Section 1 · Features
Everything aprocedure needsto be followed.
Nine parts, each one doing a plain job. Read them in order, the way a new manager would set Ombric up.
§ 1.1
Procedure library
The written way of doing things, in one place.
Each procedure is a list of numbered steps. A step can carry a short explanation, a photo of how the result should look, and a field to fill in: a yes, a reading, a note. Procedures are grouped the way you think about them, by area or by time of day.
- Numbered steps with explanation
- Reference photo per step
- Grouped by area or time of day
- One current copy, no printouts to chase
Procedures12 in library
Front of house
Opening5 steps · Rev. 3
Closing5 steps · Rev. 4
Kitchen
Fridge check5 steps · Rev. 3
Prep list9 steps · Rev. 2
Back door
Delivery received5 steps · Rev. 3
§ 1.2
Recurring checklists
A procedure, put on a schedule.
A checklist is a procedure that has to be done at a given rhythm. Opening every day at 06:30, a fridge check every four hours, a deep clean on Mondays. When it is due, the sheet appears for the people who should do it.
- Daily, weekly or every few hours
- Due time on every checklist
- Opening, closing and control rounds
- One-off checklists when needed
ScheduleStore 2
| Checklist | Rhythm | Due |
|---|---|---|
| Opening | Every day | 07:00 |
| Fridge check | Every 4 h | 09:30 · 13:30 · 17:30 |
| Delivery received | On arrival | — |
| Deep clean | Mondays | 16:00 |
| Closing | Every day | 21:15 |
§ 1.3
Sites and roles
The right sheet in front of the right person.
Add your locations and the roles people hold: shift lead, kitchen, receiving, closing. Assign each checklist to a site and a role. Staff see what is theirs today, and nothing else.
- Several sites in one account
- Roles that match your team
- Assignment by site and by role
- Each person sees only their sheets
Assignments
| Role | Store 1 | Store 2 |
|---|---|---|
| Shift lead | Opening | Opening |
| Kitchen | Fridge check | Fridge check, Prep list |
| Receiving | — | Delivery received |
| Closing lead | Closing | Closing |
§ 1.4
Check-off on a phone
Ticked where the work happens.
Staff open the sheet on a phone and tick each step as they go. Where a step asks for it, they add a photo, a reading or a short note. The sheet is signed off when the last step is ticked.
- Step-by-step on a phone
- Photo, reading or note per step
- Sign-off with the last tick
- Large tap targets, readable in a hurry
Fridge check3 / 5
Freezer below −18 °C
Read the display on the door. Re-check after 10 min if above.
§ 1.5
Time-stamped history
Who did what, and when.
Every tick records the person, the time and the site. Open any past day to read the sheets as they were completed, with their photos and notes. Useful when something went wrong, and when it went right.
- Person, time and site on every tick
- Past days, read back as they were
- Photos and notes kept with the step
- Searchable by site, role and checklist
History · TueStore 2
- 06:41J.P.Rear door unlocked, lights on
- 06:58J.P.Opening signed off
- 09:14A.K.Walk-in below 5 °C · 3.8 °C · photo
- 09:22A.K.Freezer re-checked · −19 °C
- 11:41M.R.Delivery received signed off · note
§ 1.6
Procedure versions
Change the procedure, keep the record.
When you edit a procedure, Ombric keeps the earlier revision. Each one is numbered and dated with its author. The team always works from the current one, and past records show which revision was in force.
- Numbered, dated revisions
- Author on each revision
- Team always on the current one
- Past records keep their revision
SOP-015 · Closing4 revisions
Rev. 4Oct 28Ownercurrent
Rev. 3Aug 12Owner
Rev. 2May 04Manager
Rev. 1Mar 02Owner
§ 1.7
Overdue reminders
A late sheet does not go unnoticed.
When a checklist passes its due time without being finished, it is marked late and the people you chose receive a reminder. You decide who hears about which checklist.
- Late marking after the due time
- Reminders to chosen people
- Set per checklist
- Visible on the day’s overview
Today · Store 115:20
07:00OpeningSigned 06:52
09:30Fridge checkSigned 09:31
15:00Fridge checkLate
21:15ClosingNot yet due
→ reminder sent to shift lead, manager
§ 1.8
Completion reports
The week, read in a minute.
Reports count the checklists that were due, done, late or missed, by site, by role and by period. They show where the routine holds and where it slips.
- Due, done, late and missed
- By site, role and period
- Week-by-week view
- Drill down to the sheet itself
Completion · Week 46All sites
Store 130/33 done · 2 late · 1 missed
Store 241/41 done · 0 late · 0 missed
Kitchen26/28 done · 2 late · 0 missed
§ 1.9
Roles and permissions
Who writes, who assigns, who ticks.
Owners and managers write procedures and set schedules. Staff tick the sheets assigned to them. Permissions decide who can edit, who can assign and who can read reports.
- Owner, manager and staff levels
- Editing limited to who you choose
- Reports for managers
- Access removed when someone leaves
Permissions
| Level | Write | Assign | Tick | Reports |
|---|---|---|---|---|
| Owner | ||||
| Manager | ||||
| Staff | — | — | — |
example set-up, adjustable
This list describes the service as it is offered today. Ask us about anything you do not see here before you rely on it.
See it on one of your own procedures.
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