Find policies and procedures with the AI Assistant

What is the policies and procedures feature?

This feature allows you to upload company documents (such as PDF files) directly to Mapal OS.
Once uploaded, the Mapal Assistant uses these documents to learn and respond to user questions based on your organisation's own policies.

If the Assistant cannot find an answer in your internal content, it will refer to the Mapal Knowledge Base or general hospitality guidance instead.

How to access

Open the Mapal Assistant from the icon in the lower-left corner of your Mapal App's dashboard.

For step-by-step access instructions, see Access the Mapal AI Assistant.

How it works

Upload your policies in PDF format through the Documents tab in Mapal OS Configuration.
Choose whether each document should be used to train the AI.
Segment documents by Business Unit or Department to ensure the right users have access.

Note: Only users assigned to the matching segment will receive answers based on that document.

Refer to Manage company documentation on Mapal OS to know more about how to upload documents.

What kind of questions you can ask

“What’s our holiday policy?”
“What are the rules for requesting a shift swap?”
“How do I report a compliance issue?”
“Is there a dress code policy for kitchen staff?”

How the assistant prioritises answers

Uploaded documents: responses use your internal materials first.
Mapal Knowledge Base: used if no match is found in your documents.
General hospitality knowledge: a fallback when other sources do not apply.

Tips for best results

Upload clear, well-organised documents for accurate responses.
Set document segmentation correctly to control access.
Encourage teams to use the Assistant as a central source instead of shared drives or paper binders.

Analyze balances

Start from: The Workforce module.

Select Reports from the main menu.

Use the magnifying glass icon ? to search for or locate the Payroll Variables - Payroll Incidences (181) report in the list.

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Please note that you can only view balances previously configured in the system.

To learn more about balance configuration, see Configure balances.

Balances by unit

The balance by unit report provides the user with an overview of overtime hours, holidays worked, and incidences that influence the accumulation of balances for all workers in one or more selected plants.

In the Report dropdown, select Balance by Unit.
Select the specific Balance you wish to consult from the Balance dropdown.
Set a Start and End date for the report.
Click on the Select Units button to select one or more sites to be consulted for the report.
Select if you want to Show Only Active Employees.
Select the Excel button to download the report in .XLS format.

Balances per Employee

The balance per employee report gives you a detailed view of the additional hours, holidays worked, and incidences that influence the accrual of balances for a specific employee you have selected.

In the Report dropdown, select Balance per Employee.
Select the specific Balance you wish to consult from the Balance dropdown.
Set a Start and End date for the report.
Click the Select Worker button to select the particular worker to query for the report.
Select the Excel button to download the report in .XLS format.

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View the attendance control report for an inspection

Start from: The Workforce module.

Select Reports from the main menu.

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Use the Magnifying Glass icon ? or locate in the list report 178 - Labour Compliance - Labour Compliance by Business Unit.

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In the Report dropdown, select Daily Compliance Statement.

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In the Time drop-down menu you can select:
- Actual: shows the hours performed according to the clockings, if the clockings are adjusted, it shows the adjusted hours.
- Projected: shows the hours planned for the shift.
- Actual + Projected: shows the planned hours of the shift and the hours performed according to the clocking.
Under Options, you can select the following options:
- Limit Worked Time (fixed + variable hours max.): the worker may not exceed the hours of the working day, shortening the limit of daily hours.
- Attendance Control Details: shows the start and end time of each shift or clocking-in and the center where it was performed.
- Manager signature: below the "worker's signature" box there will be a second box to include the manager's signature.
- Indicate Modified Signings: mark modified signings with an asterisk.
- Labor Compliance Detail: shows in the report the columns of time worked, contracted, accrued, difference and accumulated difference.
- Time in Sexagesimal Format: this is the alternative to the decimal format, that is, instead of seeing 1.5 hours, you would see 1:30 hours.
- Opening Balance: if you have configured a bag of hours, for example, you would see the initial balance, how it will be updated daily and the final balance on the last day of the selected period.
Set the Start and End date you want to consult.
Select one or more Units for report generation.
Select the Excel button to download the report in .XLS format.

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Note: All Labor Compliance reports can provide attendance information, but with variations in the data shown. While the Daily Statement of Compliance is the most common report for this purpose because of its day-by-day breakdown, the user may choose other types of reports depending on the specific data required for the inspection.