How the apps work together

Mihwar’s eight apps hand work to each other by themselves. When something goes wrong in one, the next step opens in the right app, for the right people — nobody has to remember to tell anyone, and everything stays on the record. This page lists every connection and what you will see when it happens.

A fridge reads too warm on the morning checklist — what happens next, by itself
ChecklistsThe fridge reads 9 °CA cook records it. The step is critical.
Follow-upsA follow-up opensAt the branch, with the reading and the photo.
Work ordersA work order goes outFor that fridge, linked to the follow-up.
Follow-upsFixed, checked, closedA second person checks the fix.
The follow-up can’t be sent for checking or closed while its work order is still open.

What starts what

When something goes wrong, a follow-up opens itself

A follow-up is a problem someone must fix — and then show that the fix held. These open one without anyone pressing a button:

  • A critical checklist step is not met — or a reading on it is outside its limits. A follow-up opens at once at that branch, owned by the branch’s follow-up manager, with the reading, the note and the photo. One run and one step open one follow-up, never two.
  • That step is on a piece of equipment — a work order opens too, for that machine at that branch, with the cook’s photo. If the machine already has a work order open, the new failure is added to it as a line instead. The work order is linked to the follow-up.
  • An inspection finds something (Quality). A critical item below its target opens a follow-up at once; every other finding opens one when the inspection is submitted, owned by the person named responsible and due in a week, three days or a day by how serious it is (head office can change these times in Follow-up rules). A maintenance note opens a work order. A finding the inspector takes back cancels its new follow-up. Head office can ask for a photo of the fix before a follow-up from an inspection closes.
  • A critical inspection item is on equipment — a work order opens for that branch’s machine: the one the item names if it is at the branch, else the branch’s only machine of that kind; when there is none, or several, the work order opens at the branch and says which kind to check.
  • A delivery arrives with a problem — short, damaged, over or with a substitute: when the branch marks it on receiving, a follow-up opens at the branch with those lines. The warehouse answers it from its own list — whose mistake it was — and the answer lands on the branch’s follow-up. The warehouse never opens or closes it.
  • A work order is marked high or critical — a follow-up opens, so the repair gets a cause, not just a fix.
  • A machine keeps breaking — when a work order on a machine is marked fixed and that machine has had three breakdown work orders in 30 days, a follow-up opens for the pattern. If the machine already has one open, the new breakdown is noted on it, it is raised one step, and its owner and managers are told. Scheduled maintenance doesn’t count.
  • The same problem keeps happening — when the same critical step or inspection item fails again and again at a branch, or the same supplier’s deliveries or the same machine keep having problems, a “Keeps happening” follow-up opens, one step more serious than the worst of them. The usual number is 3 times in 30 days; head office changes it under Problems that keep happening in Follow-up rules. Mihwar checks every 6 hours.
  • A checklist run goes overdue — the steps head office set for that checklist run by themselves: tell people, give the run to someone else, open a follow-up, or skip it with a note on the record.

The other way round: a Quality form set to When a follow-up opens starts an inspection at the branch of every new follow-up, once for each, due an hour later. A follow-up opened by a breach on one of those inspections doesn’t start another.

By hand — on a follow-up, Open a work order makes one that stays linked to it; in Checklists’ Review, Open follow-up turns a checklist that keeps being missed into one; in Quality, a mock audit’s Submit audit + open follow-ups makes one follow-up for each gap; and after a delivery is checked in, Print labels for this delivery offers its labels.

When a procedure must be signed first

In Documents, your team reads a procedure and signs it. Other apps can wait for that signature:

  • A checklist step or an inspection item can ask for a procedure to be signed first: the person doing it must have signed its current version. When a change asks everyone to sign again, a run already under way asks again at that step. A step can also ask for a certificate — then only someone whose signature on that document is current can finish it.
  • A shift type can ask for documents to sign first: Scheduling gives its shifts only to people who have signed their current version — checked when a shift is added, moved, copied, given to someone else and sent.
  • A follow-up can be tied to a procedure: before it closes, the person who checks it must sign that procedure — a signature from before the follow-up opened doesn’t count.
  • Retraining — on a follow-up, a manager taps Book retraining to book a training shift for the person at that branch. It is booked for this time tomorrow, rounded up to the full hour, two hours long, and sent at once; the person and the branch’s managers are told, and a work rule never stops it. It needs Scheduling to be on, and the person to work at that branch.

Deliveries

Eight crates of ten arrive
BranchThe branch records itWhat came, what didn’t, with a photo.
Follow-upsA follow-up opensAt the branch, with the short lines.
WarehouseThe warehouse answersWhose mistake it was.
BranchThe branch finishes itWith the answer on it.
  • Every delivery received — a transfer from the warehouse at a branch, or a supplier’s order where it arrives — opens that place’s Per delivery inspections, once for each delivery, named after it (“Delivery from Central-Kitchen”) and due an hour later.
  • Short or damaged — see when something goes wrong. The whole flow is in Warehouse & deliveries.

Prep, labels and batches

From a prep step to a labelled tray
ChecklistsThe prep step passesA cook ticks the recipe’s step.
LabelsIts label printsOr waits at the branch to be printed.
QualityThe batch check opensIf you inspect that recipe per batch.
  • A checklist step tied to a recipe, ticked and passed — the dish’s label prints by itself, with its use-by and allergens worked out from the recipe: on the branch’s network printer, or it waits on the branch’s list of labels waiting to print. Once for each run and step. A step that fails never prints a use-by label.
  • A prep label printed at a branch — one tap or the start-of-shift batch, not a reprint — opens the branch’s Per batch inspections that cover the recipe, once for each print, named after the batch.
  • A recipe gains an allergen — labels still in use that declare fewer allergens show Needs reprinting in Print history, and the branches holding them are told.
  • A label printer doesn’t answer — Report a fault on it opens a fault report in Work orders, at its branch.

Shifts

  • Checks that follow shifts — an inspection set to At each shift opening opens half an hour before each shift starts and is due half an hour in; one set to At each shift closing opens an hour before the shift ends and is due as it ends. Only shifts sent to the team count. A shift cancelled before anything was recorded cancels its check.
  • Checklist reminders — a checklist’s “due soon” reminders and the overdue steps aimed at whoever does it go to the people in the roles ticked under Who does it? at that branch — only the ones on a shift sent to the team at the due time, or all of them when nobody is. With no roles ticked, only the branch’s managers are reminded.
  • Someone leaves — when head office switches a person off, their upcoming shifts are cancelled; when a person is moved off a branch, only the shifts at branches they can no longer work at are. The branch’s managers are told how many shifts to fill. See People & roles.

Machines and maintenance

  • A care plan from the machine’s manual — from a machine’s manual, or its make and model, AI drafts its inspection form, its daily care checklist, its maintenance steps and its breakdown checklist. Someone reviews them; they are made as drafts at the machine’s branch, every step tied to the machine, so a failed step on it opens a work order for it (AI in Mihwar).
  • Scheduled maintenance runs the machine’s maintenance steps; a breakdown work order offers its breakdown checklist.
  • A work order’s fix is checked — the checklist run that opened it shows “Fix checked on the work order” on its timeline.

What the order suggestions learn from

  • “We ran out” — a checklist step set to record a stock-out, andReport out of stock in Smart Ordering, record that an item ran out at that branch. Smart Ordering learns from it, so the next suggestions allow for it.
  • What each branch asks for is the history its suggestions learn from — see how suggestions are made.

The morning summary

Every morning the people who run branches get Daily summary: yesterday at their branches, app by app — checklist runs done, missed and failed; inspections done, below the pass mark and missed; follow-ups overdue now; work orders with nobody on them and late ones; labels waiting to print and food to use by today; and shifts — how many didn’t come, how many were late, how many forgotten clock-outs were closed and how many sets of hours wait to be checked. Each part appears only for the apps your organization uses and the person can see. Labels and shifts are left out when there is nothing to report; the other parts say so (“none were due”). A day with nothing to report at any branch sends no summary. It comes on the bell and by e-mail at the hour head office chose under Send at in organization settings (09:00 unless they changed it), on your organization’s clock.

Where to see it all

Everything that opens by itself lands somewhere you can see it: the Follow-ups list, the Work orders list, the bell for the people involved, and each branch’s home screen. A connection into an app your organization has turned off doesn’t happen — no work orders while Work orders is off. Who is told what, and how, is in Alerts.

Questions

A step failed but no work order opened.

A work order opens only for a step tied to a piece of equipment, and only while Work orders is on. If the step isn’t tied to a machine, ask whoever builds your checklists to tie it. A step can also be tied to a kind of machine: when the branch has none of that kind, or several, the work order opens at the branch without one and says which kind to check.

Why can’t I close this follow-up?

The page says what is missing. Often it is a linked work order that isn’t fixed yet, a photo of the fix the rule asks for, or a procedure the person checking must sign first. See Follow-ups.

Something should have opened but nothing has.

Some connections are carried by background jobs and can take a minute. If it still hasn’t appeared, head office can open the app’s page of background jobs — Background jobs in Follow-ups, Work orders and Smart Ordering, Scheduler health in Checklists, Quality scheduler in Quality and Scheduling background jobs in Scheduling — to see whether the jobs are running, and tell Mihwar support if one has stopped. A connection never opens twice: a retry finds the one already made.