How to Manage Pre-Orders in Orion's Plan

Complete guide to the pre-orders section, where you manage all guest meal selections.

Overview

The Pre-Orders section is your central hub for viewing and managing all guest meal selections made before their arrival. This helps you prepare efficiently and deliver faster service.

Accessing Pre-Orders

1. Navigate to Pre-Orders Section - Click "Pre-Orders" in the left sidebar
2. View All Pre-Orders - See list of all bookings with pre-orders, filter by date, menu, or status

Understanding Pre-Order Status

• Pending: Guest hasn't completed pre-order yet
• Partial: Some but not all guests have ordered
• Complete: All guests have submitted orders
• Deadline Passed: Time to modify has expired
• Ready for Kitchen: Locked and ready for preparation

Viewing Pre-Order Details

For a Single Booking

1. Click on a booking card to open details
2. View Guest Selections - each guest's name, meal selections, dietary requirements, special requests
3. Guest Order Information includes: Guest name and seat assignment, Starter/Main/Dessert, Dietary restrictions, Special instructions, Submission time

Editing Pre-Orders

Before Deadline

1. Open Booking Details
2. Click "Pre-Orders" Tab
3. Find Guest to Edit
4. Click "Edit Order"
5. Make Changes (menu items, dietary notes, special requests)
6. Save Changes - guest receives update notification

After Deadline

• Pre-orders are locked
• Contact guest directly for urgent changes
• Kitchen may have started preparation
• Make notes for service staff

Printing Pre-Orders

Print for Front of House (FOH)

FOH print includes guest-by-guest details for service staff:

1. Click on a Booking with Pre-Orders
2. Click on the preorders tab
3. Click "View Print options" Button
4. Select "Front of House (FOH)"
5. Preview Print Layout
6. Click "Print"

FOH Print Shows: Guest names and seat numbers, complete order for each guest, allergies and dietary needs, special requests, table assignment, booking time and party size.

Print for Back of House (BOH)

BOH print provides consolidated kitchen prep list:

1. Click on a Booking with Pre-Orders
2. Click on the preorders tab
3. Click "View Print options" Button
4. Select "Back of House (BOH)"
5. Preview Kitchen List
6. Click "Print"

BOH Print Shows: Consolidated dish counts (e.g., "Grilled Salmon x 4"), organized by course, all dietary modifications, special cooking instructions, booking time for timing.

Print Name Cards

1. Click on a Booking with Pre-Orders
2. Click on the preorders tab
3. Click "View Print options"
4. Select "Name Cards"
5. Choose Template (Classic elegant, Modern minimalist, Formal traditional, Custom)
6. Adjust Settings (font size, card layout, include/exclude table number)
7. Print

Managing Pre-Order Deadlines

Setting Deadlines

• When Creating Booking: Assign menu with pre-order option, system sets default deadline
• For Existing Booking: Edit booking, change pre-order deadline, guest receives notification

Deadline Notifications

• 3 Days Before: First reminder sent
• 1 Day Before: Final reminder sent
• At Deadline: Pre-orders lock
• After Deadline: Orders sent to kitchen

Tips for Managing Pre-Orders

Before Service

1. Check All Pre-Orders Are Complete
2. Review Kitchen Requirements - Print BOH list, share with chef
3. Prepare Service Staff - Print FOH lists, brief staff on dietary needs

During Service

1. Reference FOH Printouts
2. Coordinate with Kitchen

After Service

1. Track Order Accuracy
2. Review Performance

Troubleshooting

• Guest Can't Access Pre-Order: Check confirmation email, resend link, verify deadline
• Order Not Showing: Refresh page, check guest completed submission, verify menu assigned
• Need to Change After Deadline: Open booking, override deadline (manager permission), edit orders