TA KAPI BEANS & BREWS — INTERNAL DOCUMENTATION

The Ops System
How Everything Works

A living guide to the digital tools that run Ta Kapi — what each system does, how they connect, and how the team uses them every day.

⚡ 2 systems live
🔥 Firebase backend
📍 IT Park, Cebu
🌿 Project: ta-kapi-recipe
01 — System Overview

What we've built

Each system is a standalone HTML file that connects to the same Firebase database. Open any file in a browser — no apps, no installs required.

📖
Recipe Guide
ta-kapi-recipe-guide.html
Living recipe book for all Ta Kapi beverages and food. Add, edit, archive recipes. Full change history logged per edit.
● Live
📦
Ingredient Inventory
ta-kapi-inventory.html
Master list of all ingredients — unit, cost per unit, serving size, supplier. Powers the recipe ingredient dropdown.
● Live
✅
Ops Task Manager
ta-kapi-ops-tasks.html
Daily, weekly, monthly task checklist by role (GM / Shift Lead). Tracks progress, references key documents.
● Live
🧮
Recipe Costing
ta-kapi-costing.html
Auto-calculates cost per drink using inventory cost-per-unit × recipe amounts. Informs pricing decisions.
◌ Planned
📊
EOS Report
ta-kapi-eos.html
End-of-shift digital report. Tracks sales, incidents, team notes. Replaces paper-based handovers.
◌ Planned
📅
Staff Schedule
ta-kapi-schedule.html
Digital schedule viewer by branch. Currently managed in Excel — will migrate to web when team stabilises.
◌ Planned
02 — Architecture

How everything connects

All systems share a single Firebase project. One database — multiple tools reading and writing to the same data in real time.

Data Flow
📖 Recipe Guide
recipe-guide.html
reads inventory
writes recipes
→
🔥 Firebase
Firestore (real-time)
single source
of truth
→
📦 Inventory
inventory.html
writes ingredients
read by recipes
→
✅ Ops Tasks
ops-tasks.html
standalone
task tracker
🔥 Firebase Project: ta-kapi-recipe — Firestore Collections
📖 recipes
📦 inventory
🏷️ categories
📊 eos_reports (planned)
📅 schedules (planned)
💡 All files use the same Firebase config — project ID ta-kapi-recipe. Any new system we build just needs to import the same config and it instantly has access to all existing data.
03 — File Map

Where everything lives

Keep all HTML files in the same folder on your computer or shared drive. The nav links between files depend on them being in the same directory.

📁 ta-kapi-ops/ ├── ta-kapi-recipe-guide.html // Recipe management ✓ LIVE ├── ta-kapi-inventory.html // Ingredient master list ✓ LIVE ├── ta-kapi-ops-tasks.html // Daily/weekly task tracker ✓ LIVE ├── ta-kapi-system-guide.html // This file ✓ LIVE ├── ta-kapi-costing.html // Recipe cost calculator (planned) ├── ta-kapi-eos.html // End-of-shift report (planned) └── ta-kapi-schedule.html // Staff schedule viewer (planned)
📌 Recommended: store this folder in a shared Google Drive accessible to the GM and Shift Leads. Anyone can open the files from Drive — they'll work in any browser. No hosting needed.
04 — Recipe Guide

📖 ta-kapi-recipe-guide.html

The living recipe book. Every Ta Kapi drink and food item — with ingredients, method, barista notes, and a full edit history.

Open the file in your browser
Double-click ta-kapi-recipe-guide.html. It loads instantly. No login required — all data syncs live from Firebase. Works offline for viewing; editing requires internet.
Browse and filter recipes
Use the left sidebar to filter by category (Espresso, Milk-based, Cold, Blended, Tea, Food, Other) or search by name. Active recipes appear at the top; archived ones appear below with a label.
Add a new recipe
Click + Add Recipe (top right). Fill in: name, category, yield, description, photo URL, ingredients (from inventory dropdown), steps, and barista notes. You must enter your name and a reason for the change — this gets logged automatically.
Edit an existing recipe
Select any recipe → click ✏️ Edit. Every edit requires a name + reason. These are logged to the Change History section of that recipe and the global 📋 Change Log.
Archive a recipe (don't delete)
When a recipe goes off-menu, click Archive instead of deleting. It stays in the database (with its full history) but moves to the archived section. Restore anytime. Deletion is permanent — avoid it.
View the full change log
Click 📋 Change Log in the header to see every change ever made — across all recipes — sorted newest first. Shows who changed it, when, and why.
Manage categories
Click 🏷️ Categories to add, rename, or recolor categories. Renaming a category automatically updates all recipes using it. Categories are stored in Firestore — changes sync to all devices.
05 — Inventory

📦 ta-kapi-inventory.html

The ingredient master list. This is the source of truth for ingredient names, units, costs, and suppliers. It powers the recipe ingredient dropdown.

⚠️ Stock levels are managed in StoreHub (connected to BIR). This inventory file only stores ingredient reference data — not quantities. Do not duplicate stock tracking here.
Add a new ingredient
Click + Add Ingredient. Fill in: name, category, unit, cost per unit (₱), standard serving size (e.g. 30ml per shot), supplier, and notes. Cost per unit is used in future recipe costing.
How it connects to recipes
When adding/editing a recipe, the ingredient name field is a live dropdown from this inventory list. If an ingredient isn't here yet — add it first, then come back to the recipe. There's also a "Type custom…" escape hatch for one-off entries.
Update costs when supplier prices change
Edit the ingredient and update the cost per unit. Future planned costing system will use this to auto-calculate drink margins. Keep it accurate.
Export to CSV
Click ⬇ Export CSV to download the full ingredient list as a spreadsheet. Useful for sharing with the accountant or cross-referencing with StoreHub.
Deleting ingredients
Deleting an ingredient removes it from the dropdown. Recipes that already use it will keep the name in their ingredient list — they just won't re-link to the deleted item. Rename instead of deleting when possible.
06 — Ops Task Manager

✅ ta-kapi-ops-tasks.html

Role-based task checklist for daily operations. Separate views for GM and Shift Lead. Tasks filtered by daily, weekly, and monthly frequency.

Select your role tab
Switch between GM and Shift Lead tabs. Each role sees only their tasks — no clutter, no confusion about who owns what.
Filter by frequency
Use the Daily / Weekly / Monthly filter to focus on what matters today. Daily tasks reset each shift. Weekly and monthly tasks are for planning reviews.
Check off tasks as you go
Tap any task to check it. Progress bar updates in real time. Tasks are organized by pillar: Operations, Finance, Sales & Marketing.
Reference linked documents
Each task has a document reference tag (e.g. TKP Playbook, EOS Report). When live URLs are added, these become clickable links to the actual documents.
07 — Who Uses What

Role access map

All systems are open — no logins, no passwords. Access is defined by role expectation, not technical restriction.

System GM Shift Lead Barista Notes
📖 Recipe Guide — View ✓ ✓ ✓ All staff can view recipes during shifts
📖 Recipe Guide — Edit ✓ ✓ ✓ All can edit — change log tracks who did what
📖 Recipe Guide — Archive ✓ ✓ — Archiving is a management decision
📦 Inventory — View ✓ ✓ ✓ All staff can reference ingredient list
📦 Inventory — Edit / Add ✓ ✓ — Cost data is management-sensitive
✅ Ops Task Manager ✓ ✓ — GM and Shift Lead roles only
📋 System Guide (this file) ✓ ✓ — Shared with management team
08 — Roadmap

What's coming next

Planned systems and features in order of priority. Update this section as things ship or priorities change.

✅ Now — Live
📖Recipe Guide with version history
📦Ingredient Inventory master list
✅Ops Task Manager (GM + Shift Lead)
🔗Recipe ↔ Inventory ingredient dropdown
🏷️Editable recipe categories
📋Global change log across all recipes
🔜 Soon — In Progress
🖼️Live photo URLs on recipe cards
🔗Clickable document links in Ops Tasks
🧮Recipe cost calculator (cost per drink)
📊Digital EOS (end-of-shift) report
📅Staff schedule — web viewer
🔮 Future — Planned
💰Menu pricing dashboard (cost vs. price)
📈Sales performance dashboard
📝Digital incident report form
⭐Barista performance evaluation tracker
🔐Role-based login (Firebase Auth)
📱Mobile-optimised views
09 — FAQ

Common questions

Do I need internet to use these tools? ▼
You need internet to edit or add data — all reads and writes go to Firebase. Viewing already-loaded data may work briefly without internet, but for reliable use, keep your connection on. If you're offline, the page will load but changes won't save until you're back online.
What happens if two people edit the same recipe at the same time? ▼
Firebase uses last-write-wins — whoever saves last overwrites the previous version. Since we're a small team, this is very rarely an issue. The change log will record both saves. In the future, we can add conflict detection if needed.
Can I use this on my phone? ▼
Yes — the files work in any mobile browser. The layout is designed for desktop first, but the core functions (viewing recipes, checking tasks) work fine on mobile. Full mobile optimisation is on the roadmap.
Is this connected to StoreHub? ▼
Not currently. StoreHub handles stock levels and BIR compliance — we deliberately keep those separate. The Inventory file here stores ingredient reference data only (unit, cost, supplier) — not quantities. Future integration could pull StoreHub sales data into dashboards, but that's a later-phase project.
What if I accidentally delete a recipe? ▼
Use Archive, not delete. Archived recipes stay in the database permanently and can be restored. If something was truly deleted, check the Firebase console (console.firebase.google.com) → Firestore → recipes. Deleted documents can sometimes be recovered within a short window if caught early. Going forward: always archive, never delete.
How do I add a new system / file? ▼
Bring the request to Claude with the Firebase config already in hand. New files use the same config block — paste it in and the new system instantly shares the same database. Update the File Map and Roadmap sections in this guide whenever a new system goes live.
The Firebase test mode expires in 30 days — what do I do? ▼
Go to Firebase Console → Firestore → Rules tab. Replace the existing rules with: allow read, write: if true; and publish. This keeps the database open without an expiry. We'll add proper authentication (login-based rules) in a future phase.
10 — Changelog

What's been updated

Update this section each time a system changes, a new file ships, or a major decision is made.

✏️ To update this changelog, open this HTML file in a text editor (e.g. VS Code, Notepad++) and add a new <div class="cl-entry"> block at the top of the .changelog div. Follow the existing format. Save and redistribute the file.
Jun 2, 2026
v1.2
  • Ingredient fields upgraded to Amount + Unit + Inventory dropdown
  • Inventory file created with 40 pre-seeded ingredients from actual menu
  • Recipe Guide now listens to inventory collection in real-time for dropdowns
  • 📦 Inventory nav link added to Recipe Guide header
  • This system guide created
Jun 2, 2026
v1.1
  • Recipe Guide prefilled with 44 recipes from Ta Kapi menu (both pages)
  • Editable categories added — stored in Firestore, sync across devices
  • Global change log modal added (📋 button in header)
  • Archive / restore functionality for recipes
Jun 2, 2026
v1.0
  • Firebase project ta-kapi-recipe created (Firestore + web app)
  • Recipe Guide built — add, edit, archive, version history
  • Change log system: every save requires name + reason, auto-logged with timestamp
  • Photo URL field for recipe cards
  • Real-time sync via Firestore onSnapshot listener
Ta Kapi Beans & Brews — Ops System Guide v1.2
Last updated: June 2, 2026 · Built with Claude (Anthropic)
📖 Recipe Guide 📦 Inventory