Chaleur Atelier Back office guide (September 2026)
Chaleur Atelier Back office (the app) is the operations app of Chaleur Atelier Patisserie (outlets, deliveries, billing, Kitchen HQ reports, production plan).
1. The pages
Home page: chaleurpatisserie-ops.github.io/chaleur-app — the ONLY place to sign in. After you sign in it opens on Home (since 29 Sep 2026; since 16 Oct 2026, v22.49, three big buttons — Alfred: "this page no recipe?"): Kitchen HQ (kitchen opening by 11:00, kitchen closing by 20:00 — the times set in Setup › Kitchen HQ, prep list, morning to-do · decorate & deliver, noon to-do · production (with the plan for the next days inside), kitchen reports & temperatures, numbers) and Outlet Delivery (today · clear the board, deliveries & colour check, outlet reports, bills, audits) and Recipes (cakes with pictures and layers, components by category, calculator, moulds, plan & order, ordering). Tap one and the menu opens at that area; you only see the pages you can use. Under them: "Your list for today" (tap it for Today), then Back office (managers) and Help & how-to. Today = a greeting, the Team jar, today's Random QC (on QC days) and your team's list for today (each line has a button that takes you to the right page), then "Also for you". The bar at the bottom has 4 tabs: Home, Today, Team and Me. The logo at the top left always brings you back to Home. ☰ Menu at the top right (since 26 Sep 2026): a search box ("Find a page": type a word such as billing, fridge or audit), then four numbered areas — your own area opens first, tap an area name to open it: 1. Kitchen HQ (1 Kitchen opening = opening report, 2 Kitchen closing = closing report, 3 Prep list · what to make, 4 Morning to-do · decorate & deliver (was "Decoration & delivery list"), 5 Noon to-do · production (was "Production list"; the production plan for the next days is inside it: the kitchen page To-do › Plan for the next days), 6 Kitchen reports, 7 Numbers · made & waste (since 29 Sep 2026; office desk › Numbers: per cake for a day, week or month — to make, made, sent per outlet, HQ display plan, est. sold (worked out from the counts, not the till), left, HQ waste, outlet waste, waste %; filter Everything / Kitchen HQ only / one outlet; red rows = a quarter or more wasted; HQ est. sold = yesterday's left + made − sent out − waste − left, only on days with a Made number) = history, on-time streak, taste checks, fridge and freezer setup), 2. Outlet Delivery (1 Delivery orders, 2 Carry forward, 3 Weekly billing, 4 All bills, 5 Outlet closing reports, 6 To clear today, 7 Spot audit, 8 Audit results), 3. Back office (Setup, Staff & access, Problem reports, Corrections log, Prep list = Plan & prep) and 4. Help & support (How-to guide, Ask the helper, Report a problem, My reports, Team treat & points). You only see the pages you can use. At the bottom: ? Ask / Report and Log out. Help: on Home the Help & how-to card at the bottom; on Today, Team, Me and every other page the ? Ask button at the bottom right (since 17 Oct 2026 there is no ? in the header). Every other page has a "‹ Home" button. Tip: add the home page to your phone's home screen (iPhone: Safari › Share › Add to Home Screen. Android: Chrome › ⋮ › Add to Home screen).
Office desk (office.html): the menu at the top has the same areas: Outlet Delivery (Today, Deliveries, Outlet reports, Bills, Spot audit, Audits), Back office (Reports, Setup, Staff & access, Problem reports), then Kitchen HQ links (Prep list, Numbers) and Help & support. Bills shows, per outlet, the week's bill, what the outlet still holds, and every past bill; the All changes button on Outlet reports lists every correction.
Step-by-step guide on every page (since 25 Sep 2026): the first 3 times you open a page, a small dark bubble with a gold spotlight walks you through it (home page: sign in › pick your area › your list for today › the tabs › menu and help; Kitchen HQ: the list › the report's parts › fill in and send › next part; spot audit: setup › checks › chiller › prices › count › photos › send; office desk: To clear today, Plan & prep, Delivery orders and Weekly bills; outlet closing form: name › count every row › photos › send). It moves on by itself when you finish each step; a step with a job to do has no Next button. Tap "Skip, I know this" to stop it for good; after that tap ? Ask › "▶ Show me this page, step by step" to replay the whole walkthrough (since 17 Oct 2026 there is no "Show me how" button on the screen). Kitchen HQ QR codes: the HQ display count (morning) and HQ closing count (evening) posters open that part of the report straight away after the sign-in.
Simpler screens (since 17 Oct 2026, v22.53 — Alfred: "i believe that there are probably a lot of button that are not needed inside the app. suggest me" → "All"): Home, Today, Team, Me and the guide have no 🖨 Print and no ? in the header (help = the Help & how-to card on Home, ? Ask on the other tabs); no floating "Show me how" button anywhere (? Ask › "▶ Show me this page, step by step" replays the walkthrough); Me has no language buttons (Melayu and 中文 were never ready); Kitchen HQ has 4 chips (To-do, Opening, Closing, Reports) and no second Opening/Closing switch inside a report; the To-do has one way to the plan (Plan for the next days; "Add today's list" when today has none), one print ("🖨 Print this list") and one prep-list link; Kitchen reports › Fridges: "+ Add a fridge" is a small link; Deliveries: see the Deliveries entry; Prep list: "Add holiday, event or incident" only for people who can change the prep list (office), "Refresh orders" only for supervisors and the office (orders are pulled every hour from 6:30 anyway) — the kitchen keeps Draft DOs from suggestions and Print delivery notes (the morning team uses them); Recipes: Ordering tab only while something is to order, ↻ Refresh on Components only, one search box on the Calculator, extra Auto · 0% · 10%, no Copy weights, one ⚑ Report a problem button, and on a cake page the scaled table shows only after the number of pieces is typed (the layers are listed once).
How-to guide (Menu › How-to guide, or ? Ask › Open the how-to guide): the whole guide inside the app, by person (kitchen morning, kitchen noon, supervisor, office, spot audit, outlet staff), with a search box and "I'm stuck" answers for common problems.
Report a problem or an idea: tap ? Ask (bottom right of every page) › Report a problem, or Menu › ? Ask / Report on the home page. Pick what's wrong (App not working, Wrong numbers, Equipment broken, Stock / ingredients, Food safety, Idea / other), write one line in any language if you can, add a photo or screenshot if it helps, tick Urgent only if it stops your work right now, then tap Send report. The app attaches the page you were on, your name, your phone type and the last message on your screen, so you don't need to explain where. You get a report number like #1044. Urgent reports go by WhatsApp at once to the kitchen supervisors and Alfred's alert numbers. ? Ask › My reports (or Menu › My reports) shows each report with its status (New, Being fixed, Done) and the office's reply. A new reply also shows in Next for you for 2 days.
Office desk › Problem reports (owner, manager, office): the Helper questions button lists the questions ? Ask could not answer (see section 15). Every report with its number, who sent it, when, from which page, the last message on their screen, their phone and the photo. Urgent ones have a red frame. Filter To do / Done / All, set the status, write a reply and tap Save. New and urgent reports show in Next for you.
Owner only, View as: on the home page (Menu, at the bottom, or Me) or next to your name on the other pages, pick a team member to see the app exactly as they do, with their access, without signing out. A dark strip at the top shows who you are viewing as; tap Back to Owner to return. Anything you change while viewing is recorded as 'ALFRED (as Amira)' and so on, and earns no points.
Kitchen HQ (kitchen.html): chips at the top: To-do, Opening, Closing, Reports (since 17 Oct 2026; the Plan page opens from the To-do › Plan for the next days or "Add today's list", the prep list from the To-do link "Prep list · what to make ›"; 🖨 Print only on Reports, and "🖨 Print this list" at the bottom of the To-do); the same 4-tab bar at the bottom. To-do: the two teams' cards (tick the circle when done), the opening and closing reports in parts, Finish & decorate, one screen per delivery order, the HQ display count. Reports (kitchen history): on-time streak, a 14-day calendar and, further down, the Kitchen setup (fridges, display cakes, reminders). The fridge and freezer check is done twice every day, in the opening and in the closing report. On QC days the opening report starts with the Taste check (Random QC) card. If a report is late, a supervisor (or anyone with the Chase access) sees a "Chase by WhatsApp" button on the late part: it opens WhatsApp with a ready message for the kitchen group; the office can also do it from the Kitchen reports page.
Spot audit (audit.html): for Chaleur staff visiting an outlet. 5 stages (Setup, Prices, Count, Photos, Ideas) with a live score.
Outlet closing form (closing.html with the outlet's own link or QR code): for partner outlet staff every night. No sign-in. Shows the outlet's nightly streak.
2. Signing in and out
Type your phone number (or your name if your number is not set up yet), then tap your 4-digit PIN on the number pad. It signs you in by itself after the 4th digit (since 29 Sep 2026). An older 5- or 6-digit PIN still works: keep typing without stopping, or tap Start my shift. New and changed PINs in Staff & access are 4 digits.
Tick "Remember me 30 days" only on your own phone. Do not tick it on a shared phone or computer. When remembered, the phone shows your number next time; tap Change to sign in as someone else (this unticks Remember me).
Add to Home Screen and Allow (since 19 Oct 2026, Alfred: "for those who never add to home screen, pop it out the next time they open the app. this is a one time only. then let them allow location, notification and gallery access. and camera access"): on a phone that opens the app in the browser, a window shows after sign-in: "Add the app to your Home Screen" (Android: once; iPhone: until the Home Screen app is used, because notifications only work there). iPhone: tap Share (⬆︎; Safari at the bottom, Chrome at the top right) › Add to Home Screen › Add, then open Chaleur Atelier from the Home Screen and sign in once there (the Home Screen app keeps its own sign-in). Android: tap "Add to Home Screen" (Chrome asks Install) or ⋮ › Add to Home screen / Install app. Then "Allow the app": Notifications (reminders straight to this phone — on iPhone only inside the Home Screen app, iOS 16.4 or newer), Camera (report photos), Location (saved only when you send a report or finish a job) — tap Allow, then Allow again when the phone asks. Photos (gallery): the phone asks the first time you choose a photo. Later: Home › Me › Phone notifications (Turn on / Test / Turn off) and Location for jobs (Allow). Blocked by mistake? Allow it again in the phone's settings for the app or for Chrome/Safari. Until notifications are on (since 19 Oct 2026, Alfred: "if they didnot turn it on, the pop will keep coming out everytime untill they turn it on"), the window comes back each time the app is opened — "Not now" closes it until the next time; once notifications are on it stops (a phone or browser that can't show notifications at all sees it once only). When notifications are blocked, the window says where to unblock them (iPhone: Settings › Notifications › Chaleur Atelier; Android Home Screen app: hold the icon › App info › Notifications; browser: the icon left of the web address › Notifications › Allow).
Phone notifications (since 19 Oct 2026, Alfred: "can we send notification directly from the app to their phone instead of whatsapp? so when is time they receive notification straight from the app"): built into the app — no outside service. The kitchen report reminders (1 hour before, on time, 1 hour after), "Remind the kitchen team", new tasks for you, alerts to Chef Alfred (urgent problem reports, a warm fridge, QC off, recipe approvals) and every other WhatsApp message to a team member now also pop up as a notification on their phone; tap it to open the right page. WhatsApp keeps going too, as the backup, until Alfred switches it off in Setup › Kitchen HQ & WhatsApp. Office desk › Setup › Kitchen HQ & WhatsApp › Phone notifications lists who has them on (name, phone type, since) and has "Send me a test notification". Nothing arrives? Home › Me › Phone notifications › Test; if it says not delivered, Turn off and Turn on again; on iPhone use the Home Screen app.
Where a job was done (since 19 Oct 2026, Alfred: "i wanted to know who is at hq or where did they do their job"): for people who allowed location, the app keeps where the phone was when a job was finished — each kitchen report part, a to-do ticked, a delivery colour check and "delivered", Random QC, a spot audit. Never in between, never when the app is closed. Reports show "📍 at HQ (±20 m)" or "📍 2.6 km from HQ" with a map link (Kitchen HQ › Reports and the Reports page). HQ's spot: Office desk › Setup › Kitchen HQ & WhatsApp › HQ location › "Set HQ to where I am now" (stand inside HQ; within 150 m = at HQ).
Sign in once on the home page; it works for every page in the same browser. If you open a page (or a link) while signed out, it takes you to the home page to sign in and then straight back.
Log out: ☰ Menu › Log out at the bottom (in the office desk and Kitchen HQ it is in their menu). On a shared phone, always log out when you finish.
Wrong PIN 5 times: that login is locked for 15 minutes. Alfred or Joscelyn can unlock it: office desk › Staff & access › Edit your record › Save.
"Please sign in again" means your sign-in ended (it expired, your PIN or phone changed, or you were deactivated). Just sign in again; what you typed on the page is kept.
Forgot your PIN or changed phone number: ask Alfred or Joscelyn to update it in office desk › Staff & access.
Today and "Also for you"
Kitchen staff: Today shows your team's list (tap Morning team / Production team at the top to switch; the phone remembers it). Each line shows when it is due, ✓ with who did it when it is done, and shows in red when it is overdue. The line to do now is highlighted with a button (for example "Do it now"). "X of Y done" shows how far the team is.
Office, managers and the owner: "Clear the board" shows what needs you now (changes to approve, outlets to chase, bills to approve, problem reports), most urgent first.
"Also for you" lists other things for you: a red dot = late or urgent, orange = to do now, grey = coming up, green = all done. The same list shows when you open the "? Ask" helper on any page.
3. Who can do what (your access)
Everyone has their own access, set by Alfred or Joscelyn in office desk › Staff & access. Each person has "Works in" (Kitchen, Office or Outlets), a starting level (Staff, Supervisor or Manager) that ticks the usual boxes, and then any box can be ticked or unticked for that person. People in the same area can have different responsibilities. Changes work straight away; nobody needs to sign in again.
To see your own access: home page › Me › "What you can do". The home menu and the office desk only show what you can use, and the server checks it too.
The 16 kinds of access, in plain words:
Kitchen work: send the opening and closing report parts, tick to-dos, see the production plan and prep, and suggest changes to the plan.
Kitchen supervisor: approve or reject kitchen changes, change the plan, lists, display cakes and fridges directly, mark the plan checked and remind the group on WhatsApp.
Add and edit to-dos: add custom orders, Grab pre-packs and other to-dos for the two kitchen teams.
Random QC: do the taste check on the HQ display when the app picks cakes.
Deliveries: check the colour dots, type Made numbers, mark delivery orders delivered and make draft orders from the plan.
Create and edit delivery orders: make new delivery orders, change quantities or dates before delivery and delete undelivered ones.
Outlets today: see missing outlet reports and cakes to take off display, see each outlet's closing link and chase outlets on WhatsApp.
Spot audits: do spot audits at outlets and see all audit results and the Random QC history.
View the office desk: open the office desk pages to look (read-only).
See prices and bills: see prices, rates, delivery values, bills and partner terms. Without this, all money is hidden.
Office work: correct outlet reports (with a reason), sort out Needs attention, paste WhatsApp reports, record payments and save PDFs.
Approve bills: approve and issue the weekly bills and void them.
Problem reports: read the team's problem reports, reply and mark them done.
Staff and access: add staff and change their PIN, phone and access (only giving access they have themselves).
Owner settings: shelf life, outlet closing links, WhatsApp, Kitchen HQ times, points and the treat, sample data, the AI key and deleting records.
Some boxes tick others they need: Kitchen supervisor ticks Kitchen work; Create and edit delivery orders ticks Deliveries; Office work ticks View the office desk; Setup and Approve bills tick View and See prices; Owner settings ticks Setup.
Usual starting sets: Kitchen staff = Kitchen work, Random QC, Deliveries. Kitchen supervisor = those plus Kitchen supervisor, to-dos, Create and edit delivery orders and Outlets today. Office staff = everything except Kitchen supervisor, Random QC, Approve bills, Staff and access and Owner settings. Manager = everything. Outlets staff = Kitchen work, Spot audits, View the office desk, See prices and bills.
The owner (Alfred) always has everything. Someone with Staff and access can't give access they don't have, can't change people who have more access than them, and can't change the owner.
Outlet staff: only their outlet's closing form (no sign-in).
4. Kitchen daily routine
Two teams, each with its own to-do list (Kitchen HQ › To-do)
At the top of To-do, pick your team (Morning · N left / Noon · N left). The phone remembers it. Each job is a card with a circle on the left: tap the circle to tick it (your name and time are saved); the bar under the team switch shows how far the team is. Cards with a Start button open the right screen. "Yesterday ›" shows yesterday's list.
- Morning / Decoration team (morning shift): 0) Plan & prep, due 7:00am, the first card. Before the delivery orders exist it is called "Plan & prep for today" and shows each outlet delivering today with its DO number or "no DO yet" (the office makes the DOs in Plan & prep). Once every outlet has a DO it becomes "Plan & prep · make N cakes": the outlet DOs and the prep list (how many of each cake and for which outlets; the HQ display is not a delivery — top it up and count it in the morning); Finish & decorate is part of this card and it ticks itself when every cake is finished. "Full prep list ›" opens Plan & prep (suggested quantities from the last 28 days, Made numbers, prep sheet, Draft DOs from suggestions with a preview). The card ticks itself once every outlet delivering that day has a DO. The red "Prep list ›" button next to To-do at the top of Kitchen HQ opens Plan & prep from any kitchen screen. Every team member can open Plan & prep for all outlets (that button, Menu › Kitchen › Plan & prep, or the link under the to-do list), see the delivery orders and print the prep sheet and delivery notes; only people with "Create and edit delivery orders" can change them. "Print this list" under the to-do list prints the team's list for the day. With a prep lead time of 1 day (Setup › Go-live), or after 2pm, it is about tomorrow's deliveries instead. 1) the opening report (fridges, HQ display count, outlet deliveries), 2) To-dos: custom orders (whole cakes, special orders, with the time they must be ready) and Grab pre-packs, 3) Finish & decorate (the button on the Plan & prep card): a banner shows today's dot colour, then one line per cake with how many for each outlet and for the HQ display. Tap the number tile when that cake is finished; "All cakes finished and decorated" ticks by itself when every line is done. Tap "Made a different number? Tap to change" only if you made a different number (the office sees it in Plan & prep). 4) Pack & deliver: one card per outlet with 3 steps. Tap Start to open the delivery: Check colours (tap each cake, then the dot you see on it; only today's or yesterday's dot can go out, an older dot says "too old, swap it"; tap Split if some cakes have another dot), Pack + DO photo (attach the delivery order to the boxes and snap them: that photo is part of the opening report › Outlet deliveries), Mark delivered (enter what the outlet accepted and confirm). 5) HQ display: what to put out today, then "Count the display".
- Noon / Production team (noon shift): 1) today's production list (from last night's closing report and any lists added in Plan); tick the paper list as you go, 2) prep reminders for today and tomorrow, 3) To-dos for production, 4) the closing report (fridges, HQ display waste and left, the 4 list photos that become the plan), 5) the plan for the next days.
- To-dos: tick the box when it is done (your name and the time are saved). Untick if it was ticked by mistake. You can tick for today or yesterday. Kitchen supervisors and the office add to-dos: + Custom order, + Grab pre-pack, + Other to-do; each is for one team, once on a date or repeating on set days (for example Grab pre-packs every day), with an optional "ready by" time. To-dos not ticked by closing time show in the daily check. Tomorrow's custom orders are in the 4pm WhatsApp message.
- WhatsApp reminders for a late opening report go to the Morning / Decoration team, for a late closing report to the Noon / Production team.
- Assign a task to someone (people with "Add and edit to-dos": Alfred, Joscelyn, the office, kitchen supervisors): Home › Today › "＋ Assign a task to someone". Type what needs to be done, choose who (anyone in the team, everyone with a given access such as Spot audits, or one person), by when (date, optional time), whether it also goes on the Morning or Noon kitchen list, and the page it should open (Spot audit, Plan & prep, Delivery orders, Outlet closing reports, Kitchen HQ…). The people it is for see it on their Home under "Tasks for you" (office) or in Today (kitchen) and in Next for you, and tick the circle when it is done (+10 points if on time); once WasapBot is set up they also get a WhatsApp message with the link. Overdue tasks stay on their Home with "from " until ticked.
The reports
Each report is split into parts. Different people can do different parts at the same time; each part has its own Send button. The report is complete when every part is sent. Kitchen HQ › To-do shows which parts are done and by whom.
What must be on time (since 19 Oct 2026)
Alfred: "only certain report needed to be on time, the rest as long they complete." Opening, on time by 11:00: Fridges & freezers, HQ display count, Prep sheet (made) and Outlet deliveries — late after 11:00 (no points, red on To-do). The other opening parts (Grab packs, Missing recipe) only have to be done that day, any time, before going home. Closing: nothing is late — aim to send it by 7:30pm ("we encourage them to do it before 7:30pm"); after 7:30pm it shows "aim was 7:30pm", and it is only missed if it is still not done the next day. Points: an on-time part = its full points; an any-time part sent the same day = full points. Perfect day = the opening's on-time parts by 11:00 and every part of both reports done that day.
Home › Today is the team's to-do list: every part of both reports is its own line — "Opening · Fridges & freezers · On time by 11:00", "Opening · Grab packs · Any time today · pack 2 Set A", "Closing · HQ display count · Aim for 19:30". Tap a line to open that part straight away.
Opening report — on time by 11:00am (Kitchen HQ › Opening)
Due times (since 18 Oct 2026, Alfred: "move"): opening report by 11:00, closing aim 19:30 (Alfred 18 Oct). Alfred or Joscelyn set them in Setup › Kitchen HQ; a new time starts the next day, and past days keep the times they had (history, streak and points are not rewritten).
1. Fridges & freezers: a dark screen, one unit per screen (Freezer 1–6, Chiller 1–4, Display chiller), with the rule at the top (freezer −18°C or colder, chiller 0–5°C) and a progress strip (green = in range, pink = good catch, gold = this one). Type what the thermometer says on the keypad (± for minus; freezers start on −), tick Door shut, take the photo, tap "Log it ›". A reading out of range is a Good catch (+10): log it as it is, never a "nicer" number. After the last unit you see the summary; tap a line to fix it, then Send.
2. HQ display count: one list, the same as the outlet closing form. Each cake has its photo and the 7 colour dots (Sun to Sat); the colours on the display are already open, pre-filled from last night's count. Tap a colour dot to add a colour, then two boxes per colour (since 26 Sep 2026): Wastage = cakes of that colour thrown away this morning (damaged, past their day), and Available = every cake of that colour you can still sell, the display included. Set both to what you really see. "+ Add a cake that's not listed" for other cakes, "Event and other items" for things not on the menu (type the name). Take a photo of the display (and a photo of the waste when there is any), then Send. The app looks at the display photo at once: if the cakes look messy (gaps, crooked rows, mixed up) a sheet pops up with the photo and what to fix — tidy the display and tap "Retake the photo"; sending is blocked until a tidy photo is taken (after a second messy photo you can "Send anyway", and the report notes it). Wastage is added to the day's waste with the closing count; the difference between last night's count and this morning's Available + Wastage is flagged as missing.
3. Prep sheet (made) (always listed; optional until a prep sheet was printed from the app that day): on the printed prep sheet write how many of each cake you actually made in MADE (0 if none) and why under NOTE when it is fewer. Take a photo of the whole sheet (or pick several from the gallery at once if the sheet needs more than one) and tap "Read the sheet ›". If the sheet was printed before the app kept sheets, the reader finds the cake names on the photo itself — check the names too. The app reads the handwritten numbers; check every number (− / + or type), fix any that are wrong, then Send. Made is then saved for the day (the same as 📷 Snap filled sheet on the Prep list; if Made was already sent there, this part shows ✓ "(office page)"). Fewer than To make: online orders are filled first, then the outlets and the HQ display share the rest; more goes to the HQ display.
4. Outlet deliveries (only on days with outlet deliveries): check the colour dots first (Check colours), attach the delivery order (DO) to the boxes, take a photo of each packed delivery, or tick "Goes out later today". The AI checks the DO is attached and is the right one. Send.
5. Grab packs (any time today; only when a Grab set is below its number, and every Monday): one card per Grab set (Set A/B/C, Petit in Bloom, Petit Duo Deal… as set up in Office desk › Setup › Grab packs) with its photo, the cakes inside, "Packed now" (the last count + what was packed − what Grab sold, from the FeedMe report read each night), "keep N ready" and "Pack N" with the cakes needed. Pack them, put them in the Grab fridge (packed sets are not in the HQ display count), type how many you packed (0 if none) and Send. Packed fewer than needed → write why in the note. Monday stock check: count the packed sets in the fridge first (one box per set), then pack. A count different from the app is flagged (thrown away, sold outside Grab, or a pack not written). The cakes for packing are in the prep list's Order column ("N Grab") and on the printed prep sheet ("Grab packs to pack today").
Closing report — aim for 7:30pm, never late (Kitchen HQ › Closing)
Fridges & freezers again, one unit per screen.
HQ display count: the same one list: for each cake and colour dot, Waste (thrown away or damaged) and Left (still on the display) side by side with − / +; "N this morning" under the colour reminds you what was there. Empty = 0. Tap a colour dot to add a colour. Then the display photo, and a waste photo if there is waste, and Send. Sold at HQ = this morning's count − waste − left. Cakes missing since last night are counted as waste and flagged.
Mise en place lists: 4 photos: today's list (tick or cross each item first, up to 3 photos), then the lists for tomorrow, the day after and the day after that (up to 2 photos each). The AI reads today's list (done / not done) and writes out the 3 future lists; they become the production plan for those days (Plan tab). Send.
FeedMe sales report (since 15 Oct 2026, v22.45): on the FeedMe POS open Reports › Product sales for today and snap the screen (1 to 3 photos, the whole table with the Name and Qty columns). The AI reads the rows; today's HQ sold in the Prep list comes from it straight away ("photo via NAME" in Setup › FeedMe) until the FeedMe email arrives after midnight — the email then replaces it. No report tonight (POS down)? Tick "No report tonight" and say why; the closing stays complete and the sold count waits for the email. Items the app does not know show as "not matched to a cake" (Office desk › Setup › FeedMe names). Alfred can make this part optional or switch it off in Setup › FeedMe (HQ till) › "Sales report in the kitchen closing".
After sending a part
A burgundy "Part N complete" screen shows the points added to the Team jar, a few numbers, the reference, and what is still to do, with a gold button for the next part.
You see the result straight away and what is still to do. Red lines ("Please act now") mean something needs action now, for example a freezer that is too warm: move the food to another unit and tell the supervisor. Alfred and the kitchen WhatsApp group are told automatically.
The AI reads the temperature photos, the delivery photos and the lists. It flags photos that do not show a thermometer, readings that do not match what was typed, a missing or wrong DO, and items not finished.
Sending a part again replaces it. You can send for today or yesterday (change the Report date).
If a report is late, the kitchen WhatsApp group gets a reminder with the link and the parts still to do (up to 3 times; the third also goes to Alfred).
Your answers and photos are kept on the phone until you send, even if the page closes. Do not clear the browser data before sending.
Safe temperatures
Freezers: −18°C or colder. Chillers and display chiller: 5°C or colder.
Up to 3°C over the limit shows "warm": check the door and check again in 30 minutes. More than 3°C over shows "too warm" and is urgent.
A kitchen supervisor can change the list of fridges and freezers and the limits (Kitchen HQ › Setup › Fridges: tap a row to edit its name, type and warmest allowed temperature, + Add a fridge, Remove, then Save changes). Setup › Display cakes ticks which cakes are on the HQ display; Setup › Reminders holds the prep reminders.
Kitchen HQ › History: "N days in a row, all on time" and a 14-day calendar (green on time, amber late, red missed, grey closed). Tap a day to see who sent each part, issues, temperatures and photos.
5. Points, the Team jar and the month's treat
Every report part, fridge reading, to-do and taste check adds points to the Team jar. The jar is for the whole kitchen team and fills over the month; it empties on the 1st.
Points from 1 Nov 2026 (Alfred, 17 Oct, after October's numbers: only 10 of 94 parts were on time but the jar was at 89%): report part sent on time +50, sent late 0; Perfect day +100 to the jar when both reports are complete with every part by its time (it shows under "Everyone" on the Team page, not on one person); each fridge or freezer reading +2; Good catch +10 only for a real problem — a freezer warmer than −12 °C or a chiller warmer than 8 °C (once a unit a day; a freezer at −15 is "warm · check the door", not a catch) — or a problem report (at most 2 a day; ideas don't count); Fresh display +20 when the closing count has nothing past its shelf life counted as Left; to-do ticked by its ready time +10; Random QC sent +30. The jar is 6,000 points a month from November (Setup › Kitchen HQ can change it); October keeps the old rules (on time +50, late +15, reading +5, any reading above the max a catch, jar 5,000). Sending the same thing again never counts twice. A "+N to the team jar" note pops up after you send; a late part says "Sent late (due 11:00) · no points".
Points reward doing the work and reporting honestly, never a "good" number: a warm fridge that you log truthfully is a Good catch.
The jar holds 6,000 points a month from November 2026 (5,000 in October; Alfred can change it in Setup › Kitchen HQ). The team gets the treat when the jar reaches 90% (5,400 points) by the end of the month. The jar card shows the percentage, points so far out of the target and how many days are left. The Team page shows the November rules in a box until they start.
The month's treat (Team page: tap the jar, or Menu › Team treat & points): Alfred or Joscelyn either picks the treat, or opens voting. When voting is open, everyone can add up to 3 ideas (20 ideas at most) and vote for one (tap again to take your vote back, or tap another to change it). Voting closes on the 7th at 6pm (or 7 days after voting was opened).
Me tab (only you can see it): your points this month, your path to chef — Commis, Demi-chef, Chef de partie, Sous-chef, Chef pâtissier — with how far you are from the next step, and your recent points.
Leaderboard (Team tab): everyone in the kitchen team with their points this month, highest first, with gold, silver and bronze for the top 3 and your own line highlighted. Tap Last month to see last month's final board. People with the same points share a place; nobody gets a place with 0 points. The board starts again on the 1st. Your place also shows on your Me page.
Team tab: the leaderboard, the Team jar, how many report parts and to-dos each team did on time this month, shout-outs (good catches, outlets that sent their closing counts every day) and your badges (Streak 7, Cold chain, Good catch, Early bird, Taster, Helper, Treat month, Sous-chef).
Setup (Alfred and Joscelyn): office desk › Setup › Kitchen HQ & WhatsApp › Team points & treat: the jar size (5,000 points unless changed; the panel also shows what a perfect month would add up to), the % needed for the treat (default 90), the points for each chef step, and Random QC on/off with its time.
6. Random QC (taste check)
On about every other open day (never 2 open days in a row without one) the app picks 2 to 5 cakes from the HQ display: the oldest colour dots first, plus one at random. It shows on the home page as a Random QC card with the cakes and the time to finish it by (11:00 unless changed). If a cake is sent as Off, supervisors and the office also see it in Also for you.
Tap Start QC. One cake per screen: cut a slice, take a photo of the cut, then choose Good, Not sure or Off, and tap Next cake. For Off, write what's wrong if you can and take that cake off the display. On the last cake tap Send QC report. Your answers stay on the phone until you send.
Only one person needs to send it. If a cake is Off, the supervisors and Alfred get a WhatsApp at once and should check other cakes with the same dot.
Supervisors and the office see every QC with its photos in office desk › Audits (Menu › Outlet Delivery › Audits).
7. Colour dots and shelf life
Every cake gets the colour dot of the day it was made or thawed: Monday ORANGE, Tuesday YELLOW, Wednesday GREEN, Thursday BLUE, Friday RED, Saturday PURPLE, Sunday BLACK.
Shelf life counts the day it was made as day 1 (set per cake by Alfred or Joscelyn in office desk › Setup › Shelf life, 1 to 6 days). "Last day: sell first" and "Past shelf life: throw away" tags appear on the forms.
Deliveries: only cakes made on the delivery day or the day before can go out (made Monday, sent Tuesday is fine; sent Wednesday is not). Always check the colour dot on every cake before it goes out (office desk › Delivery orders › Check colours; tap Split if one flavour has two colours). A delivery can only be marked delivered after the colour check.
Oldest colour at the front (first in, first out).
8. Production plan and prep reminders (Kitchen HQ › Plan)
One shared plan for the whole team. It must always cover the next 3 days.
The plan for a day is made of lists. The 4 day tiles at the top show which days still have no list (amber "missing"); tap a day to see its lists. Add a list: choose the day (tomorrow is chosen first), tap "Snap Friday's list" to take a photo of the written list, tap Read it. The photo is saved, and the AI writes the list out line by line, the way your team wrote it (no quantity or note boxes). Fix a line if it read something wrong, then tap Save list. One photo = one list; add as many lists as you need for a day.
No photo? Tap "Type it instead" and write one line per item, the way you like.
Anyone can add a list. Changing or removing a list needs a kitchen supervisor: other staff tap "Propose a change" and give a reason; the supervisor approves it.
Tap a list's photo to open it. All list photos are kept in Google Drive (Kitchen HQ › Production lists).
A supervisor taps "Mark as checked" after checking a day.
Prep reminders: rules like "when the plan has mango → Defrost mango puree, 1 day before". The To-do tab (Noon / Production) shows today's and tomorrow's reminders, and the 4pm WhatsApp message lists tomorrow's. The AI suggests new reminders from the plans; a supervisor approves them. Staff can suggest reminders too.
9. Kitchen supervisor
To-do tab: "Waiting for a supervisor" lists proposed changes (plan changes, reminders, lists). Tap Approve or Reject.
To-dos: in each team's to-do card, + Custom order, + Grab pre-pack or + Other to-do. Choose the team, once (a date) or repeats (tick the days), and an optional ready-by time. Edit or Remove any to-do; "All to-dos for this team" lists the repeating and future ones.
Plan tab: check each day (Mark as checked), edit or remove lists directly, turn reminders on or off.
Setup tab (Kitchen setup): the cakes on the HQ display chiller (same as the Orderla menu) and the fridges and freezers with their limits.
"Remind the kitchen team on WhatsApp" (To-do tab or the report) when a report is late: one press sends the reminder (the link and the parts still to do) to every Kitchen HQ person one by one and to the kitchen group, at most every 15 minutes. While WasapBot is off, a sheet opens instead: "Send on WhatsApp — pick everyone at once" opens the phone's share list (tick the kitchen group or every person, then Send once), or tap a name to send one by one, or Copy the message.
Office desk › Today: Needs attention shows missing outlet reports and cakes to take off display. "Chase now · N people" (v21.14) makes the bot send one personal WhatsApp ("Hi Aina, kindly send the closing count…") to every person listed for that outlet in Setup › Outlets › People to remind; "Or by hand" opens WhatsApp on your phone with the reminder and their own link.
Automatic outlet chase (v21.14): every day at the chase time (Setup › Go-live & rules › Auto-chase outlets, default 05:30 next morning) the bot messages every outlet whose closing count for last night is still missing — one message per person, by name, once a day; Alfred's alert numbers get a one-line summary ("Outlet chase 05:30: Knocknock (Fri 25 Sep): chased 3 numbers — Aina, Mr Lim, Mgr"). The message text can be changed there ({name} {outlet} {date} {close} {link}). Needs WasapBot on; nothing is sent while it is off.
Report reminders (v22): every required report gets automatic WhatsApp reminders 1 hour before, on time and 1 hour after its due time, but only while it is still missing. Kitchen HQ opening report (due at the opening time, 11:00 since 18 Oct 2026) and closing report (20:00 since 18 Oct 2026): every Kitchen HQ person with a phone in Staff & access, by name, plus the kitchen group. Each outlet's closing count (due at the outlet's closing time): every person in Setup › Outlets › People to remind. The "1 hour after" message also goes to Alfred's alert numbers. Switches: Setup › Go-live & rules › Outlet reminders, and the Kitchen HQ chase switch. Needs WasapBot on; while it is off nothing is sent by itself.
Home › Reports today: shows every report due today (and last night's outlet counts still missing), who sent it and when, and the three automatic reminder times (✓ sent, ✗ not sent, – missed). Anyone in the team can press Ask to ask an outlet for its closing count. Managers (and kitchen supervisors) can press Remind on a Kitchen HQ report; managers also get "Remind everyone still missing". When WhatsApp sending is off, the phone opens WhatsApp with the message ready instead.
Office desk › Deliveries: New delivery order and Edit (change quantities or dates before delivery), Check colours, Mark delivered with the accepted quantities. Delivered orders can only be changed by the office.
Office desk › Plan & prep: suggestions per outlet AND for the HQ display (column "HQ display · send to outlets": the HQ number is what the kitchen makes for our own display — it counts in Planned and Made but is never a delivery: no DO, nothing to pack; the morning HQ display count records what was actually put out), type the real Made number if the kitchen made fewer, print the prep sheet and delivery notes, Draft DOs from suggestions (it first shows a preview of every draft DO: outlet, date, colour dot, cakes; tap Create to make them, then it lists the DO numbers created and anything not drafted and why).
10. Office desk (office staff and managers)
Today ("clear the board"): a ring with the number of things to clear, then one item at a time: a big button for the main action (Chase on WhatsApp, Open, or Sold / Wasted / Remaining for missing or expired cakes), How to fix, Ignore with a note, ‹ Previous / Skip ›. "All N items" shows the classic list; Handled shows what was cleared (Undo puts an item back). Below: New delivery order, Paste WhatsApp report, Start spot audit, closing reports for the last 7 days (tap a cell to open that day), the Daily check (runs after every report and at 4am and 4pm) and this week's totals.
Prep list: suggestion per outlet from the last 28 days of sales, holidays (+10% at most; school holidays +5%). Whole cakes: each outlet has its own whole-cake setting in Setup › Outlets (edit the outlet): the days they go out (usually Fri, Sat, Sun), how to choose (Take turns = every whole cake ticked for that outlet gets a turn before any repeats, in a mixed order, and outlets get different ones on the same day where possible; Random each time = a fresh random pick, not the same as last time; Best sellers = the fastest sellers), kinds per delivery (e.g. 1 to 2, picked for each delivery) and the max of each (usually 1). A whole cake still sellable at the outlet counts as one of them. The "Why" column in Plan & prep says "its turn" or "waits for its turn". To change which whole cakes an outlet gets, tick or untick them in "Cakes this outlet carries". Chaleur HQ uses Best sellers (every day, alternating kinds) unless changed. Petit gâteaux and cheesecakes: each outlet can have a min and a max of EACH petit gâteau and of EACH cheesecake slice for a delivery on each day of the week (Setup › Outlets › edit the outlet › "Petit gâteaux and cheesecakes: min and max of each cake, per delivery day"; leave a box empty for no limit). Cheesecake = every petit (slice) cheesecake; petit gâteau = everything else that is not a whole cake. Plan & prep keeps every cake inside the range (the "Why" column says e.g. "Sat: max 4 of each petit gâteau"). A delivery order shows the day's limits under the cakes, marks a quantity outside them in red, and warns before saving (tap the button again to save anyway). Before an outlet has sales history the suggestion uses its starting par (cakes per day per flavour, Setup › Outlets), so set the min and max for the first week. To set exact quantities for one delivery, edit the delivery order (Delivery orders › Edit) — Plan & prep and the kitchen's card then follow the order.
Deliveries: every delivery order with filters, colour check, mark delivered, delivery notes. Since 17 Oct 2026: today's DOs and the ones still to go out are on top; delivered or cancelled ones from before today fold under "Earlier" (the office keeps delivered DOs not yet in Bukku on top); a filter shows everything in one list; WhatsApp only while a DO is still to go out; Send to Bukku = tick the DOs on the left, then "Send N selected to Bukku" (no button on every row).
Kitchen to-dos: office staff and managers add custom orders (whole cakes, special orders), Grab pre-packs and other to-dos in Kitchen HQ › To-do (pick the team, then + Custom order / + Grab pre-pack / + Other to-do). The kitchen ticks them; the ones not ticked by closing time show in the daily check.
Outlet reports: each outlet's closing report per day (paste a WhatsApp report here too). The All changes button lists every correction: who, when, why. Correct report needs a reason; every change is kept under All changes and the Edit log sheet.
Bills: each Monday last week's bill is drafted from the reports. The week card at the top shows one card per outlet: Invoice (stock held), CF note (unsold), Credit note (waste) and Net (sold), missing closing reports with a Chase button, and Approve & issue (Alfred or Joscelyn): tap it, check the details below and confirm; issued cards turn green. Below the cards is the full detail for the chosen outlet (documents, Bukku references, payment, stock reconciliation, history). Changes after a bill is issued are flagged on the bill; to bill the new amount, void and issue again. Chaleur HQ is never billed.
Audits: every audit with photos, AI suggestions and the PDF, and the QC history (every Random QC with its photos and results).
Setup: Outlets & terms (closing links and QR codes), Products, Shelf life, Price register, Opening stock, Go-live & rules (sample data removal, sales photo reader, and for Alfred only "Fresh start": deletes every report, delivery order, bill, audit, QC, kitchen report, plan, points and problem report after saving a backup to Drive › Backups, and keeps outlets, cakes, prices, settings, to-dos, reminders and the Team; type FRESH START to confirm), Kitchen HQ & WhatsApp (report times, closed days, WhatsApp link, Team points & treat, Random QC).
Staff & access (people with Staff and access): PINs are never shown in the list (••••); only the owner sees a person's PIN in Edit, anyone else with Staff access can set a new one (leave it blank to keep it). Add staff with name, phone number, PIN, Works in, a starting level and the access tick boxes (each with a short description; "What each access means" at the bottom of the page lists them all and what each job starts with). Changing a PIN or phone, or deactivating someone, signs them out on every phone; changing access works straight away.
Bukku (office desk › Setup › Bukku): Alfred links the app once: in Bukku, Control Panel › Integrations › turn on API Access › Save, copy the Access Token; in the app type the Bukku subdomain (the first part of the Bukku address) and paste the token, then Save & test. The token is kept in the Google backend and never shown again; Unlink removes it. Then "Match cakes and outlets with Bukku": every cake gets its Bukku product and every outlet its Bukku customer (matched by code, then by name; pick from the list for any that are missing, then Save matches). After a weekly bill is issued, Weekly bills › the outlet › "Send to Bukku (draft)" sends the invoice, carry forward and credit note to Bukku as drafts with the same numbers as the app (each only once); delivery orders have "Send to Bukku (draft)" in their View window. Nothing is sent by itself, and nothing is final until it is approved in Bukku. If a cake is not matched yet, the app says which one. In Bukku the carry forward is a credit note with the title "Carry Forward Note" (like the app's own PDF); the waste credit note keeps Bukku's "Credit Note" title. Bukku needs a sales account on each product: the app takes it from the Bukku product. Safe test (Alfred): Setup › Bukku › Run a safe test makes a test customer "ZZ TEST Chaleur app (delete me)" and a test week of drafts numbered TEST-… (DO, invoice with a B/F line, carry forward, waste credit note), checks them, and "Delete the test items in Bukku" removes only those.
Chaleur HQ appears like an outlet in Outlet reports and Bills (its numbers come from the kitchen's morning and closing counts) but it is never delivered or billed: only the consignment outlets get delivery orders (26 Sep 2026, Alfred: "HQ doesn't need to be delivered, it is the same place where we produce"). Since v21.13 the HQ display top-up IS in the prep list ("HQ display + outlets") so the team sees the whole amount to make; it is a display plan, not a DO — it never appears in Delivery orders or Pack & deliver, and the morning HQ display count records what was actually put out.
11. Spot audit (Chaleur staff at an outlet)
Open the spot audit (Home › Menu › Outlets & deliveries › Do a spot audit); you are already signed in.
5 stages, shown as a strip at the top: Setup, Prices, Count, Photos, Ideas. The circle at the top right is the live score (Yes answers out of Yes + No).
Setup: choose the outlet, date and menu type, then answer every check with Yes or No · photo (or "Not applicable here"), take the required photos (display, signage, menu), and type the chiller temperature with a thermometer photo.
Prices: type the sell prices you see (RM). Count: pick 2–3 cakes, tap the colour dots you see and count them.
Photos: shows which required photos are done; add up to 6 other photos (damage, wrong labels, expired stock).
Ideas & send: optional "Get suggestions" (AI looks at the photos; changing a photo clears old suggestions), a summary, notes, then Submit audit. The office sees it in Spot audits & taste checks (office desk) with a PDF.
12. Outlet closing form (partner outlet staff)
Open your outlet's own link or QR code from Chaleur every night after closing. The dark badge at the top right is your streak: nights in a row with a report.
Type your name. For each cake and colour dot: Waste (thrown away or damaged) and Left (still in the chiller), with − / + or type the number. Empty = 0. Tap a colour dot on the cake to add a colour that was not listed; "+ Add a cake that's not listed" for other cakes.
Photos · tap to take: today's POS sales report (required, up to 3 photos), the chiller, and the waste photo if you entered waste. "From phone" picks a photo already taken.
The line above the button says what is still needed. Tap "Send tonight's count", check the numbers, then Confirm & send. If a photo looks wrong you will be told; retake it or send anyway. "Sent. N nights in a row!" means it went through.
Reports are accepted for today and the 2 days before. Sending again replaces the earlier report.
13. Common problems
The Send button is grey: read "Still needed" in the bottom bar and complete those items.
A photo did not stick: tap Take photo again; if the phone says the photo couldn't be read, try Choose from phone.
No internet: your answers stay on the phone; send when the connection is back.
Wrong report sent: fix it and send again; it replaces the earlier one. Office staff can also correct outlet reports in Outlet reports (with a reason).
Forgot yesterday's kitchen report: open the report, set the Report date to yesterday, then do the missing parts.
A freezer or chiller is too warm: move the food, keep the door closed, tell the supervisor, check again in 30 minutes and note it in the next report.
The desk looks old or a button is missing: refresh the page (computer: Ctrl+Shift+R; phone: close the tab and open it again).
Locked out after wrong PINs: wait 15 minutes, or ask Alfred or Joscelyn to open your staff record and tap Save.
14. Contact
Alfred (WhatsApp 014-665 0928) or Joscelyn for anything the guide does not cover.
15. The helper (? Ask) and questions it can't answer
? Ask is on every page (bottom right). Type a question in English, Malay or Chinese; it answers from this guide and from the answers Alfred has added.
If it cannot answer, it still gives the safest suggestion it can and saves the question for Alfred. Every Monday at 9am Alfred gets the week's saved questions on WhatsApp and answers them in office desk › Problem reports › Helper questions. His answer is added to what the helper knows, so the next person gets it straight away, and the person who asked sees the answer on their home page for 3 days.
Something is broken or unsafe (not a question)? Use ? Ask › Report a problem instead, and tick Urgent if it stops your work.
16. I'm stuck: problems and what to do
Sign-in and the app
"Wrong PIN" or locked: check the phone number (the one Alfred saved for you; or type your name). After 5 wrong PINs wait 15 minutes, or ask Alfred or Joscelyn to open your record in Staff & access and tap Save.
"Please sign in again": your sign-in ended. Sign in on the home page; it brings you back to the page you were on.
The page is blank, old or a button is missing: close the tab and open the home page again (computer: Ctrl+Shift+R). Still wrong: ? Ask › Report a problem with a screenshot.
Slow or "No internet": what you typed and your photos stay on the phone. Move closer to the Wi-Fi or use mobile data, then tap Send again. Don't clear the browser.
A photo won't upload: tap the photo tile again; if the camera fails, use "or choose from phone" and pick the photo from the gallery. Very dark photos are rejected by the check: turn on the light and retake.
I can't see a page my job needs: your access decides what you see (Me › What you can do). Ask Alfred or Joscelyn to tick the right box in Staff & access.
Kitchen
The Send button is grey: read "Still needed" under it; it names what is missing (a photo, a unit, a colour).
I sent a part with a mistake: open the part again, fix it and Send; the newest one counts. For yesterday, change the report date first.
A fridge or freezer is too warm: log the real reading (it is a Good catch, never type a nicer number), move the food to a working unit, keep the door shut, tell the supervisor now and check again in 30 minutes. Alfred and the group are told automatically.
Plan & prep says "no DO yet": the office has not made that outlet's delivery order. Tell the supervisor or the office; they make it in Plan & prep (Draft DOs from suggestions). The card ticks itself when every outlet has a DO.
We made fewer (or more) cakes than the list: on Finish & decorate tap "Made a different number? Tap to change" and type what you made; the office sees it.
Check colours refuses a cake ("too old"): only today's or yesterday's dot can go out. Swap it for a newer cake; the old one stays for the HQ display if it is still within shelf life, otherwise waste.
One cake flavour has two dot colours in the box: in Check colours tap Split and enter how many of each.
The outlet took fewer cakes (damaged, refused): on Mark delivered change the accepted number and write why in the note. The outlet's stock and bill follow what you enter.
A cake on the display is not in the count list: tap "+ Add a cake that's not listed". Something not on the menu (event cake, sample): "Event and other items".
A colour is missing on a cake in the count: tap that colour dot on the cake to open it.
The AI says the DO photo is wrong: make sure the DO paper for that outlet is attached and readable in the photo, retake it. If it is right and the AI is wrong, send anyway and add a note.
The production list for a day is missing: To-do › Production list › Add today's list, or a day tile under Plan for the next days (snap the paper list), or it comes with tonight's closing report (lists part).
Random QC: cut one slice per cake, photo of the cut, choose Good / Not sure / Off. Off = take that cake off the display and tell the supervisor.
Points didn't go up: points only count once and only for work done on time; from November a late part gives no points (October: +15). The jar card updates after Send.
Office
An outlet did not send its closing count: the bot chases them by itself at the chase time (default 05:30) if their people are listed in Setup › Outlets; or To clear today › Chase now / Or by hand (their own link is in the message). If they sent it by WhatsApp message instead, use Paste WhatsApp report.
A report has wrong numbers: Outlet reports › pick the outlet and day › Correct report, with the reason. It is kept under All changes on the same page.
Cakes missing or past shelf life at an outlet: Today › the item › Sold / Wasted / Remaining.
A delivery order is wrong before it goes out: Deliveries › Edit. After it is delivered only the office can change it.
A weekly bill is wrong after issuing: void it in Bills (the week reopens), fix the reports, then Approve & issue again. In Bukku, delete or void the draft there too.
Bukku says a cake is not matched: Setup › Bukku › Match cakes and outlets, pick the Bukku product, Save matches, then send again. A cake that is not in Bukku at all (e.g. the whole cakes, until 18 Oct 2026): the Match page lists it under "N cakes are not in Bukku" — tap "＋ Create them in Bukku" twice; the app adds each one to Bukku (name in capitals, the app code as SKU, the retail price, the same sales account, tax code and classification as the slice of that flavour) and matches it, then send the DO again.
WhatsApp messages are not arriving: Setup › Kitchen HQ & WhatsApp › Send a test message. If the test fails, the WasapBot link or group needs checking (Alfred).
Outlet staff (closing form)
The link does not open or says "ask Chaleur for your link": use the QR code or link Chaleur gave your outlet; each outlet has its own. WhatsApp Chaleur 014-665 0928.
A cake or colour is not on the form: tap its colour dot on the cake, or "+ Add a cake that's not listed".
I sent the wrong numbers: tap Edit this report, fix and send again (today or the 2 days before). The newest report counts.
The POS sales report is long: take up to 3 photos.
17. Quick guide by person (what you do each day)
Kitchen, Morning / Decoration team: sign in › Today (Morning) › Plan & prep (7:00, make the cakes on today's DOs, Finish & decorate) › Opening report by 11:00 (fridges and freezers, HQ display count, outlet deliveries with the DO photo) › custom orders and Grab pre-packs by their ready time › Pack & deliver each outlet (Check colours, Pack + DO photo, Mark delivered) › Count the HQ display after putting out today's cakes.
Kitchen, Noon / Production team: sign in › Today (Production) › today's production list (tick the paper list) › prep reminders › to-dos › Closing report by 20:00 (fridges and freezers, HQ display waste and left, the 4 list photos that become the plan).
Kitchen supervisor: everything above for your team, plus Waiting for a supervisor (Approve / Reject), add and edit to-dos, Plan › Mark as checked, Remind the kitchen team on WhatsApp when a report is late, Delivery orders when the office is away.
Office: Home › Clear the board › Today (chase outlets, missing cakes) › Prep list before 7am or the afternoon before (Draft DOs from suggestions) › Delivery orders › Outlet closing reports (corrections with a reason) › Monday: Weekly bills (Alfred or Joscelyn approve and issue, then Send to Bukku (draft)) › Problem reports and Helper questions.
Spot audit (Chaleur staff): Menu › Outlets & deliveries › Do a spot audit › Setup, Prices, Count, Photos, Ideas › Submit audit.
Outlet staff (Knocknock KKJB, Jiran Cafe): every night after closing open your outlet's link or QR › your name › Waste and Left per cake and colour › photos (POS sales report, chiller, waste) › Send tonight's count › Confirm & send.
Alfred (owner): all of the above, plus Setup (outlets, prices, shelf life, go-live, Bukku, WhatsApp), Staff & access, View as a team member, and the Monday Helper questions.
Staff & access (since 2 Oct 2026): the access ticks are grouped by the menu areas (Kitchen HQ, Outlet Delivery, Back office). Beside each area every page is listed with what the person gets there: Edit (can change things), View only (can open and look) or No access (not in their menu), updating as you tick. Each page also has a "Can see" box: tick it to let the person open that one page to look without giving them the ticks that change things, for example a kitchen supervisor who should see Outlet closing reports, the Reports page or Numbers. Carry forward, Weekly billing and All bills show money, so Can see on those also ticks "See prices and bills". Someone with Staff and access can only give Can see boxes they have themselves.
Delivery order numbers (since 2 Oct 2026): DO-C-YYNNN, e.g. DO-C-26001 — C for consignment, YY the year, NNN a running number for the year. The same number is used in Bukku. Older DOs keep their DO-YYMMNNN numbers. Bill numbers (since 6 Oct 2026, after Bukku refused INV-2610001 as already used): INV-C-YYNNNN, CF-C-YYNNNN, CN-C-YYNNNN, e.g. INV-C-260001 — one running number per document type per year, so they never clash with invoices typed straight into Bukku. Bills issued before that keep their old INV-YYMMNNN numbers; to move one to the new format, Void & reopen the week and Approve & issue again (the tally answers are kept).
Cancel a delivery order (since 3 Oct 2026): a DO that is not yet delivered can be cancelled by someone with "Create and edit delivery orders": Delivery orders › Edit › "Cancel this DO…" › type why › "Yes, cancel". It stays in the list greyed out as Cancelled (filter Status › Cancelled), is taken out of the prep list, the outlet's stock, the bills and Numbers, and the cancellation is logged on the DO and in the Corrections log. "Restore" puts it back as Planned. A delivered DO cannot be cancelled: correct it with Edit instead. If the DO was already sent to Bukku, delete that draft in Bukku by hand (the row says "Delete in Bukku · DO-no"). The DO number is not reused.
Colour dots and the closing count (since 6 Oct 2026): the colour dot is the sticker on the cake = the day it was MADE, not today. Outlet staff must count each cake under its sticker colour; never move cakes to today's colour. If a row has a colour that was never delivered to that outlet while the delivered colour is left empty, the form stops before sending with one question and two ready answers, both one tap: (1, pre-selected) "The colour code is — I tapped the wrong dot. Move my count to " or (2) "The colour code really is ." Answer 2 keeps the count and writes "Colour check — : outlet says the sticker is X, our record says Y → check with the kitchen" into the report note; the office then asks the kitchen which colour went out and, if the outlet is right, corrects the DO's colour dot instead of the report. Office › Outlet closing reports shows a "Fix colours" box on a saved report with such rows: tick and "Fix ticked colours" moves the counts to the colour that was in stock, totals unchanged, logged as "Wrong colour dot entered". Fix the earliest day of the week first. The DO editor has a colour dot per cake line (the kitchen's colour check sets it; the office can correct it, logged on delivered DOs).
Billing tally (since 6 Oct 2026): the bill tallies per CAKE, colours ignored — opening + delivered − waste − left = sold. Colour mix-ups that add up per cake do not appear on the bill (they stay on Outlet closing reports, where "Fix colours" lives). When an outlet counted MORE of a cake than we ever delivered, the Weekly bills page shows a "Tally" box: per cake, how many extra, the report ref/date/person and the DO numbers, an "Open report" button, and two answers for someone with Approve bills: "Bill them" (the delivery really was more: an invoice line "Counted at outlet · CR-…" is added at the cake's rate) or "Count error — fix the report" (the over-count is removed from that night's report, waste first then left, logged as "Count error (tally)"). Undo removes a Bill answer. "Approve & issue" waits until every tally question is answered. Missing cakes are unchanged: charged to the outlet as sold, or credited with the "Credit shortage" box.
Reports list (since 6 Oct 2026): Outlet reports shows every night of the week for the outlet: night, report ref (CR---
Bill numbers (since 6 Oct 2026): invoices INV-C-YYNNNN (e.g. INV-C-260001), carry-forward CF-C-YYNNNN, credit notes CN-C-YYNNNN — C for consignment, YY the year, NNNN a running number for the year, so a number is never used twice and never clashes with Bukku's own numbers.
Prep sheet "has now" (since 6 Oct 2026): the printed prep sheet shows, under each place's number, what that place already has ("has 20 · 4 last day") so the kitchen sees the current availability while preparing.
Prep planner (since 6 Oct 2026, Alfred: "flexible but strict — cake on the counter, not overly, and stock transfer"): for every cake and place the planner works out what sells until the next delivery (last 28 days, weekday/weekend, holidays), takes off the stock that will still be fresh, and suggests the rest. The minimums in Setup › Outlets are COUNTER minimums (what should be on the counter after the delivery), and only for cakes that sell at that place: a cake that sold 1 or less in the last 14 days there, or wasted more than 40%, gets no forced minimum and shows under "Not selling · consider dropping" on the Prep list (untick it in Setup › Outlets › Cakes this outlet carries to stop sending it). A minimum higher than what the place sells within the cake's shelf life is capped (e.g. "min 10 capped at 6 — sells 2/day, 3-day life, more would expire"). Sold out often → a little extra and the max lifts by 1. Hover or long-press a Send box to read the reason ("sells 2.3/day · 1 day to cover → 3 · has 0 (0 still fresh) → 3"). Stock transfer: before anything is baked, cakes on the HQ display with at least 2 days of life left (made today or yesterday) go to the outlets first, oldest first, keeping what HQ itself needs — the Prep list shows a blue "N HQ" badge, "To make" counts only fresh cakes, the prep sheet has a "From the HQ display → outlets" block, the draft DO carries those lines with their own colour dot (the kitchen's delivery list says "from display"), and HQ's count drops by what left. Numbers typed in Send still win.
Online orders in the prep list (since 7 Oct 2026, Alfred: "every morning the prep list is included with our order qty … the prep list dont follow the name of the set, it follows the item actually inside the set"): the app is linked to Orderla (Setup › Orderla: the owner pastes the API email and token once; they stay in the Google backend). Every morning at 6:30 and then every hour until 9pm the server pulls the orders from every order form (Larkin menu, x Jiran, x KnocKnock, x #209). An order counts for its pickup/delivery slot day (or the day it was placed if it has no slot) when it is paid or confirmed and not cancelled or completed; unpaid new orders are listed under "Not counted". Each box is broken down into the cakes inside it (e.g. Mood Booster = Coconut, Mango, Pistachio Kunafa, Passionfruit; Signature Box of 9 = Mochi, Coconut, Pear, Passionfruit, Mrs Bunny, Noir, Mango, Kunafa, Kurma), singles and 7-inch cakes match by SKU, drinks, add-ons and the discontinued Ondeh are skipped. Setup › Orderla › "What is inside each Orderla item" shows every item and lets you change the breakdown or mark "Not a cake"; an item in red is not matched and is not counted until you match it. Prep list and the printed prep sheet have an Order column and an "Online orders" list (order number, time slot, pick up / delivery, name, items → cakes). Refresh orders = pull now.
Prep list row layout (since 7 Oct 2026, Alfred: "require | the box to make is editable … but u suggest it at first | Order | HQ | kkn | jrn"): Cake | Display left (what is on the HQ display now, by colour dot) | Require (everything needed that day: online orders + the HQ display top-up + each outlet) | To make (the fresh cakes to bake = Require minus what comes off the display, shown as "+N display"; the app suggests it and the kitchen can change it for their stock, staff or anything else — a changed number is underlined and the suggestion stays in the tooltip) | Order | HQ | the outlets, the one that sells more first (each with "left N" = that outlet's last count). When To make is lower than suggested, online orders are filled first, then every outlet gets at least one of each flavour and the rest goes to the place that sells faster; when it is higher, the extra goes to the HQ display; "→N" beside a box shows the new number. Under a cake, "From the display: YELLOW → orders 3, KNK 2 · display keeps 10" says where yesterday's display stock goes: online orders first, then the outlets, HQ keeps the freshest; only cakes made today or yesterday with at least 2 days of life left move.
Prep list — how many to give each outlet (since 19 Oct 2026, Alfred: "the suggest number u can highlight it and label it as suggested to give, team is confused on the number"): under each outlet column (KNK, JRN …) the column says suggested to give and the box is highlighted (tinted, with a ring) — that is how many cakes to give that outlet on its delivery day; a 0 is not highlighted. Under it: still has N = what the outlet had at its last closing count (already counted in — do not add or take it away), N from display = take that many from the HQ display first (keep their dot), the rest from the fresh bake, → give N = the number changed after the Made count (give that one), suggested N = what the app suggested when someone typed a different number. The printed prep sheet says GIVE over the outlet columns and the number is boxed ("still has N" under it). The DO (delivery order) carries the final number — pack and deliver from the DO. A guide ("Step 1 of 5 · Kitchen prep list … How many to give …") shows once on the Prep list for everyone, also those who saw the old guide; ? Ask › Show me this page replays it.
Made from the snapped prep sheet (since 7 Oct 2026, Alfred: "how many is actually made, they will need to fill inside the printed form, and snap a picture and the system reads and previews it. kitchen staff checks it before they submit"): print the prep sheet (numbered rows, PREP at the top, a MADE and a NOTE box per cake). The kitchen writes the real number made for every row (0 if none) and why under NOTE when it is fewer. On the Prep list tap 📷 Snap filled sheet and take a photo of the whole sheet: the app saves the photo (Drive › Kitchen HQ › Prep sheets), reads every MADE and NOTE and shows "Check the made numbers": fix anything read wrong with − / + or by typing; a row it could not read says "type it" and must be filled; a warning shows if the sheet is for another day. Tap Submit made: Made is saved with who and when ("Made submitted · ·
Closing declaration (since 7 Oct 2026, Alfred: "outlet partner will need to tick a box, inside is some terms that protect us"): on the outlet closing form, under "Check before sending", the person ticks: ", on behalf of : I confirm that this closing count — waste, cakes left and the sales report photo — is true and complete for tonight. I understand that cakes not accounted for are charged as sold, and that false or misleading information may be charged back (reverse charge) to the outlet under the consignment terms." The report cannot be sent until it is ticked; who ticked and when is kept with the report and shown in Outlet closing reports as "Declared ✓" (reports from before this date show "no declaration"). The wording can be changed in Setup › Go-live & rules › Closing declaration.
Print buttons (since 7 Oct 2026, Alfred: "all the pdf button … change the words to print"): the pages people print have a 🖨 Print button (top right): the office desk pages, Recipes, Kitchen reports; the prep list has Print prep sheet and Print delivery notes; the kitchen To-do has "🖨 Print this list" at the bottom. Since 17 Oct 2026 Home, Today, Team, Me and the guide have no Print button (nothing to print there). It opens the print window — choose your printer, or "Save as PDF" there to keep a file. Links to a stored report file now say "Open report".
Prep sheet in the opening report (since 7 Oct 2026, Alfred: "to snap the picture, should also be in opening, so they can do it all at once"): printing the prep sheet (Prep list › Print prep sheet) makes "Prep sheet (made)" a part of the next opening report for that day. Kitchen HQ › Opening › Prep sheet (made): photo of the filled sheet → Read the sheet → check → Send. The Prep list then shows "Made submitted".
No delivery tick (since 7 Oct 2026, Alfred: "a tick box, today no delivery for knocknock or jiran … when it is too little to prepare, we might skip it"): on the Prep list, above the table, "No delivery?" has one tick per outlet. Tick it and that outlet gets nothing that day: its column shows —, Require and To make drop, Draft DOs leaves it out, the prep sheet says NO DELIVERY, and a planned (not yet packed) DO for it is cancelled and logged. A DO that is already colour-checked (packed) or delivered blocks the tick: cancel it in Delivery orders first. Untick to deliver again (then draft its DO). The kitchen's Plan & prep job shows "no delivery today (ticked on the prep list)".
Fits the screen (since 7 Oct 2026, Alfred: "I want to be able see all in the column or frame"): the prep list uses the full width; on a phone, or a window too narrow for a table, every table shows as cards (one card per row, each number with its column name) so nothing is hidden off to the side. Printing always prints the normal tables.
Tidy (since 8 Oct 2026, release 1 of the usability audit): fewer pages, same data. Office desk tabs are now Today · Prep list · Deliveries · Outlet reports · Bills · Audits · Numbers · Setup · Staff & access · Problem reports. Carry forward is the "Still at the outlet" panel inside Bills; All bills and "All weeks" are one History panel inside Bills (Draft / Unpaid / Paid / Voided); the Corrections log is the "All changes" button on Outlet reports. Audits shows results only — Start audit opens the phone audit. On Home, the two area buttons open the ☰ menu at that area; the Team treat is a section of the Team page. Old links still work. Billing is unchanged.
Snap any day, several photos (since 8 Oct 2026, Alfred: "where can I submit the morning list, I forgot to send it in the morning … can I select multiple pics from my gallery at once?"): Kitchen HQ › Opening always lists "Prep sheet (made)" (marked optional until a sheet is printed), so a forgotten sheet can be sent later in the day — even a sheet printed before the app kept sheets (the reader finds the cake names on the photo). On the Prep list, 📷 Snap filled sheet has a "for " choice (today / yesterday / the day shown), for when the page already shows tomorrow. Photo pickers take several photos at once: the prep sheet (up to 4), the kitchen closing lists (fills the slots in order) and the outlet till-report photo (up to 3).
Photo pop-up (since 8 Oct 2026, Alfred: "once click, pop up option with icon, take photo or select from album"): every 📷 button (prep sheet, kitchen tiles, closing lists, outlet form tiles) opens one pop-up — Take a photo (camera) or Choose from album (several at once where the box takes several) — then Cancel/outside closes it. Nothing read: when the AI cannot read a prep sheet and the app has no printed record, the check screen lists every cake with Made empty — type Made for the cakes made that day, leave the others empty (= not made), then Submit/Send saves only those. Blank = 0 (since 8 Oct 2026, Alfred: "if it's blank means 0 made, no need to force"): on the check screen a blank Made box, or a dash on the sheet, counts as 0 — nothing is forced. Where to see it: the Prep list shows ": Made submitted · who · time · N cakes, M made" (even after the list has moved on to tomorrow), Kitchen › Reports › the day shows "✓ Prep sheet (made)", Kitchen › Opening shows the part done, and Numbers shows made per cake. Setup › Go-live & rules › Sales photo reader shows the last read problem; a busy AI provider is retried once.
How the prep list estimates (since 11 Oct 2026, approved by Alfred): per cake and per place — 1. average sold per day over the last 4 weeks (the last 7 days count double), weekdays (Mon–Thu) and weekends (Fri–Sun) apart; public and school holidays add their % (Setup › Calendar). HQ sold comes from the nightly counts (FeedMe's item sales once that email is set up); outlets from their nightly counts, checked against their POS photo. 2. Buffer +10%; +20% (and at least 1 extra) for the place's top 3 sellers and for cakes sold out on more than 3 of 10 days; no buffer when waste is over 15%. 3. Cover until the next delivery (HQ 1 day; an outlet until its next drop, at most the shelf life). 4. The counter minimum wins when it is higher. 5. Minus what is still sellable (oldest dot first; online orders and outlets take older HQ display stock first). 6. Cheesecake never more than the freezer has; an outlet gets its regular days (Mon/Wed/Fri) and an extra drop on other days only when it runs low (needs 30% of its full counter).
FeedMe (HQ till) sales (since 12 Oct 2026, Alfred: "daily email … can you access my email even without me opening my PC"): FeedMe emails the Product Sales report every night (schedule "CA app - Product sales daily", Excel, 12:00 AM, yesterday's sales, to chaleurpatisserie@gmail.com — set in FeedMe portal › Report › Product Sales › ⋮ › Email schedule). From 00:20 the server reads it from Gmail by itself (the computer can be off), matches each item to our cakes (Mango → Mango Serai, Pistachio → Pistachio Kunafa, Yuzu Pear → Pear …) and the Prep list uses those numbers as HQ sold instead of the night count. Drinks, coffee, bakery, add-ons and delivery are left out by themselves. Setup › FeedMe (HQ till) shows the days read and "Read the last 7 days now". The server only reads emails from report@feedme.cc; it never changes or sends anything in Gmail. Once after the update, Alfred runs feedmeSetup in the Apps Script editor and taps Allow so Google lets the server read Gmail.
Grab packs (since 19 Oct 2026, Alfred 18 Oct: "this is for our grab … once sold, deduct it, then if it reaches a par, in the morning opening shift task they will see that they need to pack … once they done packing they can update also how many they have packed"; "for the grab set, they will need to do stock check every week monday"): Office desk › Setup › Grab packs lists the Grab sets packed ahead. "From your Grab menu" offers Set A - Top Picks, Set B - Local Crowd Favourites, Set C - Bestseller (RM130, 4 petit gâteaux each — Grab shows only a photo, so choose the cakes), Petit in Bloom (photo: Mango Passionfruit + Pink Guava Coconut) and Petit Duo Deal (photo: Decadent Chocolate + Pandan Gula Melaka): tap Set up, keep the name exactly as on Grab / FeedMe, choose the cakes in 1 pack and "Keep ready" (a new pack is packed from the next day, so today's opening report does not change under the team) (how many packed sets to have; 0 = not packed ahead). A pack sold on Grab (the FeedMe report, "-D" categories) counts as one pack sold and its cakes as HQ sold; the same name sold in the shop (no "-D") stays a normal sale. Packed now = the last count + packed since − sold on Grab since. The opening report's "Grab packs" part (any time today) asks the team to pack up to the number and count them every Monday; the cakes to pack are added to the prep list's Order column ("N Grab"). Numbers › Missing at HQ: the cakes leave HQ the day they are packed ("− N packed for Grab"), so a pack sold later is not taken off twice.
FeedMe names and sets (since 12 Oct 2026, Alfred: "we always have different menus and names … our current and latest menu will always follow Orderla"): one name list for Orderla and FeedMe — a name set in Setup › Orderla orders › What is inside each Orderla item also counts for FeedMe. Single cakes match by name by themselves, also old names and "(S)" items. The named boxes (Signature, Date Night, It Girl …) count their fixed cakes. Any other set or box of N (BOX OF 4 (Bestseller), PETIT GÂTEAUX 9, Petit Duo Deal …) is shared out over the cakes in the same way as that day's single sales (petit gâteaux or cheesecakes). A new name the app cannot place shows in Setup › FeedMe (HQ till) › FeedMe names and on Needs attention: tap Edit once and choose the cakes in 1 of it, or "a mixed set of N cakes", or "Not a cake". It is kept for every day, and the days already read are counted again.
Recipes (since 14 Oct 2026, Alfred: "set a new menu in the app for recipe and recipe calculator, then when the recipe keep updating there and the system will also get updated"; and "recipe should be in one of the main menu, make it the 3rd … 1. product index > each cake with picture > each component 2. Component > category > each recipe 3. calculator > search button"): Recipes is the 3rd area of the ☰ menu (after Kitchen HQ and Outlet Delivery), for the kitchen team and the office, view only, with three pages (a bar at the top switches between them): 1. Cakes (office.html#recipes/cakes) — a list by range (since 15 Oct: tap a range name to open it; each cake shows its picture on the left, its name and how many components), with a search box (cake or a component in it; searching opens every range with a match); tap a cake → its picture with the cake's name and flavour, and its key facts (batch, mould, sponge, defrost, shelf life, one piece; price for people who see money) read from the Recipe Master notes (since 15 Oct the full notes are folded away, for Alfred only); an Exploded view of the finished cake from top to bottom (décor, glaze, mousse, insert, sponge, base — each layer coloured by its flavour, with grams a piece and the mould it is made in; tap a layer to open its recipe); the Moulds it uses with their photos from the mould library (tap → the mould page; a mould not in the library, e.g. an SN ring, says so); then its Components in build order (grams in ONE piece, stage, make-ahead) — tap one to open its recipe — and "Scale the whole cake" (type the number of pieces — the table only shows once a number is typed, so the components are not listed twice: each component shows Need g, extra %, Make g and batches; "?" = grams per piece not in the Recipe Master yet). 2. Components (office.html#recipes/components) — categories (Sponge, Mousse & Cream, Filling, Glaze, Crunch, Dough, Coating, Décor…) with counts → tap a category → its recipes (search by name, code or ingredient) → tap a recipe. 3. Calculator (office.html#recipes/calc) — one search box (since 17 Oct 2026: the ✨ finder — a name, code, old code or an ingredient, with an amount if you like, e.g. raspberry mousse 500 g, kaya 2 kg, 48 mrs bunny; an ingredient such as pectin lists the recipes that use it), recently used recipes under it → tap one to open its calculator. A recipe page: code (and old codes), shelf life, storage, equipment, version, the Calculator (What I have / Target total / Trays / Pieces; extra Auto under 1 kg +15%, 1–3 kg +10%, over 3 kg +5% — a proposal for Chef Alfred — or 0% / 10%; gelatine mass 1:3 split into powder + hot water; machine limit splits into batches; a recipe used inside another opens scaled; WhatsApp sends the weights), method, critical points, notes, used in, open questions; "‹" goes back to where you came from. Pictures: the "photo" column of the Recipe Master (a picture link) if filled, otherwise the photo of the same cake in the app (Setup › Cakes, matched by app_name or by name), otherwise the initials. Everything comes from ONE Google Sheet, "Chaleur Recipe Master", kept up to date by the recipe session; a change in the Sheet shows in the app within a few minutes (↻ Refresh on the Components page reads it now). People who see money also see ingredient costs. Alfred can change which Sheet is read (Cakes page › Recipe Master link). Since 15 Oct the team can propose changes in the app (✎ Edit recipe) — they are written to the Sheet only after Chef Alfred approves (see the next entries).
Recipes — reports, grams per piece, batches, Plan & order, Ordering, WhatsApp (since 15 Oct 2026, the recipe session's note for Chef Alfred + Alfred: "include a send to whatsapp button, so they can send to whatsapp to have a record"): Components shows Crunch + Dough together as "Biscuits" and Coating + Glaze as "Finishing" (the Sheet keeps its own values). A recipe with no ingredient lines shows "recipe missing" and has no calculator; a cake with no components shows "No recipe yet". Report: on every recipe and cake, one "⚑ Report a problem" button (since 17 Oct 2026; on a recipe with no ingredients it starts on Recipe missing) → choose Wrong amount, Wrong step, Recipe missing or Other, pick the line (ingredient or step), write what is wrong → "Send to Chef Alfred": it becomes a new row in the Recipe Master's Questions tab (Q-###) with your name and shows under "Open questions"; then "Send to WhatsApp" keeps a record in a chat. Grams per piece: on a cake page the kitchen team taps "+ g" (or "✎ g") on a component, types the grams of that component in ONE piece and how they know → Save: it is written to the Build tab and the Changelog (old → new, why, name). Other changes go through ✎ Edit recipe (next entry). Get ready + batches: under the calculator the app lists what to get ready (whisk, spatula, then the recipe's equipment and trays) and the batches: with a machine limit (e.g. Thermomix 2,000 g) the number of runs and "Make N full runs", with a tray weight how many trays and "Round up to N full trays" — Chef Alfred: make full batches, not small ones. Plan & order (Recipes › Plan & order): pick the production day (Today, Tomorrow, the next days or any date). Since 15 Oct (Alfred: "is the plan and order linked with their daily closing report?" → "it should fill automatically") the day fills itself from the Prep list: "From the Prep list" shows every cake's To make for that day (the outlets' closing reports, the HQ display and online orders, including any number changed on the Prep list), marked auto, for the app cakes linked to a Recipe Master cake (app_name or the same name); cakes with no link are listed as "Not counted"; B2B orders being prepped that day are listed as a reminder. Under "Extra" add what is not on the Prep list — cakes (pieces) or a recipe (grams), e.g. B2B, tests; the app works out "Recipes to make" (+5% for loss, with batches/runs/trays, recipes made inside other recipes, and what is missing: cakes without grams per piece, recipes missing) and "Ingredients needed" (suppliers first, with pack size). Check the stock: ✓ Enough or Short — Short sends the ingredient (the amount needed for that day) to Ordering. "Send this plan to WhatsApp" posts the plan, the recipes and what is short. Ordering (Recipes › Ordering — since 17 Oct 2026 the tab shows only while something is to order or on its way, with the count): what the kitchen marked short, grouped by supplier, with the quantity and ≈ packs (from the pack size), for which day and who asked; a supervisor or the office taps Ordered when ordering and Received when it arrives (↺ puts it back); Copy list or WhatsApp per supplier, or "Send all to WhatsApp". Calculator and cake lists also have a WhatsApp button (the weights / the whole-cake list). "Open the Sheet" is only for Alfred (owner/setup) — the team never sees the Sheet link.
Recipes — Edit recipe, ask Chef Alfred first, answers, moulds (since 15 Oct 2026, Alfred: "leave all the standard column inside and put an edit button in the page … allow to select mould using or add in the mould calculation"; "for those recipe still requires change, when staff open it, flag it, ask for permission first"; "staff … will write and ai will check and suggest proper wording, then need to log the change and send for my approval"; "include my mould library … with the picture of the mould, then u will know which mould have how many cavity"): ✎ Edit recipe (on every recipe) opens one page with the recipe itself and the standard fields. Ingredients (since 17 Oct 2026, v22.50, Alfred: "Can't edit recipe. I only allow to edit the other data"): the recipe's lines are at the top of the Edit page — change the grams, ✕ removes a line, ＋ Add ingredient adds one (type the name: a name not in the list becomes a new ingredient in the Recipe Master; a recipe's name uses that recipe inside this one), and Batch weight after cooking (follows the lines total until you type a number). Chef Alfred's Save writes the Lines in the Recipe Master at once; the team's edits wait for his approval like everything else; the Changelog row says what changed (e.g. "Flour 250 → 300 g, + Salt 5 g, − Water 20 g"). Then the standard fields: Baking (temperature °C and minutes — needed for sponges, biscuits, crunch and dough: those recipes show "baking temperature missing" until it is filled), Mould, tin or tray (Tray / Tin / Mould / Ring / Frame / No tray or mould; for a mould tap "Choose mould" → the mould library with photos, search by name, code, box or cake → tap the mould; then "Grams in one cavity" — the app shows the grams a sheet; since 17 Oct 2026 (v22.51, Alfred: "some components we will use multiple moulds, example pear: we use SP15 and both dome moulds, D15 and 4233") a recipe can have more moulds: under the main mould, "＋ Another mould for this recipe" opens the library again, each extra mould gets its own "g in one cavity" (✕ removes it); the recipe page then shows "Mould:" chips above the calculator — tap the mould you are filling and the Sheets / Pieces counts, the "Fills N sheets" line and the rounds follow that mould; the mould pages list the recipe under every mould it uses; for a tin or tray choose it from the list or "＋ Add" a new one with how many we have, or tick Estimate to count it next time; "Save count" updates how many we have; "Max … a bake / at a time" = the cap), Machine max a run, Other equipment, Method (one step per line; "✨ Check wording (AI)" suggests clear numbered steps and lists what is missing — "Use this wording" puts it in), Critical points, Shelf life, Storage, and Why. The team's Save = "Send for Chef Alfred's approval": nothing changes until he approves; Chef Alfred gets a WhatsApp message and sees "Waiting for you" on Recipes and on the recipe (old → new for every field) with Approve & save / Decline; approved changes go into the Recipe Master (Components, version +1, updated date) with a Changelog row (who edited, who approved). Alfred's own Save writes at once. Ask Chef Alfred first: a recipe marked TBC or "to test" is locked for the team — "Ask for permission" (with why) sends Chef Alfred a WhatsApp message; he taps Approve or Decline; once approved the recipe opens for that person for today ("Check again" refreshes). Open questions: Chef Alfred taps ✓ Confirm or Answer… — the answer goes into the Questions tab (answered date + answer with his name) and the Changelog. Source notes from the recipe session show only to Chef Alfred (collapsed). When a recipe has groups (A, B…), the ingredients are sorted by group with a heading for each (since 19 Oct 2026, Alfred: "the recipe should be auto sorted — Part A, ingredient A, Part B, Part C"): Part A and its ingredients, then Part B, Part C …; named groups ("ganache") follow in the order they first appear, lines with no group last; the order inside a group stays. On ✎ Edit recipe the lines sort themselves when you leave a group box, and Save writes them in that order in the Recipe Master. The copy / WhatsApp text has the same Part headings. Calculator with a mould: the third button becomes "Sheets" (mix per sheet = grams a cavity × cavities); Pieces uses the grams in one cavity; under the table "Fills 2.1 sheets of #2354 Sphere (8 cavities × 60 g = 480 g a sheet) — 16.7 cavities", "Round up to 3 full sheets (24 pieces)", and the rounds when it is more than the cap or than the sheets we have, with the mould's photo. Moulds (Recipes › Moulds, office.html#recipes/moulds): the mould library — every mould with its photo, code, box (BLUE #1, BLUE #2, TB #1, TB #2, RED #1–3), sheets, cavities a sheet and the cake it is used for, from Alfred's mould chart (CA_Mould_Chart_A4, 12 Oct: 89 moulds, 390 sheets, 4,057 cavities); search, a chip per box; tap a mould → big photo, box, cavities a sheet, sheets we have, cavities in all, the recipes made in it; the kitchen team can "✎ Count / change" (sheets, cavities, box, estimate) and "📷 New photo" (camera or album). Those are saved in the Recipe Master's Equipment tab (the mould code is its id) with a Changelog row; the Equipment row wins over the chart. Trays, tins, rings and frames are listed under the moulds.
Recipes — ✨ Find a recipe, ＋ New recipe, 🧪 Test calculator, 📷 Scan a recipe, assembly check, ✓ Approve recipe (since 15 Oct 2026, Alfred: "i wan to find (… recipe and do 500g) … they request, u unsure u ask, no need to be a conversation"; "allow to add new recipe with a few column testing approve mould use quantity weight link with item, prep method, and other info"; "the calculator should show up with or without them selecting recipe … fill in their own ingredients … save also as a new recipe for me to approve"; "let them use a recipe scanner … hand writing or printed … cameras or gallery"; "when they want to do raspberry mousse for mrs bunny, the app should pop a window up asking them to check for the lychee insert, sponges, and fill the number, then app will come up with the recipe counted for staff to confirm"): ✨ Find (top of Recipes › Cakes and of the Calculator): type what you need, e.g. "raspberry mousse 500g", "kaya 2kg", "sponge 3 trays", "48 mrs bunny" → one clear match shows with the amount and Open (the recipe opens already scaled: target grams, trays, or pieces; a cake opens with the pieces filled in); several matches → "Which one?" — tap one; nothing → the AI picks from the recipe list ("✨ Ask the AI" also when the choices are wrong). A plain number = grams for a recipe, pieces for a cake. ＋ New recipe (Components and Calculator, kitchen team): name, category (or Other…), Testing (Chef Alfred can also choose Confirmed), the ingredients with grams and group (type to search the ingredient list or the recipes, or type a new ingredient — it is added to the Ingredients list), batch weight after cooking, Used in (link it to cakes with grams in ONE piece and the stage), then the same panels as Edit (baking, mould/tin/tray from the mould library, method with ✨ AI wording check, critical points, shelf life, storage) and Other info + why → "Send for Chef Alfred's approval" (Chef Alfred gets a WhatsApp and sees it under "Waiting for you" on Recipes and Components with the ingredients and method → Approve & save / Decline) — Chef Alfred's own Save writes at once. A saved new recipe gets the next code of its category (e.g. FIL-32: the next number after the highest one below 50 — since 19 Oct 2026 codes 50–59 are kept for Q4 items, Recipe Master note 18 Oct), status "to test", version 1, its Lines, any new Ingredients, Build rows for the linked cakes and a Changelog row. It is a "to test" recipe, so the team asks Chef Alfred before making it; when it is tested Chef Alfred taps "✓ Approve recipe (tested)" on the recipe → confirmed. 🧪 Test calculator (Calculator page, no recipe needed): type your own ingredients and grams (pick from the list or type new ones), "I want to make (g)" scales them; WhatsApp, Clear, and "Save as a new recipe →" opens New recipe with the same lines. 📷 Scan a recipe (Test calculator and New recipe): take a photo or choose up to 4 from the gallery (handwritten or printed, any language) → the AI reads the name, category, every ingredient in grams (ml = g, egg 50 g, yolk 20 g, white 30 g, tsp 5 g, tbsp 15 g — every conversion or unclear line is listed to check), method, critical points, baking, shelf life and storage → the lines fill the Test calculator and New recipe; the photos are kept in Drive (Recipes/Scans) and linked in Other info. Check every line before you send it. Assembly check: opening a mousse that is used in cakes pops up "Making … for assembly?" → pick the cake (chosen already when only one cake uses it) → how many pieces → for each other part (insert, sponge…) how many are already made → the app counts every recipe still to make (pieces × grams a piece + extra) → "✓ Confirm — add to Plan & order (today)" (the mousse calculator is set to its amount too), "Use for this recipe only", WhatsApp, ‹ Other cake, ✕. It pops up once per visit; "🧩 For a cake?" on a recipe opens it again. Not when the recipe was opened from a cake or with an amount.
Recipes — scan: title and what it is for (since 15 Oct 2026, v22.46, Alfred: "when we scan the recipe, we should be able to know or identify the title and usage of the recipe, the recipe use in which item or so … then they can save as a new recipe after at least the title has been filled"): 📷 Scan a recipe now also reads the TITLE as written on the page and what the recipe is FOR (the cake or purpose written on it), names the cakes it mentions (they are linked under "Used in" when you save) and warns "Looks like a recipe already in the Master" when a recipe with that name already exists (open it before saving a copy). The Test calculator has a Recipe title box and a "For" box (filled from the scan, or type them); "Save as a new recipe →" stays off until the title is typed. The "For" text is kept in the new recipe's notes.
Recipes — same recipe?, update from a scan, 3-language method, food safety, bulk prep (since 15 Oct 2026, v22.46, Alfred: "the app also need to be able to identify if we already have the recipe in the data, if yes, ask them if this is the same recipe, if yes they just open it … title or recipe name, category, use in item, mould or ring or frame or is a bulk prep use later, method of preparation briefly described in all 3 languages, and ai help to write, if it contain raw thing like egg that might be a hazard then ask for temperature or suggest temperature, storage, shelf life … the scan when ask for similar recipe, as if this is an update for the recipe, or is a old recipe"): when the title (scanned or typed) matches a recipe already in the Recipe Master, a yellow box asks "Is this the same recipe as X?": Yes — open it (the existing recipe), It's an update to it (opens ✎ Edit of that recipe with the scanned ingredient lines in the Ingredients panel and the scanned method / shelf life / storage filled in — check them, then Save: since v22.50 the lines are written into the Recipe Master like any edit, at once for Chef Alfred, after his approval for the team), It's an old version — ignore, or No, it's a new recipe. New recipe: name, "For" (which cake / use), category, Made in (tray / tin / mould / ring / frame / no tray / Bulk prep used later), ingredients, Used in (cakes), method, critical points, shelf life, storage; ✨ Check wording (AI) rewrites the method in English and gives it in Bahasa Malaysia and 中文 ("Use this wording (3 languages)" puts all three in the method, "English only" just the English) and lists food-safety points — raw egg, raw dairy, raw meat, gelatine — with the temperature the method should state ("Add to critical points"); without the AI key the app still flags raw egg / dairy when no temperature is written. The team's new recipes and edits still wait for Chef Alfred's approval. Exploded view: removed on 17 Oct 2026 (v22.49, Alfred: "maybe we don't need the exploded view anymore, just use the original picture then link it … we keep it simple and easy understandable"). The cake page shows the original picture (tap it to open the full-size picture), the facts, the moulds and the components. An "Assembly (bottom → top)" line in the Recipe Master notes is kept as information for the recipe session only. ✨ AI fill lines show the cakes the recipe is used in and what each chip means. No weights in the steps (since 16 Oct 2026, v22.47, Alfred: "for all these steps, we don't need to include all the grammage, because the recipe might come in a different weight when they count"): the method names the ingredients only ("add the egg and water") — the ingredient list holds the amounts and the calculator scales them; the AI wording check, a scanned method and every saved method drop ingredient weights automatically (temperatures, minutes and portion weights like "20 g per cavity" stay), and the Method box shows a ⚖ hint with "Remove them now" when weights are typed.
Recipes — review & edit before approving; test calculator two ways (since 16 Oct 2026, v22.46b, Alfred: "when they send in, allow me to review and edit before approving"; "allow them to switch between those calculation methods, by bulk or by what I have ingredients"): in "Waiting for you" a new recipe has ✎ Review & edit first — it opens the New recipe form with everything the team member typed (name, category, ingredients, cake links, mould, method, notes); Chef Alfred corrects anything and taps Approve & save with my changes (or Decline). An edit of an existing recipe has ✎ Edit before approving the same way. The Changelog row says "added by NAME, edited by Alfred". The Test calculator (Calculator page, also after a scan) scales two ways: Target total (bulk) — I want to make N g — or What I have — pick the ingredient you are short of and type how much you have; everything scales to it.
Kitchen opening & closing — "Missing recipe" task; Recipes — colour per cake (since 17 Oct 2026, v22.51, Recipe Master note for Chef Alfred: "add a MUST-DO Missing recipe task to the opening AND closing reports, same as the other checklist items. Pop out ONLY what is missing … Team snaps a photo / weighs and fills it in … Save as pending for Chef Alfred to approve, with a Changelog row; never overwrite a confirmed value"; Alfred: "allow them to choose between 5 items missing, so if they could do all we collect data faster, but at least 1 is needed each shift"): the kitchen opening and closing reports have a part "Missing recipe" whenever the Recipe Master is missing something for the day's cakes (the printed prep list in the morning, the cakes made today at closing; other cakes fill the list up when today's are complete). It shows 5 items at a time ("Show 5 others" rotates): a component with no grams per piece in a cake ("Gianduja › Caramelised Hazelnut — weigh the component of ONE finished piece", type the grams, optional note), an ingredient with no grams in a recipe (type the grams for the batch), or a recipe with no ingredient lines at all (snap the recipe sheet, book page or whiteboard, tap "Read it" — the same AI reader as the recipe scanner — then check every line and gram, add or remove lines). At least ONE item must be filled to send the part; doing all five is better. Nothing is written straight into the Recipe Master by the team: each value waits for Chef Alfred under "Waiting for you" (Recipes page and the recipe page) — Approve & save writes it (grams per piece into Build, only while that cell is still blank; lines into Lines, blanks only; version +1) with a Changelog row that says who weighed it and when; Chef Alfred's own values in the kitchen report are saved at once. A Changelog row is also written when the kitchen sends the measurements (what was measured, waiting for approval). Items already waiting show as "waiting for Chef Alfred" and are not asked again; the part is not shown when nothing is missing. Colour per cake: the Fruit Coating (GLZ-02), the Neutral Glaze (GLZ-03) and the Cocoa Spray (GLZ-14) are ONE main recipe each; only the colour changes per cake. Their recipe pages show "Colour for which cake?" — choose the cake and the colour and grams appear (scaled to the calculator's batch when the Recipe Master table says per how many grams; "TBC" when the recipe session has not set the weight yet). The table lives in the recipe's notes in the Recipe Master (Colours: Mango = yellow 5 g + green 8 g per 1000 g | …), kept by the recipe session.
Recipes — ready-made items, NOT USED rows, numbers on one line (since 19 Oct 2026, Recipe Master note 18 Oct: "please skip any Build row whose note starts NOT USED, both in recipes and in the Missing recipe task"; Alfred: "dont make the number in 2 row, only 1 row"): a component whose type in the Recipe Master is "Ready-made" (bought in: Gold Leaf, Silver Leaf, Snow Powder, Fresh Strawberry, Cocoa Nibs, Pistachio Kernel …) shows "Ready-made — bought in, nothing to make" instead of "Recipe missing"; the Missing recipe task never asks for its recipe (only its grams per piece when blank); in Plan & order it is listed with the ingredients to check / order. A Build row whose notes start "NOT USED" (e.g. Mrs. Bunny's old croustillant and vanilla chantilly) is left out of the cake page, the whole-cake calculator, Plan & order and the Missing recipe task until Chef Alfred deletes the row; the app never writes grams on such a row. New décor items (DEC-06 Butterfly … DEC-12 Pistachio Kernel) appear in the lists by themselves — the app reads the Recipe Master. On a phone the recipe table and the cake table keep every number on one line (the names wrap instead); the cake table hides the # and Extra columns on a phone and shows the extra (+5%) under Make g.
Missing recipe task — Method missing and Check this recipe (since 17 Oct 2026, v22.54, Recipe Master note for Chef Alfred: "the Missing recipe task should ask for the whole recipe, not only grams … Method missing … Check this recipe … Saved as pending until Chef Alfred approves. Keep the same rules: 5 items at a time, at least 1 per shift"): two more kinds of item in the Missing recipe part. Method missing — a recipe that has its ingredient lines but no method: snap the recipe card and tap Read it (the AI writes the steps into the box), or type the steps; no grams in the steps (the ingredient list has them). Check this recipe — an open question in the Recipe Master that starts "Team to check" (the first one: Q-160, Pear Mousse MSE-07): snap the kitchen copy of that recipe (book, sheet or whiteboard) and tap Read it; the app compares it line by line with the Recipe Master and shows every difference (a line only on the kitchen copy, a line not on it, different grams; a kitchen copy written for another batch size is compared after scaling) or "✓ The same". Fix any line it read wrong, then send. These come first in the list; a recipe read from a photo when the whole recipe is missing now also brings its method. Nothing goes into the Recipe Master until Chef Alfred approves in Recipes › Waiting for you: a method like any edit (Approve & save, ✎ Edit before approving, Decline); a check with "Use the kitchen copy" (the Recipe Master lines take the kitchen copy's grams, scaled to the Master's batch, with a Changelog row), "Keep the Recipe Master" or, when they match, "✓ Matches" — each answers the question in the Questions tab — or "Ask again" (the question stays open and the kitchen is asked again next shift). Same rules as before: 5 items at a time, at least one each shift; a method already in the Recipe Master is never overwritten.
Recipes — method from the ingredients, 3 languages one at a time, method to check (since 18 Oct 2026, v22.55, Alfred: "the method section should also read the ingredients, then auto group them and suggest method, then i will check and confirm. for all recipe, so when ingredients update we wont miss out on prep method"; "all of the method can be selected in 3 language not all show inside, then can change their language according to their pref"): on ✎ Edit recipe › Method, "✨ Suggest from the ingredients" — the AI reads the ingredient lines on the page, groups them in the order they go in (A, B, C …; what goes in together shares a letter, e.g. sugar + pectin + agar) and writes the steps with those groups in English, Bahasa Malaysia and 中文, following your own rough steps and critical points; a step it adds from usual practice ends with "(check)". "Use the groups + method" fills the group boxes and the method (or "Method only"); check them, then Save (the team's save waits for Chef Alfred). The Method box has a tab per language (EN · BM · 中文, ✓ = written). On a recipe page the method shows ONE language with EN · BM · 中文 chips; the choice is remembered on that phone ("No Bahasa Malaysia yet — showing English" when a recipe has only English). For all recipes: Recipes › Components › "✨ Methods from the ingredients" (Chef Alfred) lists recipes with ingredients but no method and recipes whose ingredients changed after the method was written; "Suggest the next 10" → each one with Use (saved at once, groups too when every line has grams), Open to edit or Skip. Method to check: when a recipe's ingredients change (a line added or taken out, or the groups changed — grams alone do not count) and it has a method, the recipe page says "⚠ The ingredients changed … after this method was written" until the method is saved again or Chef Alfred taps "Method still right" (a Changelog row). Also fixed: the "⚖ Weights in the steps" note showed under every method even with no weights in it; "(sugar, water 20 g)" keeps its closing bracket when the weight is taken out.
Numbers — where the made cakes went, where the waste is, two prints (since 18 Oct 2026, v22.55, Alfred: "can i get percentage break down. total made how many i send to outlet, hq have how many, wastage and allocate % to each outlet final number on total made and wastage … so we know who got the problem exactly … where is the problem, so we can fix"; "allow me to print 2 version. one version is with all the number one is for team brief, so they dont see the numbers … they only see cake number"): on Numbers › Everything (day, week or month), under the tiles, "Where the made cakes went": Made = 100%; each outlet = what it got on the delivery orders, Kitchen HQ = made − sent out; a bar for made and one for waste by place; a table per place with Got, Share of made, Sold, Waste, Waste % of what it got, Share of all waste and Left now (cakes, and RM for people who see money; the % are then by RM). "Where the waste is" lists the places in order of their waste % with the cakes each wasted most, against what that place got of that cake (e.g. "Kitchen HQ — wasted 106 of 568 (19%). Most: Mrs Bunny 29 of 60 (48%) …"), so you know where to fix: an outlet = it was sent more than it sold; HQ = it kept more than it sold. Two prints at the top: "🖨 Print · all numbers" (with RM) and "🖨 Print for the team · cakes only" (the page and the print in cakes only, "Team brief · cakes only" on top; the RM comes back after printing, or tap "Show the RM again").
Numbers — Orderla orders count as sold, Missing at HQ, not counted yet (since 18 Oct 2026, v22.56, Alfred: "i think the number is not quite tele, izit because there are no closing yet?"; Orderla online orders are not rung into FeedMe): HQ sold = FeedMe + the cakes of the Orderla online orders (completed, dispatched, confirmed, or new and paid; cancelled ones left out) on the days the FeedMe report was read and on days with no closing count yet (on the days worked out from the counts they are already inside). "⏳ Not counted yet" names the days with cakes made or sent but no closing count (usually today) — their cakes are not in Sold / Waste / Left until the closing. "Missing at HQ" checks each night with a FeedMe report: yesterday's left + made − sent out − FeedMe − Orderla − waste should be the left in the closing count; a minus = cakes gone with no sale, order or waste written down (not rung in, given away, eaten, or a count / Made number wrong), a plus = more than expected; each day shows its sum. A Monday now takes Sunday's left from the week before (before, a Monday worked out from the counts started from 0). Since 19 Oct 2026 (Alfred: "missing number will show here as well") the "Where the made cakes went" table has a Missing column: Kitchen HQ = the cakes gone with no sale, order or waste written down over the period (cakes and RM, worked out cake by cake on the days with FeedMe and both closing counts); cakes counted that were not expected (often cheesecakes and whole cakes) show apart as "+N more" and are never taken off the missing ones, outlets "—" (their sold is worked out from their own counts), and a line under the Made bar "Missing at HQ · N cakes (RM …) = x% of made · M more than expected"; the Orderla online orders are their own row and bar colour ("Online orders · Orderla · from HQ": the cakes of the orders of the period and their share of made — Alfred: "also include how many cake does order takes"), so Kitchen HQ = made − sent out − online orders and HQ sold = the till / counts without the online orders; cakes on invoices made in Bukku (B2B customers and an outlet's own invoice, e.g. Jiran's INV-2610012 with 30 Mrs Bunny — not the INV-C- consignment bills) are their own row "Bukku invoices" too (Alfred: "30 bunny is for jiran, is in another invoices in bukku"): matched to our cakes by the Bukku product, by the invoice's Delivery / Collection Date (else its date), carton lines (B2B packs) left out; they also come off "Missing at HQ" ("− N Bukku invoice" in the night's sum). The server reads each invoice once (again when it changes) with the hourly B2B check; the "Missing at HQ" heading below uses the same numbers (the day lines still show each night's sum).
Recipes — cake page, picture check, ✨ AI fill (since 15 Oct 2026, v22.45, Alfred: "can i have a better description beside this? maybe we do a exploded view? and include the mould picture"; "each component u will name it with the size or mould or weight. leave it blank when is not available"; "in this situation, we should actually be doing a full 13 pc mould"; "u should audit all the component matching with the latest picture"; "ai will read the method of preparation and come out with the production sop or mould or weight when there is"): A cake page shows the name and flavour beside the picture, the facts from the recipe session (batch, mould, sponge, defrost, shelf life, price for the office), an exploded view of the layers top to bottom (each layer with its size · mould · grams a piece when known, blank when not) and the pictures of the moulds it uses; the full recipe-session notes are folded for Alfred only. Every component row shows Size | Mould | Weight. A mousse made in a mould starts the calculator on the FULL set of moulds (all the sheets you have) — Chef Alfred: fill the whole set unless a part is short (then use What I have). Picture check (Alfred and kitchen supervisors): on a cake page, "🔎 Check the picture" compares the layer names on the cake's latest picture (the Canva menu labels for the 16 pictured cakes, else the AI reads the Orderla / app photo) with the components in the Recipe Master: ✓ match, ≈ same layer with another name, ✗ on the picture but not in the Sheet, ＋ in the Sheet but not on the picture. "Send to the recipe session" adds a Questions row [App · Picture check] for the recipe session. The Cakes page (Alfred) has "Check all cakes with a picture" and "Send N to the recipe session". ✨ Mould, weight, baking from the methods (Alfred, Components page): the AI reads the methods, critical points, equipment, notes and the cakes' layer notes of every recipe that has no mould / weight / baking yet and proposes only what the text says, each with the words it came from; tick what to save (Components + Build, a Changelog row each); the recipes where the method says nothing are listed for the recipe session (Copy the list). Every app write to the Recipe Master adds a Changelog row numbered CL-### (like the recipe session's); if a row cannot be written, Alfred gets a WhatsApp alert and the Recipes pages show a warning.
B2B orders (since 14 Oct 2026, Alfred: "that b2b card should keep appearing when there's order from invoice date to delivery date. they take 3-4 days to prep bulk order up, so include it as upcoming b2b order"): B2B orders are the Bukku sales invoices (INV-26…) with the custom fields "Delivery / Collection Date" and "Delivery method". The server reads them every hour (06:00–21:30) and when someone taps Refresh on the Prep list; nothing in Bukku is changed. Left out: Cash Sales, the consignment bills of KNK and JRN (INV-C-…), test customers and void invoices. Each order shows on the office Prep list (top, "B2B orders") and on the kitchen To-do of both teams from its invoice date until its delivery date: "Upcoming · in N days" (more than 4 days to go), "Prep now · delivery in N days / tomorrow" (4 days or less), "Delivery today" / "Pick-up today". Each order lists the customer, delivery date and method, invoice number and items (cartons with the pieces inside, e.g. "1 CTN 6x6 Sea-salt Almond Brownie (45 PCS)", the spec lines of a customised cake under it). With 2 or more orders in the next 4 days a "To prep in the next 4 days" total adds them up. The office (people who see money) also sees the amount, paid/unpaid and a link to the invoice in Bukku. An invoice without a delivery date shows only on the office card ("No delivery date in Bukku") for 4 days — fill in the date in Bukku to show it to the kitchen. B2B items are not added to the petit cake counts.
Cheesecake stock (since 14 Oct 2026, Alfred: "so its deducting in the prepsheet right? we can track live on the stock remaining"): the Prep list has a "Cheesecake stock" table under the prep list: Counter (the latest HQ display count — this morning's count, or the last closing count; "· N old" = past shelf life by colour dot, to take off), Outlets (only when an outlet holds cheesecakes), Freezer slices and Freezer whole 7" (the freezer board count minus Made since — it goes down by itself when the kitchen sends Made; at 0 that cheesecake stops being planned). The app cannot see whole cakes taken out for orders unless they are entered as Made on the whole-cake row, cakes thrown away straight from the freezer, or spoilt stock (e.g. a warm freezer): after new cheesecakes go in or any are thrown away, tap "Count the freezer" and type what is there now.
FeedMe links and reports sent by hand (since 13 Oct 2026, Alfred: "if there's a link?"): FeedMe emails either attach the Excel or give a download link. The server reads an attached Excel straight away. A link it cannot open (FeedMe blocked the server on 12 Oct) waits in Setup › FeedMe (HQ till) as "Waiting"; the next time an office account (Setup or Reports) opens the office page, the app fetches the file through that browser and the server reads it ("link via "), or tap Fetch it now. A one-day report sent by hand with Send Email ("Product sales (13 Oct 2026 - 13 Oct 2026 …)") is read the same way, as long as Excel is ticked. Only Excel is read; a PDF alone is skipped (the night counts are used for that day). Best setting for the schedule: Excel ticked, Download link off (file attached).
Always minimum (since 11 Oct 2026, Alfred: "yes always min"): every cake a place carries keeps its Setup minimum every day — HQ 6 of each petit gâteau (more at weekends), cheesecake 4 of each flavour, Jiran 2, Knocknock 3 — even cakes that sell slowly (they still show in "Not selling · consider dropping"). To stop a cake at a place, untick it in Setup › Outlets › Cakes this outlet carries.
When an outlet gets a delivery (since 12 Oct 2026, Alfred: "we can set Mon Wed Fri, but we need to deliver too if they run low" and "if an outlet needs 30% of their count — 10 is their cap, when we need to send 3 then we send"): the days ticked in Setup › Outlets › Regular delivery days (Jiran and Knocknock: Mon, Wed, Fri) are always delivered — each cake is filled for the days until the next regular day, between the highest min and the max of those days. On the other days an extra drop goes only when the outlet runs low: what it needs to get back to its counter is 30% or more of its full counter (every cake it carries at that day's max; e.g. 13 cakes × 3 = 39 → an extra drop from 12). The Prep list shows "Jiran: regular delivery", "Knocknock: running low → extra drop (needs 14 of 39)" or "Jiran: no drop · needs 5 of 39 (extra from 12)" with Send anyway; the "No delivery" tick still stops any day. Setup › Outlets › Extra drop when low (%): empty = 30, 0 = regular days only.
Cheesecake freezer (since 11 Oct 2026, Alfred: "once our stock is finished, we stop producing all cheesecake"): the app remembers the cheesecake freezer stock from the freezer board (slices and whole 7-inch per flavour, counted 11 Oct) and takes off what the kitchen makes each day (Made, or To make when Made was not sent). Each cheesecake row on the Prep list and the printed prep sheet shows "❄ N in freezer"; the prep list never plans more than is left, and at 0 that cheesecake stops ("freezer empty — stopped"). Whole cakes are never cut into slices. A freezer stock check (production stock check) for raw cakes out of the mould is coming later; until then the count is not typed in the app.
Production value (since 11 Oct 2026, Alfred: "daily produce value in the prep sheet, each item and total"): the printed prep sheet has a Value column (To make × the cake's retail price, Setup › Cakes) and the total; the Prep list shows "To make value" and, once Made is sent, "Made value".
Prep list totals in RM (since 12 Oct 2026, Alfred: "total value of each — to make, remaining, each outlet — and grand total sum"): the Total row shows RM (retail) under Require, To make, Order, HQ and each outlet, what is on the HQ display now (Display left) and what is still at each outlet ("left N"), and a Grand total line = orders + HQ + outlets, with To make, on the HQ display and left at the outlets in RM. Office accounts only.
Locked prep list (since 12 Oct 2026, Alfred: "if they already submitted their list, we should lock it with the amount they submitted; if they change it afterwards, log it"): when Made is submitted (snapped sheet from the Opening report or the Prep list), that day's list is frozen as the kitchen worked it — the printed sheet's To make and the number for each place, plus the Made sent — and shows "🔒 Locked · submitted by ". It no longer re-works itself when the made cakes go on the display. To change a number afterwards tap Change (logged): every change keeps who, when and old → new, listed under "Changes after submit". A place number changed there also updates that outlet's delivery order if it is not delivered yet. Sending Made again updates Made and logs it.
Prep list for any day (since 13 Oct 2026, Alfred: "allow to view made for those days done submitted, and allow date selection, a calendar — we can check how much is done according to date; the made number should not be editable once they submitted"): Prep list › Kitchen prep list › Day (calendar) shows any of the last 30 days: the locked list with To make, each place and the Made sent (days sent before 12 Oct: the printed sheet + Made). "Back to " returns to the current list. Made can't be changed on the Prep list once submitted (Change (logged) edits To make and the places only; the desk won't take a second Made for that day); the kitchen can send the sheet again from the Opening report, which is logged. The Reports page's "Prep sheet (made)" shows each cake's To make → Made, the snapped sheet and "Open this day's prep list".
Morning waste on Numbers (since 13 Oct 2026): cakes wasted at the morning display count (and cakes missing from the display) count as HQ waste straight away, marked "this morning", until the kitchen closing count adds them at night.
Numbers in RM (since 12 Oct 2026, Alfred: "in the report page I need to see all this data, value, waste value — all numbers in one page"): Kitchen HQ › Numbers shows every number in cakes and in RM (retail): made, sent to each outlet, HQ display, est. sold, left and waste (HQ and outlets), with tiles in RM (Made, Sent to outlets, Est. sold, Waste, Left now) for a day, week or month, everything / HQ only / one outlet. HQ sold uses FeedMe (the till) on the days its nightly report was read.
Daily prep is out (since 11 Oct 2026, Alfred: "a window within the app, title Daily prep is out, with a button Open and print"): every morning (6am–2pm) anyone who can print the prep sheet sees the window on any page until today's sheet has been printed. Open and print opens the Prep list and prints the sheet (on the Prep list itself it prints straight away); Later hides it for 15 minutes. If online orders for today come in after it was printed, the window comes back: "N new online orders since it was printed — print it again". Kitchen HQ › Today: the first morning job "Print the daily prep sheet" ticks itself with the name and time of whoever printed it.
Second DO on the same day (since 10 Oct 2026, Alfred, after two identical DOs for Jiran were created 4 seconds apart and the outlet's closing form counted both as deliveries: "block 2nd DO, if they want to create a 2nd DO, need to ask reason"): an outlet can have one delivery order per day. When you create a DO (or move one) to a day that already has an active DO for that outlet (planned, colours checked or delivered — cancelled ones don't count), the form shows a yellow box naming the existing DO and asks "Why a second DO?" — Extra order from the outlet / Top-up: the first delivery was short / Different cakes, second trip / Replacing damaged cakes / Other (with a note). Without a reason the DO is not saved; the server refuses it too, even from a stale page or a retry after a lost reply. The reason is kept on the DO and shows as a "2nd DO · reason" pill in the Deliveries list. If the first DO is simply wrong, open it and change it instead. A cancelled DO cannot be restored on a day that already has an active DO. Chaleur HQ (internal) is not affected.
POS vs counts (since 9 Oct 2026, Alfred: "check all the pictures they submitted … billing should have the numbers matching"): Outlet reports › a day › "Read the sales photo": the AI reads the outlet's POS sales report photo(s) on file and the panel shows, per cake, Had · Waste · Left · Counted sold (had − waste − left) · POS sold, with a flag when they differ and a total "N apart". The result is kept on the report (who read it, when). Items on the POS that are not our cakes are listed underneath.
Colour dots at the outlets (9 Oct 2026, Alfred: "the cake is from Monday, but on Wednesday they record it as a Wednesday cake — they misunderstand the colour code with the report day", feedback from Jiran): the dot on the sticker = the day the cake was MADE and never changes; outlets count every cake under its sticker's colour, never under today's colour. The outlet form lists the delivered colours, marks a tapped colour that was never delivered ("Not on your delivery list — check the sticker") and asks "Quick check on colour dots" before sending (default: move the count to the delivered colour). The office sees such rows on Outlet reports › Fix colours. The outlet guide ("? Ask" on the form) has a worked example (Monday delivery, YELLOW stickers → YELLOW on Tue/Wed/Thu). Kitchen side: the DO's dot must be the dot of the day the cakes were made (the prep sheet's dot), so the sticker, the DO and the outlet form all agree.
Production list: who does what (since 8 Oct 2026, Alfred: "the T and E is the person assigned to — Tong, Eva; Tx = Ting Xuan"): initials written at the end of a line on the whiteboard/paper list ("Assemble Noir Insert - T, E", "Cocoa Glaze (Tx)", "Cut Gelatins B", "Insert TNE" = one letter per person) are matched to the team by the initials of their names (all words first — TX = Ting Xuan; then the first letter — T = Tong; then the first two letters), only when they point at exactly one person. The line shows a name chip per person ("you" for the signed-in person). Editing a list keeps the written initials.
Prep list FIFO (since 8 Oct 2026, Alfred: "5 green: 2 go to orders, 3 stay at HQ to sell, both outlets get blue … all this will be the require number, and the system will auto count the need to make"): every place box — Order, HQ, each outlet — is what that place REQUIRES for the day (the HQ box = what the display needs in total, suggested from its counter minimum / sales). The display's cakes are allocated oldest first: 1. online orders take any cake still within its life on pickup day; 2. the outlets (faster seller first) take dots that may still travel (made today/yesterday, 2+ days of life left); 3. HQ keeps what is left that is still sellable and the kitchen makes the rest of what the display needs. To make = everything that must be baked fresh (still editable). Dots show their DAY ("● Wed"), the colour name is in the tooltip. Whole cakes: while any is left on the display, at most 2 more are made.
Online orders card (since 8 Oct 2026): one card per order — Order (Orderla's number when it has one + code · form), Time (slot · day · pick up / delivery · place), Name, Items (→ our cakes), Status (confirmed/pending · paid/unpaid · total).