Search Help Articles

Show weather, wind and tide at check-in

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

What are Rules & Automations?

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

Create your first automation

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

Actions explained

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

Add manager notes to the handover report

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

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.

My automation did not fire

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

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.

Apply a rule to specific locations

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

The check-in panel is not showing

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

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.

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.

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.

Routines and Checklists

Build recurring checklists with rich field types, schedule them flexibly, assign them, and change them later.

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.

Customer Complaints

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

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.

Regional & Unit Settings

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

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.

Documents and Staff Sign-Off

Upload policies, require staff signatures, track sign-off, and let AI extract key data from what you upload.

Completing Tasks & Checklists on Mobile

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

Admin Panel vs Mobile App

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

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.

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.

Manager Mode on the Mobile App

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

Allergen Matrix

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

Your Compliance & Profile in the App

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

Preparing for an EHO / Inspection Visit

Use the EHO Visit Dashboard to show an inspector everything they ask for from one read-only screen.

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.

Alerts & Notifications

Notification Settings

Choose what notifies you and how, and the best ways to get a message to the whole team today.

Location Monitoring: Noise, Capacity & Refusals

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

Inviting and Managing Team Members

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

Reporting Incidents, Accidents & Near-Misses

Log incidents, accidents, and near-misses, investigate them, and keep the evidence insurers and inspectors expect.

Legal Guidance

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

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.

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.

Food Safety & Hygiene Records

See completed temperature, cleaning, and food safety checks, with completion status and filters.

Generating & Signing Off Your SFBB Pack

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

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.

Alerts & Notifications

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.

Reviewing Records & Sign-Offs (Manager)

Review and approve submitted records, chase document sign-offs, and clear handovers from manager mode.

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.

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.

A routine is showing up twice

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

Checking your hours

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

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.

Connecting Square

Connect your Square account so takings arrive every half hour, with thirteen months of history to start from.

The App for Contractors

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

The till is not syncing

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

Approving hours and timesheets

How Paddl works out what was worked, what the flags mean, and how to correct a line.

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.

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.

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.

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.

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.

The rota and closed sites

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

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.

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.

Building your first rota

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

Eligibility warnings on the rota

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

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.

Managing Visitors

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

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.

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.

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.

Staff Inductions

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

Maintenance Reporting

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

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.

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.

Logging Temperature Checks

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

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.

Areas & Rooms

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

The Calendar (Month View)

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

Maintenance Jobs & Appointments

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

Staff are not getting push notifications

If reminders and alerts are not reaching a phone, the cause is usually the device, the notification settings, or the type of task.

Your Profile & Security

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

Tax Reliefs

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

Alerts & Notifications

Understanding Alerts

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

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

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

Recording Pest Control

Log routine pest checks, record sightings, and keep contractor visit reports ready for inspection.

How Paddl Pricing Works

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

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.

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.

Setting Up Regions

Group your locations into regions for cleaner multi-site management on enterprise accounts.

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.

Importing Data with CSV

Bulk-load equipment, suppliers, and allergens from a spreadsheet instead of adding them one at a time.

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.

Equipment Management

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

Setting Up Your Business Profile & Locations

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

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.

Getting Started with Paddl

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

Exporting hours to payroll

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

Assigning Maintenance Work

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

Downloading the Paddl App

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

Using Offline Mode

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

How Do I Review or Update My HACCP Plan?

Use Review with AI to check an existing HACCP plan against your current menu, allergens and chemicals, apply the suggested changes, and sign off a review.

Smart Document Uploads & AI Setup

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

Monitoring Customer Reviews

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

PAT Testing

Store PAT certificates against your equipment, track retest dates, and schedule testing visits.

Generating an Audit Pack

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

COSHH Management

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

Staff Training & Compliance

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

Managing Contractors

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