Three refresher cadences keep skills sharp and data clean after go-live: a Day-30 check-in, an annual refresher by role, and targeted micro-lessons triggered by the errors that actually show up.
Cadence 1 · All new users
Day-30 Check-In
30 minDuration
~30 days after go-liveWhen
All new usersAudience
A short, supportive review of the user's first month of real work in Galley — not a re-teach. Open their recent entries together and walk this checklist. The goal is to catch habits before they harden, while there's still little to clean up.
Naming on convention — open 3–4 of their recipes. Do names lead with the core item, not a menu headline? (✗ "Garlic Herb Grilled Chicken" → ✓ "Chicken Breast, Grilled with Garlic Herb")
Sub-recipes linked, not inline — any sauces/dressings/stocks linked as Components rather than pasted as ingredients?
Prep names from the controlled list — no free-text or method states (warm, toasted) used as preps?
No null quantities or blank procedures — ingredients have quantities; recipes have numbered steps?
No duplicate ingredients created — did they search before requesting new items? Any near-duplicates to merge?
Yield & portion to category standard — batch yields and portions match the PHX3 standard for the category?
Right channels used — submissions via the Smartsheet forms; issues flagged not edited; escalations went to the right place?
Open questions captured — anything unclear from their first month answered, or routed if it needs leadership?
How to close it
If everything's clean, tell them so — positive reinforcement makes the habits stick. If you find a pattern, don't lecture: jump to the matching Symptom → Fix micro-lesson, do that one thing, and move on.
Cadence 2 · All active users
Annual Refresher
30–45 minDuration
YearlyWhen
By roleFormat
A yearly tune-up covering two things: what changed in the framework this year, and the observed issues worth re-hitting for each role. Keep it tight — it's a refresh, not a re-onboard.
Part 1 · What changed this year
Framework or standards updates (role structure, tag governance, naming or prep-list changes)
New or retired Collections, categories, or dietary flags
New integrations or downstream gates (labels, POS, reporting)
Process changes to submission, review, or escalation paths
Update this list each year from the Codex changelog before delivering. Lead with only what actually changed for that role.
Part 2 · Re-hit these, by role
CCCulinary Coordinator
Naming convention — the #1 recurring slip
Sub-recipe linking vs. inline ingredients
Search-before-create to prevent duplicates
Submission workflow & what they can't finalize
FOField Operator
Receiving → invoice email submission timing
Two-person rule on full counts & alcohol
Reading A vs. T and routing, not editing
Working strictly within the approved event
FMField Manager
Invoice workflow edge cases & header verification
Pack-size pattern & the two common errors
Plan edit vs. location cycle edit
Variance triage — operational vs. data
RDRegistered Dietitian
Assign vs. create flags (escalation boundary)
Fixing allergens at the ingredient level
IDDSI levels & the PU4 sign-off gate
Any new dietary flags added this year
ALActivation Lead
Field Manager refresh (all of the above)
Flipped go-live model & the hands-on gates
Common operator questions & escalation line
CACulinary Admin
Library health: duplicates, orphans, null data
Training gate & provisioning discipline
Tag governance & PU4 sign-off enforcement
Same-day deactivation reconciliation
Cadence 3 · Targeted
Data-Triggered · Symptom → Fix
2–5 min eachDuration
When a pattern appearsWhen
The failing user/locationAudience
When a specific error pattern shows up in the data, don't run a full retrain — send the one micro-lesson that fixes that exact thing. Each card below is a self-contained 2-minute refresher: what it looks like, why it matters, the fix, and the rule to remember. Tap to open.
Galley Refreshers · Phoenix3 Collective · maintained by Culinary Leadership Day-30 · Annual · Data-Triggered — the cadences that keep the foundation clean