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How to Build Your SOPs & Manual Sections

Structure, create, and manage the operational backbone of your restaurant.

ForModuleRead Time
Owner & ManagerKnowledge Base4 min

Your Manual is the operational backbone of your restaurant – every process, procedure, and standard your team needs to do their job correctly. It's structured into sections, searchable, and access-controlled just like your Recipe Library.

How the Manual Is Structured – Sections​

Your manual is organised into Sections – each one represents a department or area of your operation. You create and name your own sections, so the structure reflects how your restaurant actually works.

Example SectionWhat Goes In It
Front of HouseService standards, table management, guest interaction, opening & closing FOH
Back of HouseKitchen procedures, prep standards, station setup, cleaning protocols
BarPour standards, cocktail procedures, bar opening & closing, stock management
Health & SafetyFood safety, allergen handling, hygiene standards, emergency procedures
HR & OnboardingNew hire procedures, staff handbook, disciplinary process
AdministrationReporting, finance, supplier management, general admin procedures

How to Create a Section: Go to Knowledge Base > My Manual > Manage Sections > Add Section. Name it, and it becomes a container for all the SOPs that belong to that area.

tip

Start with 3 to 4 sections covering your most critical areas. Add more as your content grows.

Image C7 - Manual section overview

Image C7 — Manual section overview

Image C8 - Manage sections screen

Image C8 — Manage sections screen

Three Ways to Create an SOP​

When you click Add SOP, you're presented with three creation methods:

  1. Generate with AI – Describe what the SOP is for and Codex AI writes a first draft for you. Fastest option when creating SOPs from scratch – you start with a structured draft, not a blank page.
  2. Build From Scratch – Write the SOP directly inside the Codex editor with full control over the content and structure. Best for new procedures.
  3. Import From Document – Upload an existing Word doc or PDF. Codex AI reads and structures the content automatically. Review and confirm before saving.
Image C9 - SOP creation mode selector

Image C9 — SOP creation mode selector

Image C10 - New SOP screen

Image C10 — New SOP screen

Generating an SOP with AI​

When you select Generate with AI, you provide context and the AI builds a structured first draft. Here's what you'll be asked:

InputWhat to Enter
TitleWhat is this SOP for? e.g. "Bar Closing Procedure" or "Allergen Handling Protocol"
SectionWhich manual section this SOP belongs to
Who Is It For?Which role or department will use this SOP – e.g. Bar Staff, Kitchen Team, All Staff
Staff Experience LevelNew hires, experienced staff, or mixed? Affects the level of detail and language the AI uses
Always Review Before Publishing

The AI gives you a solid first draft – but always review it before saving. Add your specific details: your timings, your equipment names, your exact procedures. Generic inputs produce generic SOPs. The more specific your context, the better the output.

Image C11 - AI SOP input fields

Image C11 — AI SOP input fields

Image C12 - AI generated SOP draft

Image C12 — AI generated SOP draft

Building an SOP From Scratch​

For new procedures or when you want full control:

  1. Go to Knowledge Base > My Manual > Add SOP
  2. Select Build From Scratch
  3. Select the Section it belongs to
  4. Enter the Title (e.g. "Opening Procedure – Kitchen")
  5. Write the SOP content – use numbered steps for procedures, plain language throughout
  6. Upload any supporting images, diagrams, or reference photos
  7. Click Save
Image C13 - Build SOP from scratch editor

Image C13 — Build SOP from scratch editor

Image C14 - SOP content editing view

Image C14 — SOP content editing view

Importing From a Document​

If you already have procedures documented in Word or PDF files, Import From Document is the fastest way to get them into Codex:

  1. Go to Knowledge Base > My Manual > Add SOP
  2. Select Import From Document
  3. Upload your document
  4. Review the imported structure and wording
  5. Save
Image C15 - SOP import from document

Image C15 — SOP import from document

Image C16 - Imported SOP preview

Image C16 — Imported SOP preview

Managing Access – Who Sees What​

Just like recipes, every SOP starts as private. You assign access per item – by individual, role, or department.

  1. Open the SOP and go to Access Settings
  2. Assign access – by individual, role, or department
  3. Save – access is live immediately
Examples of Access Control in Practice
  • A new front-of-house hire doesn't see the kitchen's prep SOPs
  • An intern doesn't see finance or HR documentation
  • A senior chef can see proprietary sauce recipes that new hires cannot
  • The Codex Bot will not surface an SOP to a staff member who doesn't have access to it
Keep SOPs Current

An outdated SOP is worse than no SOP – staff will follow it and produce the wrong result. Update it the same day a process changes. The Codex Bot uses whatever is currently saved – it doesn't know your process changed if you haven't updated the content.

Image C17 - SOP access controls by user type

Image C17 — SOP access controls by user type

Image C18 - SOP visibility and permissions summary

Image C18 — SOP visibility and permissions summary

Next Steps​

Still need help?

Chat with us or email contact@restaurantcodex.com. Learn more about the Knowledge Base.