Bar · 4:10 PM
A bartender’s RBS certification lapsed, and nobody noticed.
On the record
RBS and food handler cards tracked per person, with an action-required window before each lapses.
Bars & restaurants
From pre-shift to last call, on the record.
Write-ups, RBS and food handler renewals, guest incidents, shift reports and repairs for bars, restaurants and hospitality groups — documented the same way by every manager.
- RBS & food handler cards
- Guest incidents
- Opening & closing checklists
- Walk-in repairs
Behind the bar and on the line
The problem
Sound familiar?
Turnover is high, the nights are long, and the paperwork never quite catches up. Here’s what that looks like.
Close · 1:40 AM
A guest incident at close, documented in a group text.
On the record
Guest incidents logged from a phone, with involved and witness roles and photos attached.
Every manager
Every manager handles no-shows differently.
On the record
One set of point rules and one escalation ladder, applied the same way across the house.
Walk-in · 6:15 PM
The walk-in is warm again, and nobody knows who called the vendor.
On the record
A QR sticker on the walk-in. Report it in seconds; the vendor and status live on the ticket.
Week three
Turnover means the paperwork never catches up.
On the record
Onboarding documents signed on screen, and requirements assigned automatically at hire.
Pre-shift
Temperature logs that “definitely got done.”
On the record
Opening and closing checklists signed off inside every shift report.
Compliance
Built to support every certification behind the bar.
Set each requirement up once — who needs it, the grace period after hire, how often it renews and whether proof is required. New hires get it assigned automatically.
Health inspections, liquor licensing and wage rules vary by city and county. Track whatever your locality requires, the same way.
Statuses shown are an example from our fictional demo property. HR PaperTrail is software, not legal advice.
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Responsible Beverage Service
RBS · AB 1221
Set it up with a 60-day grace period after hire and a 3-year renewal, for servers and managers.
Action soonRosa Delgado
Bartender
Action soon -
California Food Handler Card
Health & Safety Code §113948
Every food handler, with a 3-year renewal cycle and proof on file.
On fileKevin Marsh
Line Cook
On file -
Food Protection Manager
ServSafe · H&S Code §113947
Manager certification with its own renewal cycle.
On fileKitchen managers
Position-based
On file -
Harassment prevention
Gov. Code §12950.1
A recurring every-two-years requirement for supervisors and staff.
Every 2 yearsAll employees
Recurring
Every 2 years -
Workplace violence
SB 553 · Labor Code §6401.9
Guest and employee incidents checked by AI for possible workplace violence, with private entries. Your team decides.
Flagged · 91%Guest altercation
Bar · 11:52 PM
Flagged · 91% -
Alcohol-service incidents
Preloaded incident types
Failed ID check, overservice concern, open container policy violation — documented the same way every time.
ReadyBar
Incident log
Ready
The product
The modules a busy house leans on.
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01 · Write-ups & PIPs
Write-ups every manager does the same way.
Pick the reason and the action from your own ladder. The employee adds comments and signs on screen, then the supervisor and HR. It’s on their timeline before the next shift starts.
- Optional signatures by action
- Printable, timestamped record
- PIPs with milestones
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02 · Licenses & compliance
RBS and food handler cards, tracked per person.
Target certifications by department or position, set grace periods after hire, and see who’s past due or coming due on the dashboard.
- Assigned automatically at hire
- Proof documents on file
- Past-due report and export
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03 · Incident logs
Guest incidents, logged before close.
Failed ID checks, overservice, slips, burns and guest altercations — with who was involved, who saw it, photos and notes. AI flags possible workplace violence.
- Involved and witness roles
- Private entries when needed
- Suggested point adjustments
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04 · Shift reports & time off
Opening, closing and everything in between.
Shift reports carry the narrative, the manager checklist, that shift’s incidents and open repairs — emailed to the people you pick when they close.
- Restaurant checklist preloaded
- Time-off calendar with approvals
- Meetings with QR check-in
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05 · Repair & maintenance
The walk-in, the fryer, the ice machine.
Scan the QR sticker, snap a photo, pick an AI-suggested description. Assign a vendor, track parts and labor, and let the reminder rules chase what’s stale.
- 12 statuses, 4 plain phases
- Aging pills at 7, 14 and 30 days
- Costs by month and by unit
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06 · Employee records
Onboarding that keeps up with turnover.
New hires sign onboarding documents on screen, requirements assign themselves, and the whole file prints as one packet if you ever need it.
- Signature card for every document
- Unsigned-documents report
- One-click personnel packet
A night in the house
From pre-shift to close-out.
One night in the bar and kitchen at Redwood Crown, the fictional property we use for demos. Every name below is made up; every screen is real.
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· Opening
Pre-shift, with the checklist.
The opening manager works the checklist from a phone: stations assigned, pre-shift notes reviewed, hot and cold holding temperatures logged on schedule.
Shift report · Kitchen · Opening
Open- Staffing and station assignments complete
- Review 86’d items and pre-shift notes
- Hot and cold holding temperatures logged
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· Opening
Rosa’s RBS certification is coming due.
It’s already in the action-required window on the dashboard — weeks before it lapses, not after somebody asks for it.
RDRosa Delgado
Responsible Beverage Service
Action soonProof required on renewal
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· Dinner
The walk-in starts climbing.
Kevin Marsh scans the QR sticker on the walk-in cooler, snaps a photo and reports it. The ticket goes to Coastal Refrigeration Co. — by eight, they’re on site.
RM-0011 Vendor On SiteWalk-in cooler: temp climbing
High KitchenCoastal Refrigeration Co.
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· Bar Closing
A cut-off guest throws a glass.
Rosa logs it from behind the bar: guest altercation, the barback as witness, a photo of the damage. The AI flags it as an incident that may meet the §6401.9 definition.
IncidentGuest altercation — Bar
Workplace Violence AI Confidence: 91%RD Rosa Delgado Involved -
· Bar Closing
Close-out, handed off.
The closing manager files the shift report. Closing side work, lock-up, the incident and the open walk-in ticket are all in it — emailed to the GM when it closes.
Shift report · Bar · Bar Closing
Closed- Closing side work and trash removal
- Secure lock-up procedures complete
- Record alcohol-service concerns
- Incidents this shift
- 1
- RM-0011 Walk-in cooler
- Vendor On Site
Emailed to Sam Ortiz
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· Next morning
A third late arrival, handled like the first two.
The points apply under your rules. The verbal warning is presented on screen and signed by the employee, the supervisor and HR. Same steps, whichever manager is on.
SignedVerbal Warning
Kevin Marsh
Employee
Sam Ortiz
Supervisor
Danielle Okafor
HR
Starter data
Preloaded for a restaurant.
Pick restaurant when we set you up and the starter data comes with it. Rename, add or remove anything — then we import your roster.
Departments
- Front of House
- Back of House
- Bar
- Catering & Events
- Guest Experience
- Safety & Sanitation
Positions
- Server
- Bartender
- Barback
- Line Cook
- Prep Cook
- Host
- Expeditor
- Closing Manager
Shifts
- Opening
- Brunch Service
- Dinner Service
- Bar Opening
- Bar Closing
- Overnight Cleaning
Incident types
- Failed ID check
- Overservice concern
- Guest altercation
- Temperature log out of range
- Burn/Scald
- Refrigeration issue
Point reasons
- Late 1-15 minutes
- No Call/No Show
- Cash drawer shortage
- Improper cold holding temperature
- Alcohol service compliance violation
Manager checklist
- Hot and cold holding temperatures logged
- Cash drawers and POS balanced
- Allergen and date-dot standards
- Closing side work and lock-up
We import your roster.
Send a spreadsheet from payroll or wherever your people live. We bring it in for you — 26 fields, emergency contacts included.
From the floor
We use HR PaperTrail everyday to check employee records, requirements and disciplinary records…or just to refresh us on an employee's work history. It's a critical tool for our managers and gives us the confidence to address challenges by other employees or third parties.
Robyn Fox
HR Manager, Club One Casino
Disclosure: Club One Casino is owned by Brick HR’s president — HR PaperTrail was built there.
Get started
Put last call on the record.
Tell us about your house. We’ll personally reach out within one business day — and we’ll load your positions, certifications and checklists for you.
More industries
Card Rooms & Casinos
Built inside a California card room. Permits, licenses, Title 31, dealer errors, surveillance — handled.
Facilities & Services
Crews across sites, guard cards, vehicles and equipment — one paper trail for all of it.
HR PaperTrail is software, not legal advice. Requirements summarized here are general; confirm specifics with your counsel or regulator. Names and screens show a fictional demo property.