Playbooks

Playbooks are structured, step-by-step procedures for common operational situations. Instead of having to remember each step from memory, the AI Copilot guides you through the playbook — checking off each step as you complete it and alerting you if any step looks incorrect.

What is a playbook?

A playbook is a named sequence of steps linked to a specific operational scenario. Each step may be:

• Informational — something to check or read
• Action — something to do in the system (e.g. approve an invoice)
• Decision — a branch point (e.g. Is the variance over £50? If yes → escalate)

Built-in playbooks

FlexotiumPOS includes four built-in playbooks:

1. End of Day Close

Guides a manager through: shift reconciliation, cash variance review, daily sales summary, low-stock check, and optional WhatsApp summary send.

2. New Supplier Onboarding

Steps through: creating the supplier record, adding contact details, linking products, testing an OCR invoice capture, and setting payment terms.

3. Emergency Stockout Response

Triggered when a product reaches zero. Steps through: confirming the outage, hiding the product from the POS, contacting the supplier, creating an emergency PO, and notifying the team.

4. Monthly Inventory Reconciliation

Guides through: scheduling a stock count, reviewing count results, approving adjustments, generating the variance report, and exporting to accounting.

How the AI suggests playbooks

When the AI Copilot detects a situation that matches a playbook trigger (e.g. a product reaches zero stock, a shift has a large variance), it proactively suggests the relevant playbook in the Review Queue with a Start Playbook button.

You can also access any playbook manually from AI & Automation → Playbooks.

Following a playbook step by step

Each step is displayed one at a time. Once you complete a step, click Mark Complete to advance. If you skip a step, the reason is recorded in the audit log. You can pause and resume a playbook at any time — your progress is saved.