A restaurant deployment chart that knows who's trained

1. Step 1

   Bring in the week

   Upload the HotSchedules Extended Schedule Report, or a spreadsheet. The sheet now knows who is in, and from when to when.

2. Step 2

   Open Lunch rush

   Each part of the day has its own page with your stations on it. You decide how many spots each one gets.

3. Step 3

   Put your regulars where they go

   Drag the people you always place onto their spots. Fill won't overwrite those.

4. Step 4

   Fill the rest

   Fill empty spots uses whoever is left and signed off on each station. Anything it can't fill stays blank, the same as on paper.

5. Step 5

   Print it

   One page for each part of the day, with names, hours, breaks and the tasks list. Or leave it open on the office tablet.

Someone on Front Counter is scheduled until one. A little before they go, a small note shows up on the sheet with how many minutes they have left. Tap Replace for the best free person, or Choose someone else to see everyone who could stand there, best fit first, with their hours, their comfort level and when they arrive if they aren't in yet.

Pick someone and, before you confirm, it tells you in one line who takes the spot and who comes off it. Nothing else on the sheet moves unless you move it. There are no red alerts and no gap counts.

Fill only uses people marked Comfortable on a station, and on day one nobody is marked. So that comes first. On the Team Members page, choose Bulk edit, tick everyone who already runs Drive-Thru Window, choose Set comfortability, and pick that station. Do the same for each station you staff. People you aren't sure about stay unmarked until a trainer watches them.

From then on, trainers score people on shift against your own station checklists. When someone scores under your passing bar, the evaluation suggests marking them down on that station, and the trainer decides. The cross-training matrix shows the same marks across the whole crew.

Say you keep moving the same closer onto iPOS on Tuesday nights. Once Fill has seen that change on at least three days, it uses the habit to choose between people who are already signed off. Only changes made during the shift count, and if a day went sideways, you can tell it not to learn from that day.

Put a trainee on the same line as their coach so both names are on the sheet and the shift lead can see the pairing. Breaks sit next to each name, and you can change one from the spot. Side work goes on a tasks card with a time for each. You assign tasks yourself and tick them off when they're done.

The crew doesn't need an account or the app. Print the sheet and pin it up. This is the lunch page from the demo store, as it comes off the printer.