Workplace knowledge

What you can do here

1. Use Workplace knowledge for instructions your team needs to look up, such as how to open the patio or hand over a shift.
2. Employees can read published instructions. People with permission to manage Workplace knowledge can also write, change, publish and archive them.

Your establishment must have this feature turned on, and you need permission to read it. Your administrator can check your access. Your job title alone does not give you editing permission.

A draft is work you have saved but have not shared with employees yet. Other people who manage Workplace knowledge can see it. Published means employees can read it. Archived means it is hidden from employees but kept for managers.

A version number tells you which saved copy you are reading. Use Tasks to assign work that someone needs to complete, and House Recipes for food and drink instructions.

Find and read instructions

1. Open More on mobile or Tools & settings on desktop. Under Daily operations, choose Workplace knowledge.
2. Enter a word from the title in Search workplace knowledge, then choose Search. For example, search for “patio” to find “Opening the patio”. Search looks at titles, not the instructions inside them.
3. Choose a title to read the full instructions. Choose it again to close them.
4. Use Next or Previous to move between pages. Choose Clear search to see all procedures you can access.

If you manage Workplace knowledge, you may be reading a draft. The notice “The team still reads published version …” tells you which copy employees see. They keep seeing that copy until you publish the update.

Ask your manager if the instructions are unclear or out of date. Your establishment writes them.

Write a new procedure

1. Open Workplace knowledge and choose New procedure. You need permission to manage Workplace knowledge to see this button.
2. Fill in Procedure title and Procedure text. Give the procedure a clear name, such as “Opening the patio”.
3. Write one step per line, in the order someone should follow them. For example: “1. Check that the exits are clear. 2. Inspect the tables and chairs. 3. Report damage to the shift lead.”
4. Choose Save draft. The form closes and “Knowledge change saved.” appears. Your draft is saved, but employees cannot read it yet. Follow “Publish instructions for your team” when it is ready.
5. To leave without saving, choose Cancel. If asked, choose Keep editing to return to your draft or Discard changes to leave without saving your edits.

Both fields are required. The title can have up to 120 characters and the instructions up to 8,000. If you cannot find a saved draft, choose Clear search; your search may be hiding it.

Change an existing procedure

1. Open the procedure and choose Edit draft.
2. Change Procedure title or Procedure text, then choose Save draft. The form closes and “Knowledge change saved.” appears.
3. Open the procedure to check your changes. When they are ready for employees to use, follow “Publish instructions for your team”.

Saving changes does not replace the instructions employees see. For example, you can work on new closing instructions while the team keeps reading the published copy. Each saved update gets a new version number.

Publish instructions for your team

1. Open the saved procedure and choose Review publication. This button appears when the current version has not been published.
2. In Review knowledge change, read the title and instructions. Check that this is the copy your team should use.
3. If you need to change anything, choose Cancel. Use Edit draft, save your changes, then choose Review publication again.
4. When everything is ready, check “I reviewed this procedure and change.” and choose Confirm change.
5. The review closes and “Knowledge change saved.” appears. The procedure now shows Published, and employees with reading access can see this version.

Put away old instructions or bring them back

1. Open the procedure you no longer want employees to use and choose Archive. For example, you might archive patio instructions when that area closes permanently.
2. In Review knowledge change, check that you have the right procedure. Check “I reviewed this procedure and change.” and choose Confirm change.
3. The procedure now shows Archived. Employees can no longer see it. People who manage Workplace knowledge can still open it.
4. To bring it back, open the archived procedure and check the instructions. Use Edit draft and Save draft if anything needs updating.
5. Choose Review publication, check the instructions and the review checkbox, then choose Confirm change. The procedure is published again and employees can read it.

Archive keeps the procedure; it does not delete it. Saving changes to an archived procedure does not bring it back for employees. You need to publish it again.

Download, print or save a PDF

1. Search for the procedures you want to include. To include all procedures you can access, choose Clear search.
2. Choose Export / Print. Read Scope to check what is included, then check the number of records. Each record is one procedure.
3. Review the text, Status and Version. Team publication tells you which version employees can read. If you manage Workplace knowledge, your report also includes drafts and archived procedures, so check it before sharing.
4. Choose Export CSV to download a file you can open in a spreadsheet app. It includes the full instructions.
5. Or choose Print / Save as PDF. In your browser’s print window, choose a printer or Save as PDF if your device offers it, then finish printing or saving.

The preview shows up to 50 procedures. Downloads and prints include all matching procedures across every page.

Employees can export only published procedures they can access. A manager’s report uses the latest saved text, which may differ from the published copy employees see.

Share workplace instructions only with people who should have them. Downloaded and printed copies do not update when someone changes the procedure.

Get help when something goes wrong

1. Cannot find Workplace knowledge? Check that you are in the right establishment. Ask your administrator to check that the feature is turned on and you have reading access. If New procedure or Edit draft is missing, ask them to check your editing permission.
2. Cannot find a procedure? Choose Clear search or try one word from its title. It may still be a draft that your manager needs to publish. If a page is empty, use Previous to go back when that button is available.
3. Cannot load the procedures? Choose Try again if it appears. If Oomūli says your change was saved but the list could not reload, refresh the page.
4. Not sure your change saved? Choose Retry save safely if it appears. This checks the same change again without creating a duplicate. Do not start a second procedure to repeat the save.
5. See “The source changed. Reload and review it again.”? The saved procedure has changed since you opened it. Copy any unsaved text you want to keep, close the form, refresh the page and open the procedure again. Read the latest copy before making your changes.
6. Cannot export or print? If the report is empty, clear or change your search. If it is too large, search for fewer procedures. If the records changed while the report was being prepared, refresh and choose Export / Print again.
7. Still need help with the app? Open More on mobile or Tools & settings on desktop, then Help & feedback. Tell us what you tried and what message appeared. For questions about the instructions themselves, ask your manager.