KitchenInvy

Preparing your workspace

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KitchenInvy training center

Pick the role, get the first steps, then expand the deeper guide.

Training should help a confused user find the next action quickly. These guides keep the most common admin, manager, and staff workflows up front, with detailed references collapsed until they are needed.

Restaurant guidesNeed login help?
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Restaurant Admin1

Manager2

Staff3

Counts4

Small restaurant kitchen teamAdmin workspace with laptop
Admin

Set up the workspace

Restaurant profile, users, roles, categories, suppliers, locations, items, alerts, and POS readiness.

Manager

Run the daily rhythm

Dashboard, Daily Tasks, Counts, Restock, Waste review, reports, and exception follow-up.

Staff

Count and report fast

Sign in, match photos, update quantities, use waste log, attach screenshots/photos, and ask for help.

Current workflow

Guides reflect the updated public site, support center, mobile-friendly counts, waste photos, POS settings, and inventory screens.

Short first step

Each role starts with a simple setup path before the deeper instructions expand below.

Expandable detail

Keep training skimmable for busy restaurants while preserving the full step-by-step reference.

Restaurant AdminLast updated June 23, 2026ManagerLast updated June 23, 2026StaffLast updated June 23, 2026

Restaurant workspace guides

For the teams who count, order, review waste, and run the restaurant.

These guides are written for tenant admins, managers, and staff. They focus on the day-to-day app pages and the habits that keep inventory trustworthy.

Restaurant AdminRestaurant Tenant Admin GuideSet up the workspace, invite the team, and keep the system clean.Last updated June 23, 2026
Restaurant prep area with organized ingredients
Set up the workspace, invite the team, and keep the system clean.Last updated June 23, 2026

Start here

Your first setup path

  1. Confirm your restaurant name, logo, time zone, theme, role access, and alert preferences in Settings.
  2. Add suppliers, categories, and storage locations before loading many items.
  3. Invite users with the right role: Admin, Manager, Staff, Accountant, or Read-only.
  4. Add or import items with photos, units, costs, par levels, and locations.
  5. Connect POS only when your plan includes it and you are ready to map products, import order history, and review menu cost.

Start With Settings

Settings is where admins prepare the workspace so the daily pages make sense. Set the restaurant details first, then build the lists your team will use while counting.

Good setup makes every page easier

Categories1

Suppliers2

Storage locations3

Team roles4

  1. Open Settings.
  2. Review Restaurant Profile, theme, alerts, and plan limits.
  3. Add Categories such as Tea, Syrups, Dairy, Paper Goods, or Cleaning.
  4. Add Suppliers such as Restaurant Depot, Sam's Club, local vendors, or delivery partners.
  5. Add Storage Locations such as Storage Room, Walk-in Cooler, Freezer, Prep Area, and Bar.

Add Clean Item Records

A clean item record helps staff find the right product, count it correctly, and know when it needs to be reordered.

Item record checklist

Name and photo1

Brands2

Barcodes3

Par level4

  1. Open Inventory, then choose Add Item.
  2. Add the item name, preferred brand, approved alternate brands, category, supplier, and storage location.
  3. Add the unit your team counts, such as case, bag, tub, bottle, or each.
  4. Add current quantity, par level, cost, barcode, alternate barcodes, and a clear item photo.
  5. Save, then use the item from Inventory, Counts, Restock, and reports.

Control Access

Give each person the access they need for their job. Staff should move quickly without seeing owner-only controls.

Role access in plain words

Admin sets up1

Manager reviews2

Staff updates3

Accountant reads4

  1. Use Admin for owners or trusted operators who manage settings and users.
  2. Use Manager for people who supervise counts, ordering, waste, and reports.
  3. Use Staff for people who count inventory and submit waste.
  4. Use Accountant or Read-only for reporting access without operational buttons.
  5. For tenant-created usernames, keep a recovery contact email so the person can be identified safely.

Build A Weekly Rhythm

KitchenInvy works best when the team has a simple routine instead of waiting for month end.

Simple admin rhythm

Daily dashboard1

Weekly count2

Supplier order3

Reports4

  1. Check Dashboard and Daily Tasks at the start of the day.
  2. Use Counts by storage location before ordering.
  3. Use Restock to plan what to buy by supplier and open PDF or CSV when you need a printable buying plan.
  4. Review Waste Log photos and approvals before reports are used for decisions.
  5. Use Business Reports, Change Log, and Stock Variance for management review.

Keep it simple

Helpful habits for this role

  • Do not give everyone Admin access just because it is faster.
  • Use photos for items that look similar.
  • Keep par levels realistic and adjust them after busy or slow weeks.
  • Review the Change Log when numbers look surprising.
ManagerRestaurant Manager GuideRun the daily workflow, review exceptions, and help staff keep counts current.Last updated June 23, 2026
Cafe team working behind a counter
Run the daily workflow, review exceptions, and help staff keep counts current.Last updated June 23, 2026

Start here

Your first setup path

  1. Open Dashboard for today's inventory health.
  2. Use Daily Tasks to see what needs attention.
  3. Start Counts by location before placing orders.
  4. Review Waste Log records, notes, and attached product photos before they affect reports.
  5. Use Restock, Business Reports, Change Log, and Stock Variance to explain what changed.

Use Dashboard First

Dashboard is your quick check before you start chasing details. It shows stock pressure, order needs, and items that may need action.

Manager morning view

Low stock1

Order pressure2

Waste pending3

POS status4

  1. Open Dashboard.
  2. Review the owner snapshot and any active attention items.
  3. Use Scan or Quick Update when you need a fast count change.
  4. Move to Daily Tasks for the items that need follow-up.

Count By Location

Counts is built for walking the restaurant. Choose a storage area, count what you see, and save exact on-hand amounts.

Walk the room, then count

Pick location1

Match photo2

Enter count3

Save4

  1. Open Counts.
  2. Choose a location, such as Storage Room or Freezer.
  3. Load the count list.
  4. Match the item photo and name before entering a quantity.
  5. Save counts before leaving the page.

Plan Orders

Restock turns current counts and par levels into a supplier-grouped buying plan. Use it before calling vendors or shopping.

Supplier order flow

Below par1

Suggested order2

Buffer3

Placed order4

  1. Open Restock.
  2. Choose a supplier or view all suppliers.
  3. Review items below target and the suggested quantity.
  4. Use buffer when you expect a busy period.
  5. Mark the order as placed when the buying plan is final.

Review Waste

Waste Log helps make loss visible without blaming the person who reports it. The goal is better habits and better numbers.

Waste review

Reason1

Photo2

Estimated loss3

Approval4

  1. Review new waste records.
  2. Check quantity, reason, notes, photo attachment, and estimated cost.
  3. Approve records that are accurate.
  4. Reject or correct records that need more detail.
  5. Use reports to spot repeat patterns.

Keep it simple

Helpful habits for this role

  • Use Adjust for count changes; use Edit only when the item setup is wrong.
  • If an item is missing, ask an admin to add it or confirm you have permission.
  • Keep notes short and clear so reports are easy to trust later.
  • Coach staff to scan or count the item they are actually holding.
StaffRestaurant Staff GuideCount items, update quantities, and report waste without extra admin work.Last updated June 23, 2026
Restaurant dining room and service area
Count items, update quantities, and report waste without extra admin work.Last updated June 23, 2026

Start here

Your first setup path

  1. Sign in with the account your manager gave you.
  2. Use Dashboard or Daily Tasks to see what needs attention.
  3. Use Counts when asked to count a storage area.
  4. Use Adjust to update how much is currently on hand.
  5. Use Waste Log when product is spilled, expired, damaged, or thrown away, and attach a phone camera photo when it helps explain the loss.

Sign In The Right Way

Some teams use Google, Apple, Microsoft, or Yahoo accounts. Some teams use usernames created by the restaurant. If you are not sure, ask your manager.

Two common sign-in types

Email provider1

Tenant username2

Manager reset3

Support if stuck4

  1. If you use Google, Apple, Microsoft, or Yahoo, choose the matching sign-in button.
  2. If you use a tenant username, enter the username and password your manager gave you.
  3. If provider password recovery is needed, use Google, Apple, Microsoft, or Yahoo recovery tools.
  4. If a tenant password needs reset, ask your manager or restaurant admin.

Update Counts

When you update a count, enter what is actually on hand now. Do not guess from memory if you can check the shelf.

Count update card

Find item1

Check photo2

Adjust quantity3

Save4

  1. Find the item in Inventory or Counts.
  2. Use the photo, item name, brand, and location to confirm it is the right item.
  3. Choose Adjust.
  4. Enter the current quantity.
  5. Save the change.

Use Waste Log

Reporting waste helps the business understand what is happening. It is better to report it clearly than let numbers become confusing.

Helpful waste note

Item1

Amount2

Reason3

Photo4

  1. Open Waste Log.
  2. Choose the item.
  3. Enter how much was wasted.
  4. Pick the reason, such as expired, spilled, damaged, or prep mistake.
  5. Add a short note or product photo if it helps your manager understand.

When To Ask For Help

Ask a manager when the item is missing, the unit looks wrong, the photo does not match, or you are not sure which item to update.

Quick help signs

Missing item1

Wrong unit2

Screenshot3

Can't sign in4

  1. Do not create duplicate items.
  2. Do not change item setup unless your role allows it.
  3. Do not ignore a confusing count.
  4. Use the Support Center only if your manager tells you to or you cannot access the app. Start with quick help, then attach a screenshot if you need a person.

Keep it simple

Helpful habits for this role

  • Count what you see right now.
  • Use the correct unit, such as case, bottle, tub, bag, or each.
  • If two items look similar, check the photo and brand.
  • Good notes help managers fix the real issue faster.
GlossaryOpen page names in plain words when someone is unsure where to go.
Dashboard

Your quick view of what needs attention today.

Daily Tasks

A focused list of operational items that need follow-up.

Inventory

The master list of items, photos, preferred brands, approved alternate brands, barcodes, costs, par levels, and current counts.

Counts

The page used while walking a storage area and counting what is on hand.

Recipes

Recipe and menu product mapping for cost and margin review.

Restock

Suggested purchase quantities grouped by supplier.

Waste Log

A record of product that was spilled, expired, damaged, discarded, or photographed for manager review.

Business Reports

Owner and accountant views for inventory value, purchases, cost, waste, and changes.

Change Log

A history of important inventory and order changes.

Stock Variance

A comparison of expected use against current inventory signals.

Alerts

In-app and optional email rules that admins control by alert type and recipient.

Support Center

The in-app help dialog with quick help first, collapsible common answers, and screenshot attachments when a person is needed.

POS Connection

The active POS provider area for Square, Clover, Toast Standard API, or Shopify Admin API catalog and order-history imports on supported plans.

Need help while learning?

Signed-in users should use the in-app Support button so the KitchenInvy team can see the page context. Users who cannot sign in can use the public support page.

Open supportSign in