From a new order to delivery: organise your team’s workflow

An ordering application helps when the team has agreed how to use it. If two people both assume someone else is watching new orders, a screen cannot resolve that confusion on its own. Start with a simple agreement about who takes responsibility for each step.

Before service begins

Check that devices have power and connectivity, staff can sign in with the correct accounts and the order view is visible to the person responsible. Review product availability and remove items the venue cannot currently serve.

Give team members the access they need for their work. Sharing the owner’s password makes it harder to manage changes or remove access when someone leaves. The roles assigned in the application should reflect the people actually working at the venue.

When a new order arrives

Assign someone to monitor incoming orders during each shift, with a clear backup when that person steps away. Receiving an order starts with checking the location, quantities, options and notes. If something cannot be prepared as requested, speak to the guest before proceeding.

Use the application’s order statuses consistently. A preparation status should correspond to work actually starting, so the next person does not have to guess what has already happened. Agree on that meaning before the busiest part of service.

During preparation and delivery

Decide how the bar and kitchen coordinate when one order contains products from both. Before the order leaves the preparation area, compare the items with the location and details recorded in the application.

At delivery, confirm the correct location and update the order when the corresponding step is complete. Order status and payment status describe different things. Verify cash or card collection at the venue using the agreed procedure rather than assuming that a received order has been paid.

If the connection drops

Keep a simple fallback procedure that everyone understands. Check outstanding orders before asking a guest to submit the same selection again. This helps the team establish whether an order was already recorded and prevents confusion during a temporary interruption.

After connectivity returns, compare the application with any orders handled through the fallback process. Resolve uncertainty before returning to the normal flow.

At the shift handover

Review open orders, unavailable products and any unresolved conversations with guests together. At the end of the day, note where people needed clarification. Adjust the procedure or menu wording where that would make the next shift easier to follow.

For the initial setup, read the QR menu preparation guide. Open your account to continue into the application and your venue’s management area.