Set Up Process

When setting up Hospitality Manager for the first time, we will work with you to guide you through the process. 

The first decision to make will be around your outlet set up. Some clients require a central Hospitality outlet which can be accessed and used by all company users and outlets. An example if where this set up is used is in a large school where the outlets are different cost centres. Having a central hospitality outlet means all users have access to the same room booking diary and the kitchen managers have one place to manage and dispatch all orders.

An alternative set up might be where each outlet is completely independent of each other, for example each outlet is a different B&I catering contract. In this scenario, you would want to turn on hospitality manager in each outlet that needs it rather than having a central hospitality outlet. By activating it for a B&I outlet, they can create their own rooms and manage the menu and kitchen.

Below is a summary of the order we recommend completing the set up tasks:

1. Create your recipes in Recipe Manager
2. Create your Menus in the outlet you will be using for Hospitality - see notes above. Your menus are created in the Hospitality module, not in Recipe Manager/Storm.
   1. You will first create the category, then sub category. Your sub category requires a to and from set of times, eg 7am to 11am for a Breakfast sub category
   2. Next add your menu items. These pull from recipe manager and can be searched for using similar filters to those you will be used to in recipe manager. This will automatically display the main image and pull through the allergen in nutrition info.
3. Create your Rooms. You will first create a Building and can then add multiple rooms. As part of the set up you will be asked to a start and end time for the room's availability. You will also be able to tag the menus which are available for that room. 
4. Set up your users with the relevant approval levels and cost centres (IndiCater will complete the cost centre set up for you in the database until the user interface for this has been completed). Both outlet and head officer users can be set up as a approvers.
5. Set up your Hospitality Approval Levels. This is done in Head Office and is set per outlet.
6. Complete a test order - once your set up is complete you should test it by creating a test order or 2.

As always, please contact IndiCater with any queries as you complete the above set up.

More information about each stage can be found in the Help section on each page which can be accessed by clicking the question mark.