This guide and the linked videos walk you through SmartPrep setup from start to finish—so your team can execute prep consistently, stay on schedule, and create a clear paper trail (photos, completion, timing).
- Step 1 — Setting up a Shared Device Tablet
- Step 2 — Confirming Employees
- Step 3 — Uploading your first Prep List, creating recipes, and adding pars
- Step 4 — Creating and scheduling Checklist
- Step 5 — Staff completion of Prep Lists and Checklists
- Step 6 — Prep List and Checklist Reporting
- Step 7 — Setting Up the Label Printer and Printing Labels
Step 1 — Setting up a Shared Device Tablet
Summary
Get a dedicated kitchen/bar tablet your whole team can use with a simple PIN—so they can complete prep, view recipes, take inventory, upload invoices, and record waste without seeing sensitive financial data. If a device is lost, you can disable it instantly.
General Instructions
In the web app, go to Setup → Shared Devices and select Add Device.
Enter a nickname, choose the store/location, and create a 4-digit PIN.
Click Generate QR code.
On the tablet: install/open the MarginEdge app → More → Register shared device → scan the QR code.
To remove a device later: Setup → Shared Devices → Remove device.
More detailed instructions can be found in this article: Setting Up a Shared Device Tablet
Step 2 — Confirming Employees
Summary
Verifying your employees in MarginEdge ensures the right staff names appear in SmartPrep so you can track who counted, prepped, and completed tasks. You can curate the list without needing to create users or give everyone full MarginEdge access. You can also inactivate people who shouldn’t appear in dropdowns.
General Instructions
Go to Labor → Employees.
Confirm your employee list (often imported from your POS).
If needed, select Add employee (only first and last name required).
Use Inactivate (or delete) to remove someone from SmartPrep dropdowns.
More information about Labor + Employees in [me]: Labor- Employees Page
Step 3 — Uploading your first Prep List, creating recipes, and adding pars
Summary
Turn your existing prep sheet into a repeatable, scheduled prep workflow. Uploading a prep list can match existing recipes or auto-create new shell recipes, then you set yields/shelf life so prep and labeling can run smoothly. You’ll also begin capturing PAR so SmartPrep can start learning and predicting prep quantities.
General Instructions
Confirm you’re a MarginEdge / Restaurant Admin (SmartPrep setup is admin-only).
Go to SmartPrep → Prep Lists → Create Prep List.
Paste/import prep items; SmartPrep will match or create recipes.
Enter Yield (required) and optional Shelf life (helpful for expiration dates on labels).
Optional: require a photo for select items.
Schedule the prep list (days, display time, due time, locations).
For upcoming prep, enter PARs and save/review.
Expect ~2–3 days of manual PAR entry before predictions begin (based on on-hand + usage + sales).
Step 4 — Creating and scheduling Checklist
Summary
Build repeatable opening/closing (or shift) checklists so nothing gets missed. Checklists help you standardize daily routines, optionally require photos, and keep accountability without tying tasks to recipes or PARs.
General Instructions
Go to SmartPrep → Checklists (create a new checklist).
Add tasks and choose response type (e.g., checkmark, yes/no), optional descriptions, optional photo required.
Schedule it (days, display time, due time, locations) and save.
Step 5 — Staff completion of Prep Lists and Checklists
Summary
With setup complete, this explains the actions your team will take every day: complete tasks from the mobile app (especially easy on a shared tablet). You’ll capture on-hand counts, guide staff through prep execution, enforce photo requirements when needed, and keep everything organized and time-bound.
General Instructions
On the MarginEdge mobile app, open Complete tasks.
Open the scheduled prep list → enter on-hand counts → select Counted By.
Complete prep items (view recipe details, record waste, take photos if required).
Complete checklist tasks (with responses + photos if required).
View completed items and move into Reporting when ready.
Step 6 — Prep List and Checklist Reporting
Summary
Get visibility and accountability after the work is done. Reporting shows what was completed, by whom, how long it took, and includes photos—so managers can confirm standards, coach consistently, and spot operational issues fast.
General Instructions
Go to Reporting.
Review Prep List reporting (items, PAR vs prepped, staff, time, photos).
Use the photo gallery to compare output consistency over time.
Review Checklist reporting (task completion, timing, photos).
Step 7 — Setting Up the Label Printer and Printing Labels
Summary
Label printing helps your team stay compliant and organized by automatically generating prep labels with expiration dates based on recipe shelf life. Once your printer is set up, staff can quickly print labels during prep or directly from recipes.
General Instructions
Set up the printer
Plug in the printer using the included power cord and turn it on.
Open the printer and load the included labels (face up).
Close the printer and press the pause button to activate it (green status means it’s ready).
Connect the printer in MarginEdge
Attempt to print a label from a recipe.
If prompted, go to Settings → Printers.
Wait for the system to discover the printer, then click Connect.
Print labels
Go to View Recipes (or print during prep).
Select or search for a recipe.
Confirm the expiration date (based on shelf life).
Select your name and the number of labels to print.
Click Print Label.
Once connected, the printer will remain available for future label printing.