Centralised Menu Management: How to Guide for Caterer Users

  Table of Contents
  1. Master Menus Page
  2. Master Templates Page
  3. Approvals Page
  4. Automatic Submission
  5. Automatic Approval


Master Menus Page

Once Centralised Menu Management is enabled, the Menus page is replaced by a Master Menus page, the Templates page by a Master Templates page and a new Approvals page is visible. When Centralised Menu Management is enabled it can be used in both the existing UI and the new UI. The new web User Interface (UI) is a rich, yet simplified user experience with a fresh look and feel that provides all the same functionality as the Original UI with improved usability, performance and adaptability to maximise user productivity and enable intuitive platform administration. To switch between the Original UI and the New UI click the Switch [1] in the top right corner.

Original UI

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New UI

The new Navigation Menu [2] is a collapsible menu with new icons users can intuitively identify for improved site navigation.  

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The Page Menu [3] has retained the same functionality as the original UI while using new button styles and a new colour scheme. 

Original UI

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When a sub menu button is clicked a new Navigation Tree [4] is opened on the left side of the page to make it easier and more efficient to navigate the sub menu options.

New UI

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Min/Max Values

Caterers can set the Min and Max values that must be met when the school edits and submits a Menu for approval. For example, when the Min [1] counter is set to 2 and the Max [2] counter is set to 3, up to 3 items in the list can be selected, but no less than 2. 

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Checkboxes

Caterers must ‘tick’ Menu Items in line with the Min and Max values to provide a default Menu selection. Selecting the checkbox once will Add a tick [1], indicating it has been selected, but the school can make a change. Selecting the checkbox for a second time will Grey out the checkbox [2], indicating it has been selected and cannot be changed by the school. This allows Caterers to ensure certain Menu Items are selected by the school.

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When the user clicks Save [3], if the checkboxes are not in line with the Min and Max values, an Alert [4] will pop-up indicating which service is incorrect.

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Master Templates Page

Caterers can drag and drop Master Menus from the Master Menus list [1] onto the different weeks of a Master Template or Master Student Template [2].

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Assigning a Master Template

When a Master Template has been created it can be assigned to any Site.

Go to Menus > Sites > select the checkbox next to a Site and select Update [1], then select a Master Template from the Drop-down list [2] and click Update [3].

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NOTE: Once a Master Menu on a Master Template is assigned to a Site it will be locked and no longer editable; indicated by a Padlock icon [4] to the left of the Master Menu.

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Assigning a Master Student Template

When a Master Student Template has been created it can be assigned to any Student.

Go to Payments > Students > select a Site [1] > select a Student [2]

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In the Student details tab [3] select a Master Menu Template from the Drop-down list [4] and click Save [5].

NOTE: Once a Master Student Menu on a Master Student Template is assigned to a Student it will be locked and no longer editable.

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Assigning a Master Theme Day

When a Master Theme Day has been created it can be assigned to any Site.

Go to Menus > Sites > select a Site > drag and drop the Master Theme Days from the Theme Days list [1] onto the Calendar [2].

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NOTE: Once a Master Theme Day Menu is assigned to a Site it will be locked and no longer editable.

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Approvals Page

This page allows the Caterer to track Menus throughout the approval process.

Menu awaiting submission

Once a Master Menu is assigned to a Site/Student it will appear on the Approvals page. The Status Indicator [1] is red to indicate the Menu is awaiting submission by the school.

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Menu awaiting approval

Once a school has submitted their Menu choices the Status Indicator [1] is orange to indicate the Menu is awaiting approval by the Caterer.

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Caterer users can review and amend the menu choices submitted by the school admin.

Menu Item selections can be changed by clicking on the active Checkbox [2] to select or unselect an item.

Clicking Save [3] will save the changes without approving them.

Click the Actions button [4] to select the Restore Defaults option which will reset the Menu choices to the default selections originally set by the Caterer.

Clicking Approve [5] will confirm the Menu for the Site, after clicking Approve a Confirm Action window will open, click Yes [6] to confirm the Approval of the Menu.

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Menu approved

Once a schools Menu has been approved by a Caterer the Status Indicator [1] turns green to indicate the bespoke Menu for the Site has been created.

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The Caterer can now manage the Sites Menu from this page by Adding Menu Items [2] or removing Menu Items [3], click Save [4] when all changes have been made. 

NOTE: Making any changes to an Approved menu could impact any pre-orders that have have already been made against the Approved menu. When changes are made click Yes [5] to confirm the changes your making.

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Legacy Menus

Legacy Menus are the Menus associated with Sites or Students before the Centralised Menu Management is enabled. The Status Indicator [1] is blue to indicate a Legacy Menu.

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Caterer users can amend Legacy Menus by Removing Menu Items [2] or Adding Menu Items [3]. Site and Student Legacy Menus will disappear from the Approvals page once they are no longer present on any Template for a current or future week. Theme Day Legacy Menus will disappear form the Approvals page once they are no longer associated with any Site for a current or future week.

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Menus Costing

Shared Menu Management and Nutritional Analysis users can access the Menu Cost information when a Site has created a Menu for Master Menus.

With Master Menus enabled, go to Menus > Approvals > select a Menu [1]

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Click the Actions [2] button and click Costing [3].

In the Costing page click the Expand [4] icon on a day to see each Menu Item and the costing details.

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Set the Population Size [6] field enter how many students need to be catered for.

The Make [5] fields are for how many portions need to be made for that day.

NOTE: The Cost Per Portion (£) [7] is populated from the Total Cost/Portion value from the Recipes module and cannot be manually edited.

The Total Cost [8] is calculated as (Make x Cost Per Portion) and is automatically updated when the Make value is altered.

The Daily Cost Per Head [9] is calculated as (Sum of Total Cost ÷ Population Size) and is automatically updated when the Make or Population Size values are altered.

The Weekly Cost Per Head [10] is calculated as an Average of non-zero daily cost per head values.

If the user clicks Cancel [12] any changes to the values are deleted. When the user clicks Save [11] any changes to the values are recorded against the Menu.

NOTE: After removing or adding a Menu Item in a Menu or making a change to the Recipe of a Menu Item the values in the Costing page are automatically updated.

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Menus Nutritional Information

Shared Menu Management and Nutritional Analysis users can access the Nutrition Values for Master Menus.

With Master Menus enabled, go to Menus > Approvals > select a Menu [1]

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Click the Actions [2] button and click Nutritional Information [3].

In the Nutritional Information screen users can view the key nutritional metrics of each Menu Item by clicking on the Expand arrow [1] to expand a day of the Menu.

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If the nutrition and/or weight per pack values are missing for one or more of the Stock Items that make up the Menu Item [2] the nutrition values are displayed as a Dash [3].

NOTE: The nutritional metrics of each menu item will only be displayed if nutritional data has been added against the Menu Items, refer to Nutritional Analysis Configuration for details on how Menu Item nutritional data is updated.

The coloured rings around each nutritional value follow the same colouring system you find on the back of food packets to identify if a menu item has a Low [4], Ok [5] or High [6] quantity of each nutritional value to identify if a menu item is too high in Fat, Salt or Sugar.

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Users can reveal the Daily Reference Intake values [7] by clicking the Menu Item expand arrow [8].

To Export a copy of the Nutritional information, click the Actions [9] button and select with Export to Excel [10] or Export to PDF [11].

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Automatic Submission

Caterer users can set a limit on the length of time a school has to make changes before the Menu is automatically submitted by the system: Menus > Admin > Configure > Automatic menu submission days [1].

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Automatic menu submission days is null:

When Automatic menu submission days is Null, Menus will not be automatically submitted by the system and must be submitted by the school.

Automatic menu submission days is zero:

When Automatic menu submission days is 0, Menus will be immediately submitted for approval as soon as the Master Menus are assigned to a Site/Student.

Automatic menu submission days is not zero or null:

When Automatic menu submission days is not 0 or Null, an automatic submission date (based on the number of days configured and when the Master Menu was assigned to a Site/Student) is set against the Menu. For example, if a Master Menu is assigned to a Site/Student on the 1st of September and Automatic menu submission days is 5, the Menu for the school will be automatically submitted by the system at 8pm on the 6th of September.

The date the Menu will be Automatically submitted [1] by the system is displayed on the Approvals page for the Caterer and on the Menus page for the School Admin.

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NOTE: If the school has saved changes to the Menu, but not submitted the Menu; on the automatic submission date, the saved changes will be submitted for approval not the default options.

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Automatic Approval

Caterer users can set a limit on the length of time permitted to approve Menus submitted by the school before the Menu is automatically approved by the system: Menus > Admin > Configure > Automatic menu approval days [1].

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Automatic menu approval days is null:

When Automatic menu approval days is Null, Menus will not be automatically approved by the system and must be approved by the Caterer.

Automatic menu approval days is zero:

When Automatic menu approval days is 0, Menus will be immediately approved as soon as the school submits the Menus.

Automatic menu approval days is not zero or null:

When Automatic menu approval days is not 0 or Null, an automatic approval date based on calendar days is set against the Menu. The date is calculated by taking the date the Menu was submitted by the school and adding the configured number of automatic menu approval days. For example, if a Menu is submitted by the school on the 1st of September and Automatic menu approval days is 5, the Menu for the school will be automatically approved by the system on the 6th of September.

NOTE: The automatic menu approval job runs at 8pm on the calculated automatic approval date.

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