH Cleaning Checklist Night Opening Checklist Day Station Dishwasher Manager server Manager After clicking on a checklist the user will be able to view the checklist itself and begin completing each line item Page 17 20 Checklist Generator User Manual Closing Checklist Shift Station Night Manager Item Pull Cash Drawers Fill out Deposit Slip Oo Back of House Clean Grill OO Stock for Day Shift OO Front of House Stock Beverage Bar Check Restrooms e Continue Later Finished b Saving a checklist to be completed later Checklists can be saved in their current state to be completed later by clicking the Continue Later
12. ime of the checklist Completed By Date Completed Amanda Daggett 03 28 2014 12 22PM If a checklist has been started but not finished the user will display but the date completed will display N A Page 13 20 Checklist Generator User Manual USING THE CHECKLIST Navigation link To access the checklist application direct the members of your organization to nttps www restaurantowner com checklists This link will prompt the user for three pieces of information a Store ID Username and Password ll Login a Store ID To find a Store ID login to your RestaurantOwner com account and browse to http www restaurantowner com members checklists click Stores in the top menu and locate the store associated with your account Stores Shifts Stations Users Checklists Search Admin The Store ID will be a number located beside the store name MANAGE STORE Store ID Store Name 4 RestaurantOwner b Username To view the users with access to the checklist application click on Users in the top menu Stores Shifts Stations Users Checklists Search Admin This screen will display usernames first names and last names Page 14 20 Checklist Generator User Manual STORE USERS Add user UserName First Name Last Name RO 14 Sharon RO 12 Phillips RO 13 Smith The username is a link to the user s profile which will pull up additional settings This usern
13. leted before a checklist can be saved for use An explanation of each numbered part of the screen is as follows 1 This is the name that will appear in the list of checklists the user can select from This name will also be displayed on the checklist form and saved files 2 All checklists must be assigned to a Shift which can be selected from the drop down list from the Shifts you defined earlier If you have not added a Shift then you must do so before continuing 3 All checklists must be assigned to a Station which can be selected from the drop down list from the Stations you defined earlier If you have not added a Station then you must do so before continuing 4 The Notify box should be checked if you want the program to notify by email all listed recipients whenever a checklist has been completed 5 The Active checkbox must be checked for this checklist to appear in the list of checklists available to users when they log in It is typically left unchecked during the design phase or when making changes to it so that users will not try to complete it during this process 6 The Move column for each row allows you to move rows up or down in the list Page 8 20 Checklist Generator User Manual 7 The Disable column when checked removes the row from view when users are completing a checklist 8 The Indent is used to increase or decrease the indentation of the row This feature is particularly helpful to organize lists into categ
14. mp License Review e Staff Reviews Evaluations e Customer Service Review e Customer Survey e Mystery Shopper Review d Support Support is only available to RestaurantOwner com members and will not be provided to users or staff that have been assigned access The discussion forum is the ONLY pipeline for support we offer for this tool All emails or phone calls requesting support will be directed to post their request on the discussion forum Page 3 20 Checklist Generator User Manual SETUP Il Add Edit Store a Naming and adding a new Store 1 To add a new store click on the Add Store link from this page htto www restaurantowner com members checklists Stores Shifts Stations Users Checklists Search Store ID MANAGE STORE Welcome to Checklists The first step in using Checklists is to set up a Store ID Your users will enter the Store ID in addition to their their username and password when logging in Add Store Store Name No store configured 2 Your assigned users will enter the Store ID in addition to their username and password when logging in 3 Store IDs e Must be between 5 and 15 characters e Can only contain numbers and letters e Cannot contain spaces or special characters e Are not case sensitive MyStore and mystore are considered the same 4 Once a store s is added they will appear on the Manage Store page and can also be selected from the drop down box in the
15. o Yes the new user will be able to log in immediately In case a user should no longer have access to the application setting Active to No will block any login from their account c Never Delete Users Users should never be deleted only edited There is no limit on the number of users you can create but the application will be easier to manage if users are recycled as long as the information is updated d Notification Each user has a setting labeled Notify which is disabled by default If Notify is set to yes then whenever a checklist is completed which has also been set to Notify an email will be sent to the email address listed on the user s account For an email to be generated both the user and the checklist must be set to Notify this feature allows users to keep in touch whenever important checklists are completed and allows them to review the contents from the RestaurantOwner com account ADD EDIT CHECKLISTS VI Preparation a Have a plan before starting Purpose rows and columns Checklist are comprised of rows and columns Rows typically contain the items being checked while columns are used to record the type of check being done such as a completion checkbox a count or a place to write a comment about a specific item It s more practical to have a series of short checklists than it is to have lengthy all encompassing checklists Keep in mind that a checklists must be completed by a single user For in
16. ories steps or sections 9 The Group Header when checked designates this row as a title or header line only Group Headers are displayed in Bold text and do not allow column data entry They are intended for use as a Category step or section header description 10 The Item is where the item descriptive text or instructions are entered for items appearing in the rows Items can include up to 100 characters of text 11 The Columns is where you define the types of checks to be completed for each row You can have up to a maximum of 10 column checks for each row 12 There are 4 different Column Types that can be defined as explained in Step 2 below You must designate one in order to enter data when completing a checklist 13 The Column Move arrows allow you to move a column to the right or left in the list 14 The Add New Row link is used to add additional rows to your checklist When adding new rows keep in mind they cannot be deleted once saved You will either need to change the values entered for rows or use the Disable row option to restrict it from view by the user 15 The Preview button is used to see what the checklist will look like to the user Preview does not save the checklist Use the Save button to save your checklist and or your changes 16 Save the checklist b Step 2 Add Edit columns 1 Column Types To add a column to the checklist you must activate it by selecting a Column Type from the drop down list There are 4
17. stance if you are creating a cook line checklist and you want each position grill saut fry etc to complete the checklist for their own station then create a separate checklist for each station On the other hand if you want the kitchen manager or chef to complete the entire line checklist then you may want to combine all stations into a single checklist b Keep Them Simple and Consider Screen Size The Online Checklists are primarily intended for use with an IPad notebook or smartphone device Checklists with too many columns will force the user to scroll to the right to complete a column check and will thus be more cumbersome Consider limiting the number of columns when designing Page 7 20 Checklist Generator User Manual c Save as you go Remember to save your checklist frequently during the design process If you navigate away from the page without saving it you will lose any changes made since the last time you saved it VII Adding a New Checklist a Step 1 Naming and Categorizing a Checklist To add a new checklist click on the Add Checklist link Stores Shifts Stations Users Checklists Search Admin MANAGE CHECKLIST Checklist Name Shift choose shit Station choose station Notify 00O amp Move Disable Indent Header Text Add new row D Checkbox Numeric Preview i Save 15 Display Only The Add Checklist screen shown above must be comp
18. tion Shifts screen by clicking on the shift selecting No or Yes and clicking Submit Stores Shifts Stations Users Checklists Search Admin Store Konrads2 ID 23 4 MANAGE STATION Station Name Active Yes Submit Page 5 20 Checklist Generator User Manual V Add Edit Users a Initial Setup Before checklists can be created and used a user must be created Please note that this is entirely separate from your RestaurantOwner com account login and can only be used to access the checklist application for filling out and completing checklists It is highly recommend that each member create a user for themselves so that they can view and complete checklists from the application themselves b Adding a User To add a user click on Users in the top menu Stores Shifts Stations Users Checklists Search Admin Click the Add user link and fill out the form Username First and Last Name Email and Password are all required Usernames must be at least 5 characters in length and passwords must be at least 7 characters in length MANAGE USER Usename Newser First Name John Last Name Doe Email johndoe outlook com Notify Yes No MMS Number Actve Yes Password password Confirm Password password Submit Page 6 20 Checklist Generator User Manual After clicking the submit button the new user will be visible and as long as Active is set t
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