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Multi-site and Teams

Brikly is built for hospitality businesses that operate across multiple locations. Whether you run two sites or twenty, the workspace model keeps everything organised, secure, and easy to manage.

The workspace concept​

A workspace is the top-level container in Brikly. It represents your business or organisation. Within a workspace, you can manage:

  • Multiple sites (individual kitchens, restaurants, or venues).
  • Team members with different roles and access levels.
  • Shared resources like suppliers, ingredients, and recipes.

Every user belongs to a workspace and can be given access to one or more sites within it.

Workspace (your business)
├── Site A (e.g. City Centre Restaurant)
│   ├── Recipes
│   ├── Invoices
│   └── Costings
├── Site B (e.g. Waterfront Bistro)
│   ├── Recipes
│   ├── Invoices
│   └── Costings
└── Shared
    ├── Suppliers
    ├── Ingredients
    └── Team Members

Managing multiple sites​

Adding a site​

  1. Go to Settings > Locations.
  2. Click Add Location.
  3. Enter the site name and address.
  4. Click Add Location to save.

The new site is immediately available. You can start adding site-specific recipes, processing invoices, and tracking costings for it.

Only owners and admins can add, edit or remove a site, or switch one on or off. Members and viewers see your sites in Settings > Locations without the buttons. See Roles and Permissions.

Closing a site​

Switching a site off (Deactivate) or deleting it closes it. Before anything changes, a dialog checks the site ("Checking what closing this site changes...") and lists what will happen, with counts. Confirm stays greyed out until the counts have loaded, and if the check fails you can try again.

With StaffBrik, closing a site:

  • Takes its shifts from tomorrow off the rota. Staff with a published shift there are sent a "cancelled" notification for each one. Any of those shifts already sent to Square are taken off Square too (see Exporting a Rota to Square).
  • Withdraws its open shifts from tomorrow, and declines the requests waiting for them, telling each person "The site has closed."
  • Stops being anyone's primary location. Those staff leave the site's location chat channel and show on every site's rota until you give them a new primary location on their profile. Until then, on the Team App they can only do safety checks at a site they are clocked in at, or at the business's only site if just one is left. Staff with Owner or Manager Team App access can still check every active site. Anywhere else the app says "You're not set up to do checks at this site. Clock in here to do its checks, or ask a manager to make it your primary location."
  • Unpairs its kiosks. Each tablet needs pairing again from the Brikly Kiosk app. See Kiosk Devices.
  • Leaves today alone. Today's shifts stay on the rota, because people may be working them now.
  • Keeps the history. Past rotas, timesheets and reports stay as they are, and time off is not changed. Working patterns set to the site are kept, and show the site as closed.

The closed site's rotas stay readable as a "Station Road (closed)" tab in the rota builder, and its reports under a "(closed)" tab on the StaffBrik Reports page. Nothing can be changed there.

Deactivating ends with "Activating it again won't bring any of this back." Switching the site back on restores none of it: shifts, open shifts, primary locations and kiosk pairings all have to be set up again. Deleting ends with "Deleting a location can't be undone."

With SafetyBrik, closing a site:

  • Stops its checklists. Checklists set to the closed site stop being made, and nothing there is chased: no Overdue, and no Diary unsigned or 4-weekly review reminders. A checklist still open when the site closes is judged as usual: if nobody finishes it first, it is recorded as Missed at the end of its day, week or month.
  • Makes its records read and print only. Its diary, 4-weekly reviews, safe methods and COSHH chemicals stay under a "Station Road (closed)" tab, with "Station Road is closed. Its records can be read and printed but not changed." Its equipment, temperature history, checklists, complaints, pest events and the emergency contacts pinned to it show the site as "Station Road (closed)", and Reports can still make its EHO Report Pack. Nothing there can be signed, created or changed, corrective-action follow-ups, complaints and pest events included, and nothing can be moved there: a change is refused with "This site is closed, so its records can be read and printed but not changed." The one exception: owners and admins can delete a risk assessment review in progress at a removed site, so a current version at an open site or All sites can be reviewed again (one at the removed site stays read only).
  • Leaves its SwitchBot sensors where they are. A sensor stays bound to the closed site's equipment. Binding it to equipment at another site later moves it there, and its readings at the closed site are kept. See SwitchBot temperature sensors.
  • Takes it out of the all-sites figures. The all-sites safety score, the dashboard's counts and alerts, and the registers in an all-sites EHO Report Pack (emergency contacts included) cover open sites only. The COSHH register's All sites tiles count the chemicals listed under them, a closed site's included, while the score leaves them out.

When the site still has SafetyBrik work open, or a SwitchBot sensor bound there, the dialog adds "SafetyBrik: its records stay readable and can be printed, but can't be changed." and a sentence for each of these that applies:

  • Checklists still open there, for example "2 checklists are still open there: finish them first, or they are recorded as missed at the end of their period."
  • Diary days not signed in the last 28 days, for example "3 diary days aren't signed: sign them first if you want them signed."
  • Corrective-action follow-ups still open there, for example "1 corrective-action follow-up is still open there: close it first, as it can't be closed after the site closes."
  • Customer complaints still open there, for example "2 complaints are still open there: resolve them first, as they can't be changed after the site closes."
  • Pest events still needing a follow-up there, for example "1 pest event still needs a follow-up there: switch off Needs follow-up when it's done, as it can't be changed after the site closes."
  • SwitchBot sensors bound to its equipment: "Its SwitchBot sensor stays bound to equipment there. To use it at another site, bind it to that site's equipment in Temperature checks: it moves across, and its readings here are kept."

A business whose sites are all switched off or removed gets nothing in their place: no checklists are made, there are no diary days to sign, and no 4-weekly review is due or overdue. Its closed sites' records stay readable and printable as above.

Without StaffBrik, the dialog shows only the primary location and kiosk lines, and the SafetyBrik sentences above when they apply. When nothing is set to the site it reads "No staff or kiosks are set to this site." and "Its past records stay as they are. You can activate it again later."

When it is done, a message confirms what changed, for example "Location deactivated. Its future shifts are off the rota and its kiosk is unpaired." If StaffBrik cannot do its part, the site is not switched off and you see "Couldn't close this site just now. Nothing was changed. Try again shortly."

A switch-off is saved on its own. If you also want to change the site's name or address, save that separately.

Opening hours and closed dates​

Each location has its own opening hours, and closed dates (a bank holiday, a refit) can be added for one location or for all of them, in Settings > Locations. SafetyBrik expects nothing from a location on a day it is closed. See Opening Hours and Closed Dates.

Switching a location off (above) is different: it closes the site for good, rather than for a day.

Switching between sites​

Use the site selector in the top navigation bar to switch your active site. The data you see - invoices, recipes, costings - updates to reflect the selected site.

tip

If you manage multiple sites, make a habit of checking the site selector before uploading invoices or creating recipes. This ensures data lands in the correct site.

Data isolation​

Brikly enforces strict data isolation between sites where it matters:

Site-specific data​

The following data is kept separate for each site:

  • Invoices - an invoice is linked to the site that received the delivery. Single-site businesses have this handled automatically; multi-site businesses can set the site on the invoice page, and are prompted at submission if it is still unassigned.
  • Recipe costings - cost calculations are site-specific because ingredient prices may differ between locations.
  • Menus and dish assignments - which dishes are served at which site.

Shared data​

Some data is shared across all sites within a workspace to avoid duplication:

  • Suppliers - your supplier list is workspace-wide. If two sites order from the same supplier, there is one supplier record.
  • Ingredients - the master ingredient list is shared, though prices can vary by site.
  • Recipes - recipe definitions (ingredients and quantities) are shared, but costings are calculated per site based on local prices.
  • Team members - users are managed at the workspace level, with per-site access controls.
info

Sharing suppliers and ingredients across sites means you only need to set them up once. When a supplier sends a new invoice to any site, the system's learned matching patterns apply across the board.

Practical examples​

Scenario: Two restaurants, same menu, different suppliers. Both sites share the same recipes. Site A buys chicken from Supplier X at one price; Site B buys from Supplier Y at a different price. Each site's dish costings reflect its own ingredient prices.

Scenario: A restaurant group with a central kitchen. The central kitchen site handles bulk purchasing. Satellite sites receive prepared components. Each site tracks its own invoices and costings independently.

Scenario: Seasonal pop-up alongside a permanent restaurant. Add the pop-up as a temporary site. It shares the workspace's ingredient and supplier data but has its own invoices and costings. When the season ends, the site can be archived.