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Frequently Asked Questions (FAQ)

This section answers the most common questions about the F4E AppSheet system. If you don't find your question here, please contact [email protected].

Getting Started​

Q: How do I get access to the F4E AppSheet system?​

A: Contact your administrator or area lead to request access. You'll need to provide your email address and specify your role (Kitchen Manager, Area Lead, School Coordinator, or Administrator).

Q: What devices can I use with the F4E AppSheet system?​

A: The system works on both Android and iOS devices. You can also access it through a web browser on computers, though the mobile app provides the best experience.

Q: Do I need internet connection to use the system?​

A: The system works offline for most functions. Data is synced when you have an internet connection. However, some features like real-time updates and external system integration require internet connectivity.

Q: How often should I sync my data?​

A: Sync your data at least once daily, preferably at the beginning and end of your workday. The system will automatically sync when you have internet connection, but manual sync ensures you have the latest data.

App Usage​

Q: The app is running slowly. What should I do?​

A: Try these steps:

  1. Close and restart the app
  2. Clear the app cache in settings
  3. Check your internet connection
  4. Close other apps to free up memory
  5. Restart your device if the problem persists

Q: I can't see some data that I know should be there. What's wrong?​

A: This could be due to several reasons:

  1. Sync issues: Pull down to refresh or force sync
  2. Permissions: Check if your role has access to that data
  3. Filters: Look for active filters that might be hiding data
  4. Date range: Ensure you're looking at the correct date range
  5. Data not yet created: The data might not have been entered yet

Q: How do I update my profile information?​

A: Go to the app settings or profile section and update your information. Changes will be synced automatically. If you need to change your role or permissions, contact your administrator.

Q: Can I use the app on multiple devices?​

A: Yes, you can use the app on multiple devices with the same account. Your data will sync across all devices. However, avoid using multiple devices simultaneously to prevent data conflicts.

Meal Planning​

Q: How do I create a meal plan?​

A: Only administrators and area leads can create meal plans. Go to the Meal Plans section, tap the "+" button, and fill in the required information including date, kitchen type, menu, and program type.

Q: Why can't I see the meal plan I just created?​

A: After creating a meal plan, the system needs to process it and create individual plans for each kitchen. This may take a few minutes. Check the Plans section to see the individual kitchen plans.

Q: Can I modify a meal plan after it's been created?​

A: Yes, you can modify meal plans if you have the appropriate permissions. However, changes may affect existing projections and consumption data, so be careful when making modifications.

Q: What happens if I mark a day as a holiday?​

A: When you mark a day as a holiday, the system will automatically delete any existing plans for that date and kitchen type, and no new plans will be created.

Projections and Consumption​

Q: How do I enter projections for my school?​

A: As a school coordinator, go to the Projections section, select your school, and enter the projected numbers for students, staff, and teachers. The system will automatically calculate consumption based on these projections.

Q: Why are my consumption calculations incorrect?​

A: Consumption calculations depend on several factors:

  1. School BOM: Ensure your school's BOM type is correctly configured
  2. Projection numbers: Verify your projection numbers are accurate
  3. Ingredient quantities: Check that ingredient quantities in the system are correct
  4. Meal type: Ensure the correct meal type is selected

Q: Can I adjust consumption quantities after they're calculated?​

A: Yes, you can adjust consumption quantities, but this will affect picking lists and inventory calculations. Make sure to coordinate with kitchen managers when making adjustments.

Q: What's the difference between planned and actual quantities?​

A: Planned quantities are calculated based on projections and recipes. Actual quantities are what was actually used during meal preparation. Tracking both helps with future planning and waste reduction.

Picking Lists​

Q: How are picking lists generated?​

A: Picking lists are automatically generated when a plan becomes active. The system creates picking records for all required ingredients based on consumption calculations.

Q: Can I modify picking lists?​

A: Yes, you can modify picking lists, but changes should be coordinated with kitchen managers and consumption data. The system will recalculate quantities based on consumption updates.

Q: Why are some products missing from my picking list?​

A: Products are only included if:

  1. They're used in the meal recipe
  2. They're available in the product master
  3. They're required based on consumption calculations
  4. The school's BOM type includes them

Q: How do I mark items as picked?​

A: In the Picking section, you can update the actual quantities picked and mark items as completed. This helps track what was actually picked versus what was planned.

Inventory Management​

Q: How do I record stock adjustments?​

A: Go to the Inventory section, select Stock Adjustments, and enter the adjustment details including item, quantity, reason, and any comments. Ensure you have the appropriate permissions to make adjustments.

Q: What's the difference between stock adjustments and stock counts?​

A: Stock adjustments are corrections made to inventory records (e.g., correcting data entry errors). Stock counts are physical counts of actual inventory on hand.

Q: How often should I perform stock counts?​

A: The frequency depends on your kitchen's operations, but typically:

  • High-value items: Weekly or bi-weekly
  • Regular items: Monthly
  • Low-value items: Quarterly

Q: Can I export inventory reports?​

A: Yes, you can export various inventory reports from the Reports section. Select the report type, date range, and format (PDF, Excel, CSV).

Technical Issues​

Q: The app keeps crashing. What should I do?​

A: Try these steps in order:

  1. Force close the app and restart it
  2. Clear the app cache
  3. Restart your device
  4. Uninstall and reinstall the app
  5. Contact support if the problem persists

Q: I'm getting sync errors. How do I fix them?​

A: Sync errors can be caused by:

  1. Network issues: Check your internet connection
  2. Data conflicts: Try syncing from a different device
  3. App version: Ensure you're using the latest version
  4. Server issues: Wait a few minutes and try again

Q: How do I report a bug or technical issue?​

A: Contact [email protected] with:

  • Description of the issue
  • Steps to reproduce it
  • Screenshots if possible
  • Your device information
  • Any error messages

Q: Is my data secure?​

A: Yes, the system uses industry-standard security measures:

  • Data is encrypted in transit and at rest
  • Access is controlled through role-based permissions
  • All actions are logged and auditable
  • Regular security updates are applied

User Roles and Permissions​

Q: What can I do with my current role?​

A: Your permissions depend on your role:

  • Kitchen Manager: Daily operations, consumption tracking, picking lists
  • Area Lead: Multi-kitchen oversight, reporting, resource planning
  • School Coordinator: School data, projections, BOM configuration
  • Administrator: System configuration, user management, all features

Q: How do I request additional permissions?​

A: Contact your administrator or area lead to request additional permissions. Explain why you need the additional access and how it will help with your responsibilities.

Q: Can I change my role?​

A: Role changes must be approved by an administrator. Contact [email protected] to request a role change.

Q: Why can't I see certain features?​

A: Features are restricted based on your role and permissions. If you believe you should have access to a feature, contact your administrator to verify your permissions.

Reporting and Analytics​

Q: How do I generate reports?​

A: Go to the Reports section, select the report type you need, choose your date range and filters, then generate the report. You can export reports in various formats.

Q: What reports are available?​

A: Available reports include:

  • Daily operations reports
  • Consumption tracking reports
  • Inventory reports
  • Performance metrics
  • Financial reports
  • Custom reports (for administrators)

Q: How often are reports updated?​

A: Most reports are updated in real-time as data is entered. Some complex reports may take a few minutes to generate, especially for large date ranges.

Q: Can I schedule automatic reports?​

A: Yes, administrators can set up scheduled reports that are automatically generated and sent via email. Contact your administrator to set up scheduled reports.

Data Management​

Q: How long is data kept in the system?​

A: Data retention policies vary by data type:

  • Operational data: Typically 2-3 years
  • Historical data: 5+ years for trend analysis
  • Audit logs: 7+ years for compliance
  • Archived data: Indefinitely in secure storage

Q: Can I export my data?​

A: Yes, you can export data in various formats (CSV, Excel, PDF) depending on your permissions. Contact your administrator if you need bulk data exports.

Q: What happens if I accidentally delete data?​

A: Contact support immediately. The system maintains backups and audit trails, so data can often be recovered. However, the sooner you report the issue, the better the chances of recovery.

Q: How do I correct incorrect data?​

A: You can correct most data directly in the app if you have the appropriate permissions. For complex corrections or historical data, contact support for assistance.

Support and Training​

Q: How do I get training on the system?​

A: Training is available through:

  • This documentation
  • Video tutorials in the app
  • Live training sessions (contact support to schedule)
  • On-site training for teams

Q: Who do I contact for support?​

A: Contact [email protected] for:

  • Technical issues
  • Permission problems
  • Data corrections
  • Training requests
  • General questions

Q: What information should I include when contacting support?​

A: Include:

  • Your name and role
  • Description of the issue
  • Steps you've already tried
  • Screenshots if relevant
  • Your device information
  • Any error messages

Q: How quickly will I get a response?​

A: Response times vary by issue type:

  • Critical issues: Within 2 hours
  • General support: Within 24 hours
  • Training requests: Within 48 hours
  • Feature requests: Within 1 week

Still have questions? Contact [email protected] for personalized assistance, or check the Troubleshooting Guide for more detailed solutions.