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Getting Started with Chefy

This guide will walk you through your first steps in Chefy, from account creation to setting up your first recipes and managing your inventory.

Table of Contents

Account Setup

Creating Your Account

  1. Sign Up

    • Navigate to the sign-up page
    • Enter your email address and create a secure password
    • Verify your email address when prompted

  2. Join or Create an Organization

    • Join Existing: If you received an invitation, use the join organization link
    • Create New: Set up a new organization for your business
    • Provide organization name and basic details

  3. Set Up Your Profile

    • Complete your user profile
    • Set your role and permissions within the organization

Password Management

  • Forgot Password: Use the "Forgot Password" link on the sign-in page
  • Reset Password: Follow the email instructions to reset your password
  • Change Password: Update your password from the account settings

Understanding the Interface

Main Navigation Areas

Top Navigation Bar

  • Organization/Venue selector
  • Main feature access (Recipe Book, Menu Items, etc.)
  • User account menu

Side Panels

  • Left Panel: Feature lists and navigation
  • Right Panel: Item details and actions
  • Bottom Panel: Additional context and reports

Status Indicators

  • Gray dot: Draft items not yet submitted
  • Orange dot: Items submitted for approval
  • Red triangle: Items requiring action or over cost threshold

Key Interface Elements

Breadcrumbs: Show your current location in the system Action Buttons: Primary actions (+ Add New, Edit, Save) Filter Controls: Sort and filter lists Search: Find specific items quickly

First Time Setup Checklist

1. Organization Configuration

  • Set organization name and details
  • Configure organization-wide settings
  • Set up user roles and permissions

2. Venue Setup

  • Create your first venue
  • Configure venue-specific settings
  • Set venue location and operational details

3. User Management

  • Invite team members
  • Assign appropriate roles
  • Set up approval workflows

4. Supplier Setup

  • Add your suppliers
  • Configure supplier contact information
  • Set up supplier-specific settings

5. Product Catalog

  • Create standard products (ingredients, materials)
  • Add supplier products with pricing
  • Set up product categories and tags

6. Initial Recipes

  • Create your first recipes
  • Define recipe inputs (ingredients)
  • Set recipe outputs (yields)
  • Add preparation methods

Basic Workflow Examples

Example 1: Creating Your First Recipe

  1. Navigate to Recipe Book

    • Select your venue
    • Click on "Recipe Book" in the navigation

  2. Create New Recipe

    • Click "+ Add New Recipe"
    • Enter recipe name and description
    • Add an image if available

  3. Add Ingredients (Inputs)

    • Click "Add Input"
    • Select or create standard products
    • Specify quantities and units
    • Set costs if known

  4. Define Output

    • Specify what the recipe produces
    • Set yield amount and unit
    • Calculate cost per unit

  5. Add Method

    • Write step-by-step instructions
    • Include timing and temperature details
    • Add any special notes

Example 2: Setting Up a Menu Item

  1. Create the Base Recipe (if not already done)

    • Follow the recipe creation process above

  2. Navigate to Menu Items

    • Select "Menu Items" from navigation

  3. Create Menu Item

    • Click "+ Add New Menu Item"
    • Link to your recipe
    • Set customer-facing name and description
    • Add pricing information

  4. Configure Portions

    • Set serving size
    • Define cost calculations
    • Set profit margins

Example 3: Basic Inventory Management

  1. Set Up Standard Products

    • Create products for all ingredients you track
    • Set up units of measure
    • Define storage requirements

  2. Create Stocktake

    • Navigate to Stocktake section
    • Start new stocktake
    • Count current inventory

  3. Review Cost Impact

    • Check recipe costs after stocktake
    • Review menu item profitability
    • Identify cost optimization opportunities

Navigation Tips

Keyboard Shortcuts

  • Ctrl/Cmd + S: Save current item
  • Esc: Close dialogs and panels
  • Tab: Navigate between fields

Efficient Workflows

  • Use breadcrumbs to navigate back through your path
  • Filter and search to find items quickly
  • Use bulk actions when working with multiple items
  • Save frequently to avoid losing work

Panel Management

  • Pin panels for quick access to frequently used information
  • Collapse panels to focus on main content
  • Use keyboard shortcuts to toggle panel visibility

Common First-Time Tasks

Setting Up Your Product Catalog

  1. Import or manually create standard products
  2. Set up suppliers and their product catalogs
  3. Link supplier products to standard products
  4. Configure units and conversions

Creating Recipe Templates

  1. Start with your most important recipes
  2. Create ingredient lists from your product catalog
  3. Calculate accurate yields and costs
  4. Document preparation methods clearly

Establishing Approval Workflows

  1. Define who can create vs. approve items
  2. Set up cost thresholds for automatic approval
  3. Configure notification preferences
  4. Train team members on the approval process

Next Steps

Once you've completed the basic setup:

  1. Explore Advanced Features

    • Cost analysis and reporting
    • Batch recipe scaling
    • Inventory optimization

  2. Optimize Your Workflows

    • Set up automated ordering
    • Configure cost alerts
    • Implement regular stocktakes

  3. Train Your Team

    • Share this manual with team members
    • Set up role-specific training
    • Establish regular review processes

  4. Expand Your Usage

    • Add more venues if applicable
    • Integrate with existing systems
    • Explore production planning features

Getting Help

  • In-App Help: Look for help icons throughout the interface
  • User Manual: Reference specific feature guides in this manual
  • Support: Contact your administrator or support team for technical issues
  • Training: Request additional training for advanced features

Troubleshooting Common Initial Issues

Can't Find Items

  • Check filters and search settings
  • Verify you're in the correct venue/organization
  • Ensure you have proper permissions

Cost Calculations Seem Wrong

  • Verify all input quantities and costs
  • Check unit conversions
  • Review recipe yields and portions

Can't Save Changes

  • Check for required fields
  • Verify you have edit permissions
  • Ensure good internet connection

Navigation Confusion

  • Use breadcrumbs to understand your location
  • Refer to the interface overview above
  • Practice with the basic workflow examples