HOW TO — MY MENU Operations Manual

01

Overview

MY MENU is a multi-location hotel & restaurant platform for table/room service, kitchen & bar stations, floor management, delivery, and analytics.

What the platform does

Guest QR ordering at tables / rooms
Live kitchen and bar boards with status workflow
Waiter boards, calls, and direct ordering
Floor map, table sessions, reservations
Bills, split pay, archive & stats
Home delivery module
Multi-branch / multi-business support

Core concepts

Tenant — one business (or branch) with its own menu, staff, and data
Room / Table — physical place where guests order (QR-linked)
Table session — active ordering window after QR scan
Order — ticket with items, statuses for kitchen and bar
Station — Kitchen or Bar (can be paused independently)
Course — pacing step (Starters, Mains…) from category order

Tip: Use the Print / PDF button in the top bar. Each major topic starts on a new page when printed, so you can hand role-specific chapters to staff.

02

Roles & Access

Staff accounts live in the admins table. Role controls which screens and APIs are available.

Role	Primary screens	Can do
admin	Dashboard, Orders, Menu, Stock, Rooms, Tables, Settings, Stats, Staff, Branches, Ads	Full control. Create any role including other admins. Close business day, archive, billing.
supervisor	Supervisor board, Floor, Orders overview, Shift brief	Oversee all stations and waiters. Cannot create admin accounts. Can manage floor and reservations.
waiter	Waiter board (per waiter slug), Floor map, Direct order	Take orders, deliver, mark delivered, receive kitchen/bar notifications, respond to guest calls.
kitchen	Kitchen station board	Advance food items through statuses. Notify waiter when ready. Toggle kitchen open/closed only.
bar	Bar station board	Advance drink items through statuses. Notify waiter. Toggle bar open/closed only.

Password rule: Staff passwords must be at least 12 characters. A 4-digit staff PIN is required for the Staff QR page (daily QR reveal).

03

Login & Staff QR

Two ways to sign in: classic username/password, or one-time Staff QR codes for floor stations.

Classic login

Open the staff login page for your business.

Enter username + password
Redirects to the home screen for your role (admin, kitchen, bar, waiter…)
Keep your login private — never share credentials

Staff QR login

Ideal for shared tablets at kitchen / bar / waiter stations.

Admin or supervisor opens Staff QR page and enters staff PIN
Daily QR is revealed for that person
Staff scans → check-in → redirected to their station
QR is single-use / time-limited (security)
Scan again can check out and log hours

Security: Kitchen, bar and waiter stations expect QR sessions for non-admin users. Do not share daily QR codes across people.

04

Order Flow Logic

Orders move through a clear status pipeline. Food and drinks are tracked independently so kitchen and bar can work in parallel.

Status pipeline

NEW → CONFIRMED → PREPARING → READY → DELIVERING → DELIVERED

CANCELLED can be applied at most stages (subject to role and business rules).

Status	Who advances	Typical action label
NEW	Kitchen / Bar / Admin	Confirm
CONFIRMED	Kitchen / Bar	Start preparing
PREPARING	Kitchen / Bar	Mark ready
READY	Waiter / Kitchen / Bar	Out for delivery
DELIVERING	Waiter	Mark delivered
DELIVERED	—	Complete

Kitchen status vs Bar status

Each order tracks food and drinks separately:

Kitchen status — food items only
Bar status — drinks only

Overall order status follows the station that is still furthest behind (so a table is not “done” until both sides finish). If an order has only food or only drinks, the other side is ignored.

End-to-end path (table service)

Guest scans table QR → active table session is created or validated
Guest builds cart and places order (or waiter places direct order)
Order created as NEW; items split to kitchen and/or bar
Station staff confirm → prepare → mark ready
Station can notify waiter; waiter picks up and marks delivering / delivered
Guest or staff requests bill → bill open → pay (full or split)
On pay / close business day, order data archives into stats tables

Courses: Categories define course steps (sort order / course_number). Waiters and kitchen can send the next course when previous items are ready — pacing service without chaos.

05

Carts & Ordering

Carts exist on the guest menu, waiter direct-order UI, and related public flows. Understanding cart rules prevents failed submits.

Guest cart

Cart stays on the device while browsing the menu
Each line: item id, name, price, quantity, optional course
Same item can appear on different courses as separate lines
Cart bar shows count + running total
Submit sends items and the table/room context from the QR session
Unavailable / non-deliverable items are skipped server-side

Waiter / direct cart

Waiter board has a direct-order menu for a chosen table
Items posted with waiter_name and room number
Staff direct orders are accepted from the waiter board without a guest QR scan
Same validation: available items, tenant ownership, station pause checks

Server validation on create

At least one available menu item
Table orders normally need an active QR session for that table (staff can place direct orders from their board)
Delivery only accepts items marked as deliverable; security checks apply on the delivery form
If kitchen or bar is closed, related items may be blocked depending on settings
Prices and totals are always calculated by the system

06

Guest Experience

Guests never log in. They scan, browse, order, and track status.

Entry points

Table / room QR — opens session-scoped menu for that table
Public menu — browse without a fixed table (where enabled)
Session table QR — links the guest to that table’s active ordering session
Delivery home — address + cart for home delivery
Trusted access — optional VIP or internal floor access where enabled
Order status page — track by order number

Guest actions

Browse categories and items (food vs drinks sections)
Add to cart, set quantities and courses
Add special requests / notes
Place order → receive order number
Watch live status (kitchen + bar)
Request bill when ready
Call waiter (where waiter-call is enabled)

Session tip: If a guest sees “scan the table QR again”, the previous table session expired or was closed. A new scan starts a fresh ordering session.

07

Waiter Guide

Waiters are the bridge between stations and the floor. Their board merges orders by table and surfaces notifications.

Waiter board

Open the Waiter board from the staff menu (or your personal waiter link if provided)
Orders grouped by table for clear service
Status actions: pick up (delivering), mark delivered
Notifications from kitchen/bar when items are ready
Guest call banners (ack when handled)
Direct order: select table → build cart → submit under waiter name
Optional floor map overlay for spatial awareness

Daily routine

Check in via Staff QR (or login)
Open waiter board; note active tables
Respond to guest calls promptly
When kitchen/bar notifies READY → pick up and deliver
Mark DELIVERING then DELIVERED
Help with bill request / payment as needed
Check out at end of shift

Performance

Service totals and goals can be configured (waiter setup). Supervisors and admins can review performance. Always ack notifications so the board stays clean.

08

Kitchen Station

The kitchen board shows only food items. Advance statuses, notify waiters, and control station open/closed.

Kitchen board features

Live list of active food tickets (merged by table where helpful)
Status buttons following the pipeline (Confirm → Preparing → Ready…)
Notify waiter when a ticket is ready for pickup
Course awareness — send next course when appropriate
Dishes served today counter
Open / close kitchen (pauses incoming food orders when closed)
Optional speech / alerts for new tickets (browser support)

Rule: Kitchen staff can only toggle the kitchen station, not the bar. Admins and supervisors can control both.

09

Bar Station

Same workflow as kitchen, scoped to drinks only.

Bar board features

Drink tickets only
Independent status from kitchen on the same order
Notify waiter when drinks are ready
Drinks served today counter
Open / close bar independently

Parallel work: A single order can be PREPARING in the kitchen and already READY at the bar. Overall status reflects the slower side still in progress.

10

Supervisor

Supervisors see the big picture without full admin configuration rights.

Supervisor board & tools

Aggregated view across waiters and stations
Floor page access (layout, live status, reservations)
Shift brief for opening context
Can create staff for kitchen / waiter / bar / supervisor (not admin)
Manage Staff QR reveal for the team

11

Admin Dashboard

Admins configure the business and have full operational control.

Key admin pages

Dashboard — live snapshot of orders and activity
Orders — filter by status / room; manage items, cancel, bills
Menu — categories, items, prices, availability, courses
Stock — inventory awareness
Rooms / Tables — create tables, QR, system rooms
Floor — visual layout editor and live status
Settings — timezone, stations, branding, features
Stats — sales, top items, food vs drinks, export
Staff — create/edit accounts and PINs
Branches / Businesses — multi-location
Advertising — in-menu ads
Waiter setup — names, goals, profiles

High-impact actions

Close business day → archive into stats
Pay / split-pay bills
Remove order items or cancel orders
Pause kitchen or bar from settings
Export reports (CSV / PDF / zip of closed bills)
Redeem POS / activation codes

12

Floor & Tables

Floor management ties physical tables to QR sessions and live occupancy.

Table sessions

Scan QR → the table’s ordering session becomes active
Guest orders stay tied to that table for the session
Sessions end when the table is closed or the session times out
Public rooms may allow ordering with fewer session restrictions

Floor page

Visual layout (floors, zones: BAR, VIP, Outdoor…)
Live status per table
Book tables / manage reservations
Accessible to admin, supervisor, and waiters as configured

QR types

Public table QR by room number
Session-scoped QR for a specific table visit
Staff QR for check-in (separate from guest QR)

13

Menu & Stock

Menu structure

Categories — name, food or drinks section, sort order, course step
Items — price, availability, deliverable flag, description, image
AI parse / import helpers may be available for bulk setup
Unavailable items never enter new orders

Stock

Track levels against menu items
Use availability toggle for 86’d items during service
Keep bar and kitchen categories distinct (food vs drinks)

14

Bills & Payments

Bill lifecycle

Guest or staff requests bill for a table/order
Open bill aggregates items (and can span related tickets)
Full pay or split pay
On payment, order moves toward closed; stats archive updated
Closed bills can be exported as ZIP for accounting

Cashier path: The cashier module can create already-paid tickets (e.g. walk-up POS) marked DELIVERED + PAID for rapid counter sales.

15

Stats & Reports

What you get

Sales KPIs, charts, top items
Food vs drinks split
Daily / monthly ranges in the business timezone from Settings
CSV / PDF export
Network / multi-branch stats (where licensed)

Paid orders are archived into reports automatically so KPIs stay accurate without double-counting.

16

Settings

Important settings groups

Business name, timezone, currency formatting
Kitchen / bar open state and pause timers
Feature flags (delivery, waiter calls, public menu…)
Branding / custom CSS hooks
Advertising and platform bill imagery

17

Delivery

Home delivery flow

Guest opens delivery home page for the tenant
Only items marked deliverable appear
Security check required on the public delivery form
Order is marked as home delivery and awaiting payment (plus any guest note)
Closed page shown when delivery is disabled in config

18

Cashier / POS

Counter sales

Cashier supports rapid paid orders (cash/card) without the full table-service path. Counter sales are recorded as completed and paid for reporting continuity.

19

Branches & License

Multi-location

Root tenant can create branches when plan allows
POS / activation codes redeem seats or features
Subscription and recovery pages for license issues
Network stats aggregate across branches

20

Best Practices

Service quality

Keep kitchen and bar status current — never leave tickets stuck on NEW
Notify waiter as soon as items are READY
Ack guest calls so the floor stays calm
86 items via availability instead of confusing the menu
Close the business day daily for clean stats

Security & ops

Never share admin passwords or daily Staff QR codes
Rotate PINs if a device is lost
Use Staff QR on shared kitchen tablets instead of password logins
Verify timezone in Settings before trusting daily reports
Train new staff with the printed chapters for their role only

Print tip: In the print dialog choose “Save as PDF”. Each numbered topic begins on a new page so you can distribute only the sections each role needs.