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How Paddl Pricing Works

Understand per-location pricing, what every location includes, and how extra users and storage are charged.

The App for Contractors

How contractors sign in, keep credentials current, sign documents, see their events, and track their hours.

Inviting and Managing Team Members

Invite staff, choose roles, organise people into groups, and understand what each role can do.

Managing Visitors

Log visitors quickly or send a self sign-in link, capture badge details, and keep an on-site record.

Allergen Matrix

Build an accurate allergen matrix with AI, track may-contain and removable allergens, import in bulk, and keep it current.

Publishing an Update to a Master

Change a master, publish the update with a change note, choose who gets it, and make it Required with a due date and locked sections.

My automation did not fire

Work through the usual reasons a rule did not run or create its task.

The check-in panel is not showing

Steps to take when staff check in but see no weather or tide panel.

Weather or tide data looks wrong or missing

What to check when the check-in panel has no weather, wind or tide.

React when a temperature is logged out of range

Automatically create a corrective task and alert managers the moment a fridge or freezer is logged out of safe range.

Conditions explained

How weather conditions work, and how combining them controls when a rule fires.

Send staff a task when the forecast matches

Create a task automatically when the day is forecast sunny, hot or wet.

Apply a rule to specific locations

Run a rule everywhere or only at the sites it suits.

The Calendar

See tasks, equipment servicing, maintenance, and appointments on one calendar, and subscribe to it.

The demand band on the rota

The strip under each rota day shows how busy the site usually is, hour by hour, from up to thirteen weeks of takings.

Customer Complaints

Log complaints, categorise them, link a corrective action, and track resolution so patterns surface early.

Unfilled shift alerts

When Paddl tells you a published shift has nobody on it, how the till changes the order, and how the alert clears.

Organisation Roles

Admin, Library editor, Brand manager and Area manager, and how brand and area managers become managers in the businesses they cover.

Licensing Records

The weekly licensing check, Challenge 25 training and your licence documents, and the incidents a licensing officer will ask about.

Late and missed tasks

When a task becomes overdue, when it becomes missed, what "missed in the busiest hour" means, and how to resolve one.

PAT Testing

PAT certificates live under Documents in the PAT Testing category, linked to the equipment they cover, with retest reminders.

The Organisation Library

Keep master HACCP plans, SFBB packs, risk assessments, SOPs, documents and routines in one library, starting from what businesses already have.

Who can see sales and labour cost

Sales are owner-only unless the owner lets managers in. Labour cost has its own switch. What each setting exposes.

Connecting Zettle by PayPal

Create an API key in your Zettle account and paste it into Paddl, so takings and what sold arrive every half hour.

How Do I Review or Update My HACCP Plan?

Use Review with Paddy to check an existing HACCP plan against your current menu, allergens and chemicals, accept the changes you want, and record a review.

Organisations: Running Several Businesses Together

An organisation ties separate Paddl businesses together without merging them. What it is, who it is for, and what it can and cannot see.

Equipment Management

Track equipment, schedule servicing and PAT testing, attach manuals, and link items to your HACCP controls.

How accurate is the forecast, and when it says no

How the accuracy figure is measured, what moves it, and every reason a site can have no forecast.

Paddy's analysis

How Paddy reads your documents and records in each area, what a finding is, what you can do with one, and when the analysis runs.

What are Rules & Automations?

Set up rules that prompt staff and create tasks automatically based on real conditions like the weather and forecast.

Location Monitoring: Noise, Capacity & Refusals

One Records page for sound readings, capacity and refusals, which matter most for pubs, bars, nightclubs and late venues.

Logging Checks & Reports on the App

Use the Report tab to file deliveries, temperatures, accidents, incidents, fitness to work, complaints and maintenance: the same list as the admin panel.

Your Dashboard: Readiness and Requires attention

What Home shows when you sign in: how ready each site is for an inspection, the official food hygiene rating, and the four lists of what needs you.

Entering takings by hand or from a spreadsheet

Enter a day's takings, import a CSV of them, and what happens when an entry and the till disagree.

Recording Deliveries & Traceability

Check deliveries in against the supplier's paperwork, take chilled and frozen temperatures, and keep the batch detail you need for a recall.

The Inbox

What lands in the Inbox tab of the bell, who sees it, and how each item clears.

Getting Started with Paddl

Set up your account, configure your business, invite your team, and get your first checks running.

Admin Panel vs Mobile App

When to use the admin panel and when to use the app, and how managers move between them.

Turning an EHO Report into an Action Plan

Upload the inspection report under Documents, let Paddy draft action points from it, and track each one to closure.

Review with Paddy on my HACCP plan is not doing what I expect

Why Review with Paddy may suggest nothing, why you might not be able to apply a change, and how to avoid ending up with a duplicate plan.

I cannot type a decimal point in a number field

Why a number field would not accept 1.5 or a half, and how to get it working.

Staff Inductions

Set up an induction so new starters complete the right steps and sign the right documents on day one.

Letting Paddy suggest a week

Ask Paddy to draft a week of open shifts against the demand band and your labour target. It never publishes.

Exporting hours to payroll

The four formats, what is in the file, and what Paddl deliberately does not do.

Shared tablets: tapping in with a PIN

A tablet behind the bar can be used by the whole team without everybody sharing one login, so check-ins and messages are attributed to the right person.

Brands and Areas

Group businesses into brands by what they sell, and sites into areas by where they are, across businesses.

Using Offline Mode

How the app keeps working with no signal, what gets queued, and how it syncs when you reconnect.

Building your first rota

Draft a week, copy last week forward, and save a template you can reuse.

Scheduling checks around service

The routine editor shows the quiet windows in each site's day so a check lands in a lull, not the lunch rush.

What Ask Paddy can do for you

Ask Paddy can set up routines, book visits, draft paperwork, chase your team and build an audit pack. Here is what to ask for.

A routine is not showing up in the app

Work through the most likely reasons a routine is missing from a staff member's app, starting with the one that catches people out most.

Legal Guidance

Triage a tricky situation, link the report it relates to, see your insurance options, and export an evidence pack.

Reviewing an Organisation Update

For businesses: review an update from your organisation section by section, take or keep each one, and see what is locked.

Manager Mode on the Mobile App

Switch into manager mode for an overview of your team, compliance, sign-offs, and quick reporting.

Areas & Rooms

Divide a venue into the places work actually happens: the cellar, the customer WC, or all sixty guest rooms.

Delivery Notes

Turn a supplier's order confirmation or delivery note into a due delivery, with every product linked to your allergen chart.

Health & Safety Records

One page for the accident book, incidents, near-misses, fitness to work and your health and safety policy, with RIDDOR in brief.

Maintenance Jobs & Appointments

How a reported fault becomes a booked job, gets a deadline, and is tracked through to done.

Publishing a rota, and what the notice counter means

What staff see when you publish, and why Paddl records how much notice each change gave.

Managing Contractors

Set credential requirements, invite contractors, review their documents, and control access with events.

The labour cost report

What the rota will cost against what the approved hours cost, by site, person and day, and as a share of sales.

Switching Between Businesses & Adding a New One

Use the business switcher to move between businesses you belong to, and add a new business with its own billing.

Create your first automation

Use a starter template to set up a working rule in a couple of minutes.

I hit a limit or got a payment prompt

Being stopped from adding a location, a user, or a file usually means you have reached what your current plan includes.

Eligibility warnings on the rota

What each warning means, and why Paddl warns you rather than stopping you.

Downloading the Paddl App

Where to get the Paddl Assist app and how to log in the first time.

Notification Settings

Choose what notifies you and how, set quiet hours, and get a message to the whole team.

Marking something as not applicable

Take an item off what Paddl expects of your business, for one site or all of them, with a reason that stays on record.

Staff Training & Compliance

Assign training modules, run assessments and certificates, manage renewals, and read the compliance matrix.

The Fire Log Book

Weekly alarm tests, emergency lighting, extinguisher and fire door checks, and drills: one routine category, exported as its own section.

Handovers

Where handover and end-of-day reports live in the admin panel, how to acknowledge one, and what the Handovers module switches on.

Assigning Maintenance Work

Give a job to a person, a team or a contractor, and make sure the person it lands on is told.

Supplier Approval

Record when you approved each supplier and when to review them, and clear the Supplier approval chip on the Food Safety Records page.

A document is not showing for staff to sign

When a policy or document does not reach the people who need to sign it, check whether it is archived, who it is assigned to, and where they are.

Paddy in an Organisation

What Paddy answers on the organisation's pages, writes in its library and answers inside a member business, what it never sees, and actions you confirm on a card.

A temperature log or report is missing

If a reading or report you expected is not in the records, check where and how it was logged before assuming it was lost.

Reading a message in your own language

A message written in another language shows a Translate link. Nothing is translated until somebody asks, and the original is always a tap away.

Add manager notes to the handover report

Leave attributed notes on the day's handover so the next shift knows what changed.

Generating & Signing Off Your SFBB Pack

Generate a Safer Food Better Business pack, assign it, sign off, and stay current with regulatory updates.

Open shifts and swaps in chat

Publish a week and the unfilled shifts land in the site channel as cards staff can claim, and a shift somebody cannot work can be given away from the thread.

Exports, retention, legal hold and privacy

Export a conversation as a PDF for an inspector or a solicitor, set how long messages are kept, and understand when an owner can open a direct message.

Broadcasts and acknowledgements

Send one message to everyone, a site, a group, a role or an employment type, and get a report of who read it and who acknowledged it.

Switching Modules On and Off

Choose which parts of Paddl your business uses under Settings > Modules, and what happens to the pages, alerts and Ask Paddy when one is off.

Setting Up Regions

Group your locations into regions for cleaner multi-site management, on enterprise accounts and for businesses in an organisation.

Regional & Unit Settings

Choose temperature units and date format, and understand how your country changes the app.

Understanding Alerts

What Paddl alerts mean, how they are raised, and how to clear them before an inspection.

Documents and Staff Sign-Off

Upload certificates, policies and reports by category, track expiry and review dates, require staff signatures, and let AI extract key data from what you upload.

Checking your hours

Where to find what you have worked this period and whether your manager has approved it.

Your Compliance & Profile in the App

See your own training, documents, certificates, and compliance score, and change your app settings.

Seeing your shifts in the app

Where your rota lives in Paddl Assist, and what the times mean.

Checking In to Your Location

Check in to your venue so the right tasks appear, switch location, and check out at the end of your shift.

Submitting Handover & End-of-Shift Reports

Raise handover notes at the end of a shift, see how the next shift picks them up at check-in, and where managers review them.

Contracts & Agreements

Store supplier and service contracts, surface the key terms with AI, and get warned before auto-renewals.

Tax Reliefs

Answer a few questions and let Paddl estimate the tax reliefs your business may be leaving unclaimed.

Head Office Messages and Broadcasts

Talk to each business in its Head office channel, and send broadcasts to your businesses with read and acknowledgement reports.

Finding Your Way Around

The sidebar and its sections, searching for any page, the Settings home, the bar at the bottom of a phone screen, and what the colours of Paddl's messages mean.

Your Profile & Security

Change your name, email, and password, set a profile photo, and turn on two-factor authentication.

Recording Pest Control

Routine pest checks, sightings and contractor visits on the Pest control chip of the Records page, with visit reports under Documents.

Inspection Readiness

One ring per inspector, one page per inspector grouped by what they score, your visits and internal audits, and the audit pack from the header.

Food Safety Records

One Records page for food safety: chips for each kind of check or report, Checks and Reports tabs, filters, resolving and export.

Your Food Hygiene Rating

Link each site to its official FSA listing, read the rating and the three scores behind it, and hear about every change.

Ask Paddy cannot answer a question or will not do something

Why Paddy comes back with nothing, why it sometimes declines an action on purpose, and what to do about each.

A staff member is blocked from a task or area

Some tasks and areas are gated behind required training or a role, so a block is often working as intended until the requirement is met.

A maintenance job is not showing, or nobody was told

A job that will not appear on somebody phone, an assignment that told nobody, or a request that never became a job.

Equipment is missing or not raising service alerts

A fridge that will not appear when logging temperatures, or a service reminder that never arrives, usually comes down to its status.

An alert is not being raised

When you expect Paddl to flag something and it does not, check whether the alert was already handled or whether the thing it watches is switched off.

A routine is showing up twice

A duplicated routine almost always means it has been assigned in two overlapping ways to the same person.

A routine is not generating any tasks at all

When a routine creates no tasks for anyone, the cause is usually the routine setup itself rather than who can see it.

Setting Up Your Business Profile & Locations

Configure business details, add each venue, and set opening hours, timezones, and monitoring thresholds.

Approving hours and timesheets

Payroll lists every shift in the dates you pick: what the flags mean, how to correct a time, and what approving covers.

Confirming and cancelling Paddy actions

Ask Paddy always shows you what it is about to do and waits for you to confirm. Here is how that works and what gets recorded.

A person at a glance

Click a name on the rota, Payroll, Requests or Reports to see their hours, pay, holiday and anything worth knowing, without leaving the page.

Leave requests and holiday

Where requests for time off arrive, what the review shows before you decide, and booking leave for somebody yourself.

The rota and closed sites

What happens to shifts and alerts when a site is shut for a refurbishment or a holiday.

Staff availability

Which days people have said they cannot work, how it shows on the rota, and recording it for somebody yourself.

Show weather, wind and tide at check-in

Give staff live conditions for their location the moment they check in.

PPM Certificates under Documents

Complete a planned maintenance visit with its certificate attached and Paddl files it under Documents, with an expiry worked out from the interval.

Closing a Site for a Period

Tell Paddl a location is shut between two dates so no tasks are created for those days, and clear any that already were.

Importing Data with CSV

Bulk-load equipment, suppliers, and allergens from a spreadsheet, with Paddy reading it for you, instead of adding them one at a time.

Actions explained

The things a rule can do when it fires, from showing a panel to creating a task.

Recording tips and how they were shared

Enter a tip pot per period, share it over approved hours, and keep the record the law now asks for.

Records: Checks, Reports and Evidence

The three kinds of record Paddl keeps, where each one lives, and what a dot or a missing row is telling you.

Staff are not getting push notifications

If notifications are not reaching a phone, the usual cause is the phone itself blocking Paddl, even when every switch inside Paddl is on.

We keep getting logged out on a tablet

Why a shared tablet seemed to log itself out or "expire" mid-shift, and how the device PIN replaces that.

Reporting Incidents, Accidents & Near-Misses

File incidents, accidents and near-misses on the Health & safety page, review them, and keep the evidence insurers and inspectors expect.

Logging Temperature Checks

Log fridge, freezer, cooking, and hot-holding temperatures, with the safe ranges and what to do when a reading is out.

Maintenance Reporting

What you spent, where the backlog is, which places keep breaking, and what the landlord should be paying for.

Business Rates Intelligence

Upload your rates bill and let Paddl check the figures, find relief, and verify against published valuations.

Monitoring Customer Reviews

Bring your reviews into Paddl, read the AI sentiment and themes, catch compliance flags, and see who was on shift.

Fire & Safety Records

One Fire & Safety Records page with chips for the fire log book, fire safety checks and first response, with certificates under Documents.

Insurance, licences and lease

See what your business is expected to hold, what you hold and when it renews, and mark what does not apply.

Completing Tasks & Checklists on Mobile

Find your tasks, filter by day or status, work through the items, and catch up on anything missed.

COSHH Management

Keep a digital COSHH register with safety data sheets, hazard info, PPE, and first aid for every chemical.

Creating, Editing & Exporting HACCP Plans

Generate a HACCP plan with AI from your menu, allergens and COSHH, review and update it with AI, manage CCPs, run reviews and sign-off, and export to PDF.

Smart Document Uploads & AI Setup

Upload your existing paperwork and let Paddl read it to build your allergens, HACCP, knowledge base, and more.

Planned Maintenance (PPM)

The checks and services that should happen on a cycle, from a catalogue of what a UK hospitality site is expected to do.

Routines and Checklists

See today's tasks across your sites, build recurring checklists with rich field types, schedule them flexibly, assign them, and change them later.

Knowledge Hub and Ask Paddy

Build a searchable knowledge base, and use Ask Paddy to answer questions from it and to set work up for you.

Generating an Audit Pack

Pull all your compliance documents into one downloadable ZIP, ready to hand to an EHO or inspector.

Preparing for an EHO / Inspection Visit

Readiness in the weeks before, the EHO visit page on the day, and the Audit Pack when they want a file.

The till is not syncing

Work through a Square connection that shows an error, was revoked, or has stopped sending takings.

What the till sync brings in

What Paddl reads from Square, how often, how long a day keeps settling, and which features each figure feeds.

Mapping Square locations to your sites

Pair each Square location with the Paddl site it feeds, and what happens to the locations you leave unmapped.

Reading the sales forecast

What the expected figure and the likely range mean, what drives them, and what the notes on a day are telling you.