Staff come and go
New casuals start most weeks, and training each one takes you off the floor.
The staff guide that lives behind the counter.
UGuide puts the steps for opening up, the coffee machine, the till and closing on QR codes where your team needs them. New casuals scan and get it right on their first shift, without ringing you at closing time.
UGuide AIWrites your staff guide from a few notes- Free to start
- Staff read it in 40+ languages
- Codes never need reprinting
Bean & Bramble, Fitzroy
Front counter
Coffee machine
- Flush each group head for 2 seconds before the first shot.
- Run the cleaning cycle with a tablet at close.
- Soak the baskets overnight in the blue bucket.
Video · 1:05
The sticker is a real QR code. Scan it to see a full example guide for café staff, or open it here.
Showing UGuide for cafés and restaurants
- Cafés
- Restaurants
- Bars
- Bakeries
- Retail stores
- Gyms
- Fitness studios
- Hotels
- Motels
- Takeaways
See it in 50 seconds
From a few notes to a QR code on the wall. Watch it happen.
Pick a video and the whole page switches to that audience’s words and examples.
Watch it forBrowse all 13 audiences
The problem
Every new casual asks the same things.
Closing goes wrong
The machine isn’t cleaned, the cool room door is left open or the alarm isn’t set, and you find out in the morning.
You’re always on call
When something won’t work, the first call is to you, even on your day off.
UGuide puts the steps on the machine itself, for whoever is on shift.
How it works
From training folder to QR code in four steps.
- Step 1
Set up your business
Add your business, then each shop, café or site (UGuide calls them facilities). Invite your managers, so the guide outlasts every roster change.
- Step 2
Write it once, task by task
Type the steps, or let UGuide AI write the first draft from a few notes. Add photos, a short video or the machine’s manual, and keep the alarm and safe steps behind a PIN.
- Step 3
Print the QR codes and stick them up
Labels or signs, from 1 to 20 on an A4 page. Every section keeps its own code forever, so changing the guide never means reprinting.
- Step 4
Your team scans. Sorted.
Staff point their phone camera at the code and the right instructions open straight away. No app, no account, no phone call to you.
Try it: scan the code, or open the example guide
Ready to write yours? Your first location is free, or try a Pro licence free for 14 days.
Start free or log in UGuide AI
Jot down a few notes. UGuide AI writes the staff guide.
You know how the place runs, but there’s never time to write it down. Tell UGuide AI how you open, close and clean in your own words, and it drafts clear, step-by-step instructions any new starter can follow.
- Write a whole guideDescribe the shop or café, or start from the training notes you already have in Word or a PDF. Add your photos and manuals, and get every section written with each photo in place.
- Suggest sectionsSee what a guide like yours should cover, with simple diagrams and the maker’s manuals found online.
- Draft a sectionTurn rough notes into numbered steps.
- Improve what’s thereMake your own words clearer, shorter, or into steps.
You stay in charge. Nothing goes into a guide until you choose to use it, new guides start as drafts, and you add alarm codes and PINs yourself afterwards.
Try UGuide AI Included with Basic (10 a month), Pro (50 a month) and Enterprise (200 a month) licences, for each location. Compare licences
What should the guide cover?
Café with an espresso machine, a till with EFTPOS, a cool room, a commercial dishwasher and a back-door alarm. New casuals need to open and close on their own.
Write the guideThe draft appears here.
Features
Everything a new starter needs. Nothing they have to install.
No app. No login.
Staff point their phone camera at the code and the guide opens in the browser. That's it.
Codes that never break
Change the steps any time. The stickers already on the machines keep working.
PIN-protected sections
Alarm codes and safe steps only show for people you give the staff PIN to.
Save as a PDF
Download the whole guide as a PDF, with a QR code back to the live version.
Read aloud
One tap reads the steps out, so busy hands stay free.
Photos, video and manuals
Show the button, play a short clip, attach the machine’s manual. Videos are shrunk automatically.
Easy handover
Invite your managers, give owners full control, and hand over when someone moves on.
Print-ready labels
Choose 1 to 20 codes per A4 page and how big they print.
Your logo, your colours
Guides, QR signs and PDFs can carry your logo instead of ours. On Pro, each location can have its own.
For businesses with more than one location
Every location in one place. Every manager in their own lane.
Put each shop, café or site under your business. Owners see everything; managers only work on the locations they're added to. The guide stays with the location, not with whoever wrote it.
- from the wall to the right steps
- 0 scan
- QR labels on one A4 sheet
- 0
- apps for visitors to install
- 0
- instructions, right on the wall
- 0/7
Pricing
Compare licences Start free. Pay per location as you grow.
A licence for each location, Basic or Pro, with bulk discounts from 5. Try one free for 14 days, no card needed.
Questions
Good questions, short answers.
Still wondering? Create a free account and try it: the guide stays private until you publish it. There are more answers in the help centre, or ask us anything.
Do staff need an app or an account?
No. Any phone camera opens the guide in the web browser. Only the people who write the guide need an account: 1 on Free, and up to 3 per location on Basic or 25 on Pro.
Can staff read it in their own language?
Yes. Staff can choose from more than 40 languages, and the guide is translated for them on the spot. You write it once, in English.
Can customers use it too?
Yes. Put a code on the gym equipment or in a hotel room, and customers get the steps the same way. Keep staff-only steps behind a PIN.
Can we keep the alarm and safe codes private?
Yes. Mark a section “Needs PIN” and only people with the PIN can open it.
What happens when we change the steps after we've printed the codes?
Nothing needs reprinting. Each code is permanent, so the same sticker shows the new version as soon as you publish it.
Can UGuide AI write our staff guide?
It writes the first draft. Describe how you open, close and clean, or jot down a few notes, and it drafts the sections and step-by-step instructions. Already have training notes in Word or a PDF? It turns them into sections and steps instead, with the pictures in place. Add your photos and PDF manuals and it puts each in the right section; it can also draw simple diagrams and find the maker’s manuals online. You check everything before it goes in, and you add codes and PINs yourself. It comes with the Basic, Pro and Enterprise plans.
Is there a free trial?
Yes. You can try a Basic or Pro licence free for 14 days on one location, and you don’t need a card to start. Everything in the licence works, except that UGuide AI has 5 uses a month until you add a card. Add one before the trial ends to keep it. If you don’t, the location goes back to Free: nothing is deleted, and you can buy a licence whenever you’re ready.
We have several locations. Does UGuide scale?
Yes. Put every location under your business and give each manager access to just their own. Each location has its own licence, so you only pay Pro prices where you need Pro, and the more you buy the less each costs: 10% off from 5 of a kind, 20% from 10 and 30% from 25. Larger groups can also have an Enterprise contract, invoiced yearly.
How does pricing work?
UGuide calls your business an “entity” and each location a “facility”. You buy a licence for each location: Basic ($80 a year or $8 a month) or Pro ($200 a year or $20 a month), including GST, in any mix. One location in each entity can run on Free. How many people can work on a location depends on its licence: 1 on Free, 3 on Basic and 25 on Pro, owners included. You can add licences, move them between locations, or give some up at any time.
Your business, explained.
Write your opening and closing steps today and have them behind the counter before the next shift.