Quick Reference Guide
This quick reference guide provides fast access to common tasks, keyboard shortcuts, and essential information for using Chefy efficiently.
Table of Contents
- Common Tasks
- Navigation Quick Tips
- Keyboard Shortcuts
- Status Indicators Guide
- Common Workflows
- Troubleshooting Quick Fixes
- Data Entry Tips
- Cost Calculation Formulas
- Unit Conversion References
- Emergency Procedures
Common Tasks
Recipe Management
| Task | Quick Steps |
|---|---|
| Create new recipe | Navigate to Recipe Book โ "+ Add New Recipe" โ Enter details โ Add inputs โ Define method โ Set output |
| Copy recipe | Open recipe โ "Copy Recipe" button โ Select destination venue โ Confirm |
| Edit recipe | Open recipe โ "Edit" button โ Make changes โ Save |
| Submit for approval | Open draft recipe โ "Submit for Approval" button โ Confirm |
| Scale recipe | Open recipe โ "Scale Recipe" โ Enter multiplier โ Review adjustments |
| Add by-product | Recipe editor โ Add secondary output โ Select "By-product" type โ Set yield and cost allocation |
Menu Item Management
| Task | Quick Steps |
|---|---|
| Create menu item | Menu Items โ "+ Add New Menu Item" โ Link to recipe โ Set price โ Add description |
| Update pricing | Open menu item โ Edit price field โ Recalculate margins โ Save |
| Check profitability | Open menu item โ Review cost breakdown โ Check margin percentage |
| Add menu components | Open menu item โ "+ Add Input" โ Select component type โ Set quantity |
Inventory Operations
| Task | Quick Steps |
|---|---|
| Start stocktake | Stocktake section โ "+ New Stocktake" โ Select scope โ Begin counting |
| Create purchase order | Orders โ "+ New Purchase Order" โ Select supplier โ Add products โ Submit |
| Add supplier product | Supplier Products โ "+ Add New" โ Enter details โ Set supplier and pricing |
| Add standard product | Standard Products โ "+ Add New" โ Enter details โ Map to supplier products โ Set access controls |
| Record waste | Navigate to item โ "Record Waste" โ Enter quantity and reason โ Save |
Supplier Management
| Task | Quick Steps |
|---|---|
| Add new supplier | Suppliers โ "+ Add New Supplier" โ Enter contact details โ Set terms |
| Update supplier pricing | Open supplier โ Product catalog โ Edit prices โ Save changes |
| Create supplier order | Orders โ Select supplier โ Add products โ Generate order |
User Management (Admin)
| Task | Quick Steps |
|---|---|
| Add new user | User Management โ "+ Add New User" โ Enter details โ Assign role โ Send invitation |
| Reset password | Find user โ "Reset Password" โ Confirm action |
| Change user permissions | Open user profile โ Edit role/permissions โ Save changes |
Navigation Quick Tips
Getting Around Efficiently
- Breadcrumbs: Use breadcrumbs at the top to navigate back through your path
- Search: Use the search function to quickly find specific items
- Filters: Apply filters to narrow down long lists
- Recently Viewed: Access recently viewed items from the dashboard
Main Navigation Areas (in order):
- Dashboard - Performance overview and metrics
- Venues - Venue selection and management
- User Management - Team member administration
- Recipe Book - Recipe creation and management
- Menu Items - Customer-facing menu management
- Supplier Products - Product catalogs from suppliers
- Standard Products - Centralized ingredient abstraction layer
- Suppliers - Vendor relationship management
- Stocktake - Inventory counting and management
Panel Management
- Left Panel: Lists and navigation for current feature
- Right Panel: Details and actions for selected items
- Bottom Panel: Additional context and reports
- Pin Panels: Pin frequently used panels for quick access
Organization and Venue Switching
- Organization Selector: Top navigation bar, left side
- Venue Selector: Available after organization selection
- Quick Switch: Recently used organizations/venues available in dropdown
Keyboard Shortcuts
Universal Shortcuts
| Shortcut | Action |
|---|---|
Ctrl/Cmd + S | Save current item |
Esc | Close dialogs and popups |
Tab | Navigate between form fields |
Shift + Tab | Navigate backwards between fields |
Enter | Submit forms or confirm actions |
Ctrl/Cmd + Z | Undo last action (where supported) |
Navigation Shortcuts
| Shortcut | Action |
|---|---|
Ctrl/Cmd + F | Open search |
Ctrl/Cmd + Home | Return to dashboard |
Alt + Left Arrow | Navigate back |
Alt + Right Arrow | Navigate forward |
Form and Data Entry
| Shortcut | Action |
|---|---|
Ctrl/Cmd + A | Select all text in field |
Ctrl/Cmd + C | Copy selected text |
Ctrl/Cmd + V | Paste text |
Ctrl/Cmd + X | Cut selected text |
Feature-Specific Shortcuts
| Context | Shortcut | Action |
|---|---|---|
| Recipe Editor | Ctrl/Cmd + I | Add new input |
| Recipe Editor | Ctrl/Cmd + M | Focus on method editor |
| Lists | Ctrl/Cmd + N | Create new item |
| Lists | Delete | Delete selected item (with confirmation) |
Status Indicators Guide
Universal Status Indicators
| Indicator | Meaning | Actions Available |
|---|---|---|
| Gray dot | Draft/Not submitted | Edit, Submit for approval |
| Orange dot | Submitted for approval | View, Cancel submission (if allowed) |
| Green checkmark | Approved | View, Create new version |
| Red triangle | Requires action/Over threshold | Review issues, Make corrections |
Item-Specific Indicators
| Context | Indicator | Meaning |
|---|---|---|
| Recipe | Clock icon | Has timing information |
| Recipe | Scale icon | Scalable recipe |
| Menu Item | Dollar sign | Pricing set |
| Menu Item | Percentage | Margin indicator |
| Inventory | Low stock warning | Below reorder point |
| Supplier | Star rating | Performance rating |
Input Type Indicators
| Icon Type | Input Type | Meaning |
|---|---|---|
| Product icon | Supplier Product | Purchased from suppliers with live pricing |
| Recipe icon | Recipe Output | Comes from another recipe in your system |
| Standard icon | Standard Product | Centrally managed ingredient used across multiple recipes |
| By-product icon | By-product | Secondary output that can be reused (trim, offcuts) |
Color Coding System
| Color | General Meaning | Examples |
|---|---|---|
| Green | Positive/Good | Approved, profitable, in stock |
| Yellow/Orange | Warning/Attention needed | Pending approval, low margin |
| Red | Problem/Critical | Over budget, out of stock, rejected |
| Gray | Neutral/Inactive | Draft, disabled, archived |
| Blue | Information/Action | Selected, primary action |
Common Workflows
Daily Operations Workflow
-
Morning Setup
- Check overnight notifications
- Review today's production plans
- Verify inventory levels
- Check pending approvals
-
During Service
- Monitor production progress
- Update inventory as needed
- Handle any urgent issues
- Track service performance
-
End of Day
- Complete production records
- Record any waste or issues
- Review cost performance
- Plan for tomorrow
Weekly Management Workflow
-
Monday Planning
- Review previous week's performance
- Plan upcoming week's menus
- Check supplier deliveries
- Update production forecasts
-
Mid-Week Check
- Conduct stocktakes
- Review cost variances
- Address any quality issues
- Adjust plans as needed
-
Friday Review
- Analyze week's performance
- Plan weekend specials
- Review supplier performance
- Prepare weekly reports
Monthly Administrative Workflow
-
Month Start
- Review previous month's reports
- Set monthly targets and goals
- Update supplier contracts
- Plan seasonal menu changes
-
Mid-Month Review
- Conduct comprehensive stocktake
- Review all cost calculations
- Update recipe costs
- Analyze profitability trends
-
Month End
- Generate monthly reports
- Review budget vs. actual performance
- Plan improvements for next month
- Conduct team performance reviews
Troubleshooting Quick Fixes
Common Issues and Solutions
| Problem | Quick Fix |
|---|---|
| Can't find an item | Check filters, search terms, venue selection |
| Cost calculations seem wrong | Verify units, check ingredient prices, update stocktake |
| Can't save changes | Check required fields, verify permissions, refresh page |
| Recipe won't scale properly | Check for non-scalable ingredients, verify units |
| Inventory discrepancies | Compare to recent transactions, check for unreported usage |
Performance Issues
| Symptom | Solution |
|---|---|
| Slow page loading | Check internet connection, try refreshing, clear browser cache |
| Features not responding | Wait for processing, check for background operations |
| Unable to upload files | Check file size and format, verify permissions |
Data Issues
| Problem | Solution |
|---|---|
| Missing data | Check venue/organization selection, verify filters |
| Duplicate entries | Use search to find existing items before creating new ones |
| Incorrect calculations | Verify input data, check for recent price updates |
Data Entry Tips
Best Practices
- Be Consistent: Use standardized naming conventions
- Be Specific: Include all relevant details and specifications
- Be Accurate: Double-check quantities, units, and calculations
- Save Frequently: Save work regularly to avoid data loss
Common Data Entry Patterns
| Field Type | Best Practice | Example |
|---|---|---|
| Product Names | Use descriptive, consistent naming | "Tomatoes, Roma, Fresh" |
| Quantities | Include decimal places for accuracy | "2.5 kg" not "2-3 kg" |
| Costs | Use consistent currency format | "$12.50" not "12.5" |
| Units | Use standard abbreviations | "kg", "L", "ea" |
Avoiding Common Errors
- Unit Mismatches: Always verify units match between recipes and suppliers
- Decimal Places: Be consistent with decimal precision (usually 2 places for costs)
- Required Fields: Complete all required fields before attempting to save
- Duplicate Entries: Search before creating new items to avoid duplicates
Cost Calculation Formulas
Basic Cost Calculations
| Calculation | Formula | Example |
|---|---|---|
| Cost per unit | Total Cost รท Quantity | $24.00 รท 12 = $2.00 per unit |
| Recipe cost | ฮฃ(Ingredient Quantity ร Unit Cost) | (2kg ร $3.50) + (0.5L ร $6.00) = $10.00 |
| Food cost percentage | (Food Cost รท Selling Price) ร 100 | ($3.50 รท $12.00) ร 100 = 29.2% |
| Gross profit | Selling Price - Food Cost | $12.00 - $3.50 = $8.50 |
| Markup percentage | (Gross Profit รท Food Cost) ร 100 | ($8.50 รท $3.50) ร 100 = 242.9% |
Recipe Scaling
| Scaling Type | Formula | Example |
|---|---|---|
| Simple scaling | New Quantity = Original ร Multiplier | 2kg ร 2.5 = 5kg |
| Yield-based scaling | Multiplier = Target Yield รท Original Yield | 50 portions รท 20 portions = 2.5 |
| Cost scaling | New Cost = Original Cost ร Multiplier | $10.00 ร 2.5 = $25.00 |
Inventory Calculations
| Calculation | Formula | Example |
|---|---|---|
| Inventory turnover | Cost of Goods Sold รท Average Inventory | $120,000 รท $10,000 = 12 turns/year |
| Days of inventory | Average Inventory รท Daily Usage | $10,000 รท $329 = 30.4 days |
| Reorder point | (Daily Usage ร Lead Time) + Safety Stock | (10kg ร 3 days) + 10kg = 40kg |
Unit Conversion References
Weight Conversions
| From | To | Multiply by |
|---|---|---|
| Grams | Kilograms | 0.001 |
| Kilograms | Grams | 1000 |
| Ounces | Grams | 28.35 |
| Pounds | Kilograms | 0.454 |
| Kilograms | Pounds | 2.205 |
Volume Conversions
| From | To | Multiply by |
|---|---|---|
| Milliliters | Liters | 0.001 |
| Liters | Milliliters | 1000 |
| Fluid Ounces | Milliliters | 29.57 |
| Cups | Milliliters | 237 |
| Gallons (US) | Liters | 3.785 |
Common Kitchen Measurements
| Unit | Equivalent |
|---|---|
| 1 Tablespoon | 15 ml |
| 1 Cup | 237 ml |
| 1 Pint | 473 ml |
| 1 Quart | 946 ml |
| 1 Gallon | 3.785 L |
Emergency Procedures
System Issues
- Save Current Work: Save any open items immediately
- Document the Issue: Note what you were doing when the problem occurred
- Try Basic Fixes: Refresh page, clear cache, restart browser
- Contact Support: If issue persists, contact technical support with details
Data Recovery
- Check Recent Backups: Look for auto-saved versions of your work
- Review Audit Logs: Check audit logs to see what data might be recoverable
- Contact Administrator: Get help from system administrator
- Document Loss: Record what data was lost for future prevention
Business Continuity
- Backup Systems: Have offline procedures for critical operations
- Alternative Access: Know how to access system from different devices/locations
- Key Contacts: Maintain list of technical support and administrative contacts
- Manual Procedures: Have paper-based backup procedures for essential tasks
Escalation Procedures
| Issue Type | First Contact | Escalation |
|---|---|---|
| Technical Problems | IT Support | System Administrator |
| Data Issues | Data Administrator | Technical Support |
| User Access | User Administrator | System Administrator |
| Business Process | Supervisor/Manager | Organization Administrator |
Quick Help Resources
In-System Help
- Help Icons: Look for "?" icons throughout the interface
- Tooltips: Hover over fields and buttons for quick explanations
- Getting Started Tours: Use guided tours for new features
- Video Tutorials: Access embedded tutorial videos
External Resources
- User Manual: Complete documentation (this manual)
- Training Materials: Feature-specific training guides
- Best Practices: Industry and system best practices documentation
- Support Portal: Technical support and knowledge base
Contact Information
- Technical Support: Contact for system issues and bugs
- Training Support: Contact for user training and education
- Account Management: Contact for billing and account issues
- User Community: Forums and user groups for peer support