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Help & Documentation

Learn how to use all DishFlowIt features to maximize your restaurant's efficiency and customer satisfaction.

Getting Started

Account Setup

Getting Started

Overview

Setting up your DishFlowIt account takes less than 2 minutes. You'll create your restaurant profile, configure basic settings, and be ready to add your team.

Visual Guide

Manager Dashboard Overview

How to Set Up

  1. Visit the signup page - Click "Book Free Demo" or "Get Started" from the homepage
  2. Enter restaurant details - Provide your restaurant name, email, and phone number
  3. Verify your email - Check your inbox for a verification link
  4. Complete your profile - Add your address, cuisine type, and operating hours
  5. Choose your plan - Select the number of staff members (£20/mo base + £5/staff)

💡 Tips & Best Practices

  • Use a dedicated email for your restaurant (not personal) for better organization
  • Have your business registration details handy for faster setup
  • Start with a conservative staff count - you can adjust anytime

Common Questions

Do I need a credit card to sign up?

No! You can explore the demo without any payment information. We only ask for payment details when you're ready to go live.

Can I change my plan later?

Absolutely. You can adjust your staff count up or down at any time from your account settings. Changes take effect immediately.

Staff Management

Getting Started

Overview

Invite team members, assign roles (Waiter, Chef, Manager), and manage access from one central interface. Filter by role, edit permissions, and deactivate accounts when staff leave. Each team member receives instant login credentials via email.

Visual Guide

Staff Management Interface

How to Manage Staff

  1. Access Staff Management - From the manager dashboard, tap the "Staff" tab
  2. Invite a team member - Tap "Invite Staff" button
  3. Enter details - Provide full name, email address, and select their role
  4. Send invitation - They'll receive an email with login instructions
  5. Filter by role - Use the chips at the top to view Managers, Chefs, or Waiters separately
  6. Edit or deactivate - Tap the menu (⋮) on any staff card to modify their role or deactivate their account

💡 Tips & Best Practices

  • Invite staff during a quiet period so they can explore the interface
  • Assign a "tech-savvy" team member first to help train others
  • Use role-based filtering to quickly audit who has what access
  • Deactivate accounts immediately when staff leave to maintain security
  • Regularly review the staff list to ensure only active employees have access

Common Questions

Can staff use their personal phones?

Yes! DishFlowIt works on any smartphone or tablet. No special hardware needed.

What if a staff member leaves?

Tap the menu (⋮) on their staff card and select "Deactivate". Their access is revoked immediately, and you stop paying for that seat.

Can I change someone's role after inviting them?

Absolutely! Tap the menu (⋮) on their card, select "Edit", and choose a new role. Changes take effect immediately.

What's the difference between roles?

Waiters see the table map and take orders. Chefs see the kitchen dashboard with digital tickets. Managers have full access to analytics, staff management, menu configuration, and all other settings.

Table Management

Getting Started

Overview

Configure your restaurant's floor plan with table numbers and seating capacities. Generate QR codes for each table to enable customer self-ordering. Manage your entire floor layout from one central interface.

Visual Guide

Table Management Interface

How to Manage Tables

  1. Access Table Management - From the manager dashboard, tap the "Tables" tab
  2. Add a table - Tap "Add Table" button
  3. Enter table details - Provide table number (e.g., T1, Table 5, Patio-1) and seating capacity
  4. Generate QR code - Tap "QR Code" on any table card to view and download the unique QR code
  5. Print and display - Laminate QR codes and place them on tables for customer scanning
  6. Edit or delete - Use the menu (⋮) on each table card to modify or remove tables

💡 Tips & Best Practices

  • Use waterproof laminated QR codes for durability
  • Number tables logically (e.g., 1-10 for main dining, 20-25 for patio)
  • Set accurate capacities to help with seating management
  • Test QR codes before printing to ensure they work correctly
  • Keep a backup set of QR codes in case originals get damaged

Common Questions

Can I change table numbers after creation?

Yes! Tap the menu (⋮) on any table card and select "Edit" to change the table number or capacity. Note that changing the table number will require reprinting the QR code.

What happens if I delete a table?

Deleting a table is permanent and cannot be undone. Any active orders for that table will remain in the system, but new customers won't be able to scan the QR code.

How do QR codes work?

Each table has a unique QR code that customers scan with their phone camera. This opens the digital menu in their browser (no app download needed) and links their orders to the specific table.

For Waiters

Live Table Map

Waiter

Overview

Visual floor plan showing all tables with color-coded status indicators. See at a glance which tables need attention, have pending orders, or are ready for service.

Visual Guide

Waiter Table Map Interface

How to Use

  1. Open your waiter dashboard - The table map is your home screen
  2. Check table colors:
    • 🟢 Green = Available
    • 🟡 Yellow = Ordered (waiting for kitchen)
    • 🟠 Orange = Ready (food prepared)
    • 🔴 Red = Overdue (needs immediate attention)
  3. Tap a table - View full order details and customer info
  4. Take action - Mark items as served, add to order, or request bill

💡 Tips & Best Practices

  • Glance at the map every 2-3 minutes during busy periods
  • Prioritize red (overdue) tables first to maintain service quality
  • Use the map to balance workload across your section

Common Questions

What makes a table "overdue"?

If food has been ready for more than 5 minutes without being served, the table turns red. You can adjust this threshold in settings.

Can I see other waiters' tables?

Yes, but they're shown in a lighter shade. You can only interact with your assigned tables unless you have manager permissions.

Instant Status Sync

Waiter

Overview

Real-time updates from the kitchen appear instantly on your device. No more walking back and forth to check if orders are ready.

How It Works

  1. Place an order - It's sent to the kitchen immediately
  2. Kitchen updates status - Chef marks items as "Started" or "Ready"
  3. You get notified - Push notification + table color change
  4. Serve the food - Mark items as "Served" to complete the cycle

💡 Tips & Best Practices

  • Enable push notifications for instant alerts
  • Keep your phone volume on during service
  • Check the "Ready" queue every few minutes as a backup

Smart Table Transfers

Waiter

Overview

Move individual items or entire orders between tables with one tap. The bill recalculates automatically, and the kitchen is notified of the change.

Visual Guide

Table Transfer Interface

How to Transfer

  1. Open the source table - Tap the table you're transferring from
  2. Select items - Choose which items to move (or select "All")
  3. Tap "Transfer" - Choose the destination table from the list
  4. Confirm - The system updates both tables instantly

💡 Tips & Best Practices

  • Use transfers when parties merge or split
  • Double-check the destination table before confirming
  • Add a note explaining the transfer for kitchen clarity

Common Questions

What happens to the bill?

The source table's bill is reduced, and the destination table's bill increases by the transferred amount. Both update in real-time.

Can I undo a transfer?

Yes, within 2 minutes. After that, you'll need to manually transfer items back.

Kitchen Requests

Waiter

Overview

Send special instructions, dietary requirements, and custom prep notes directly to the kitchen. These appear on the digital chit for the chef.

Visual Guide

Kitchen Requests on Ticket

How to Add Requests

  1. While taking an order - Tap the menu item
  2. Add special instructions - Type or select from common requests (e.g., "No onions", "Extra spicy")
  3. Flag allergies - Use the allergy alert button for critical dietary needs
  4. Submit order - The request appears highlighted on the kitchen ticket

💡 Tips & Best Practices

  • Always flag allergies - they appear in red on kitchen screens
  • Be specific with modifications (e.g., "Light salt" vs "No salt")
  • Use saved templates for common requests to save time

Order Management

Waiter

Overview

Create, modify, and track orders from start to finish. Add items, apply discounts, split bills, and process payments all from one interface.

Visual Guide

Waiter Order Management

How to Manage Orders

  1. Create new order - Tap a table, then "New Order"
  2. Add items - Browse menu or use quick search
  3. Modify order - Add/remove items before sending to kitchen
  4. Send to kitchen - Tap "Submit" to fire the order
  5. Track progress - Monitor status updates in real-time
  6. Process payment - When ready, tap "Request Bill"

💡 Tips & Best Practices

  • Review the order with the customer before submitting
  • Use the "Hold" feature for courses that should be delayed
  • Add notes about timing preferences (e.g., "Dessert in 20 mins")

For Chefs

Digital Ticket Rails

Chef

Overview

High-fidelity digital chits organized chronologically with urgency highlighting. See all pending orders at a glance on your kitchen screen.

Visual Guide

Chef Side Digital Rails

How to Use

  1. View incoming tickets - New orders appear on the left (oldest first)
  2. Check urgency - Red border = urgent, yellow = normal priority
  3. Start cooking - Tap "Start" to move ticket to "In Progress"
  4. Mark items ready - Tap individual items as they're completed
  5. Complete order - When all items done, tap "Ready for Service"

💡 Tips & Best Practices

  • Work from left to right (oldest to newest) during normal service
  • Prioritize red-bordered tickets during rush periods
  • Use "Start All" for orders with multiple items to batch efficiently

Common Questions

What makes a ticket "urgent"?

Tickets turn red if they've been pending for more than 15 minutes, or if the waiter manually flags them as priority.

Can I see table numbers?

Yes, each ticket shows the table number and waiter name at the top.

Delay Reporting

Chef

Overview

One-tap bottleneck warnings sent instantly to waiter tablets. Keep front-of-house informed when delays occur so they can manage customer expectations.

How to Report Delays

  1. Identify the issue - Realize an order will take longer than expected
  2. Tap the ticket - Open the order details
  3. Hit "Report Delay" - Select reason (e.g., "Out of ingredient", "High volume")
  4. Add estimated time - How many extra minutes needed
  5. Send notification - Waiter receives instant alert

💡 Tips & Best Practices

  • Report delays early - don't wait until customers are already frustrated
  • Be realistic with time estimates - better to over-promise and under-deliver
  • Use pre-set delay reasons for speed during busy periods

Bulk Workflows

Chef

Overview

Process entire orders with "Start All" and "Ready All" buttons to maximize kitchen throughput during high-volume service.

Visual Guide

Bulk Actions on Chef Dashboard

How to Use Bulk Actions

  1. "Start All" - Marks all items in an order as "In Progress" with one tap
  2. "Ready All" - Marks all items as complete when the entire order is plated
  3. Selective marking - Still tap individual items if they finish at different times

💡 Tips & Best Practices

  • Use "Start All" for orders where all items cook together (e.g., single-course meals)
  • Use "Ready All" only when the entire order is plated and ready to go
  • For multi-course orders, mark items individually to give waiters better visibility

Order Clocking

Chef

Overview

Automatic prep time tracking for every order. Helps identify bottlenecks and optimize kitchen efficiency over time.

Visual Guide

Order Timer on Tickets

How It Works

  1. Timer starts - Automatically when order is received
  2. You cook - No manual tracking needed
  3. Timer stops - When you mark the order as "Ready"
  4. Data is logged - Managers can view average prep times by dish

💡 Tips & Best Practices

  • Mark orders "Started" promptly for accurate timing data
  • Review your average times weekly to identify slow items
  • Use timing data to inform menu engineering decisions

Kitchen Communication

Chef

Overview

Send messages to waiters about specific orders, ask questions about modifications, or alert them to 86'd items.

How to Communicate

  1. Open a ticket - Tap the order you need to discuss
  2. Tap "Message Waiter" - Opens a quick message interface
  3. Type or select - Use templates or type custom message
  4. Send - Waiter receives instant notification

💡 Tips & Best Practices

  • Use templates for common messages ("Need clarification on mods")
  • Be specific - reference table number and item name
  • For urgent issues, follow up verbally if no response in 1 minute

For Managers

Revenue Analytics

Manager

Overview

Live heatmaps of daily income, top-selling items, and peak service hours. Make data-driven decisions to optimize your restaurant's performance.

Visual Guide

Manager Revenue Analytics Dashboard

How to Use Analytics

  1. Open Manager Dashboard - Analytics is your home screen
  2. View daily metrics - Revenue, order count, average ticket size
  3. Check top sellers - See which menu items are most popular
  4. Analyze peak hours - Identify busy periods for staffing optimization
  5. Export reports - Download CSV for deeper analysis

💡 Tips & Best Practices

  • Review analytics daily to spot trends early
  • Use top-seller data to inform menu engineering
  • Compare week-over-week to measure growth
  • Schedule staff based on peak hour patterns

Common Questions

How often does data update?

Revenue and order metrics update in real-time. Charts refresh every 5 minutes.

Can I see historical data?

Yes, you can view analytics for any date range. Data is retained for 2 years.

Staff Attendance

Manager

Overview

Integrated digital clock-in/out system with detailed audit logs for payroll. Track who's working, when they arrived, and total hours.

Visual Guide

Staff Attendance and Rota Management

How It Works

  1. Staff clocks in - Taps "Clock In" when arriving for shift
  2. System logs time - Timestamp and location recorded
  3. Staff clocks out - Taps "Clock Out" when leaving
  4. You review logs - View attendance reports by day, week, or month
  5. Export for payroll - Download timesheet CSV for accounting

💡 Tips & Best Practices

  • Require clock-in before accessing other app features
  • Review attendance weekly to catch patterns of tardiness
  • Use the "Scheduled vs Actual" report to optimize rotas

Marketing Segments

Manager

Overview

Identify VIPs and recurring customers for personalized rewards and campaigns. Build customer loyalty with targeted offers.

Visual Guide

Marketing Segments Dashboard

How to Use Segments

  1. View customer list - From Marketing tab in manager dashboard
  2. See segments - Customers auto-categorized by visit frequency:
    • VIP: 10+ visits
    • Regular: 5-9 visits
    • Occasional: 2-4 visits
    • New: 1 visit
  3. Create campaigns - Send targeted offers to specific segments
  4. Track results - Monitor redemption rates and ROI

💡 Tips & Best Practices

  • Reward VIPs with exclusive early access to new menu items
  • Re-engage "Occasional" customers with comeback offers
  • Thank "New" customers with a second-visit discount

Branch Control

Manager

Overview

Switch between multiple locations and monitor site-specific performance in real-time. Perfect for multi-location restaurant groups.

How to Manage Branches

  1. Add locations - From Settings > Branches
  2. Switch branches - Use the dropdown in the top navigation
  3. View branch analytics - All metrics are branch-specific
  4. Compare performance - Use the "All Branches" view for side-by-side comparison

💡 Tips & Best Practices

  • Set up branch-specific menus if offerings differ
  • Compare branches weekly to identify best practices
  • Use cross-branch data to inform expansion decisions

Performance Metrics

Manager

Overview

Track key performance indicators like average prep time, table turnover rate, and customer satisfaction scores.

Key Metrics to Monitor

  • Average Prep Time - How long from order to ready
  • Table Turnover - How many seatings per table per service
  • Order Accuracy - Percentage of orders without modifications/returns
  • Customer Retention - Percentage of repeat customers
  • Staff Efficiency - Orders per staff member per hour

💡 Tips & Best Practices

  • Set weekly goals for each metric and track progress
  • Share performance data with staff to drive improvement
  • Use metrics to identify training opportunities

For Customers

QR Code Ordering

Customer

Overview

Scan the QR code on your table to instantly access the menu and place orders without downloading an app or waiting for a waiter.

Visual Guide

Customer QR Code Menu

How to Order

  1. Scan QR code - Use your phone's camera app
  2. Browse menu - See photos, descriptions, and prices
  3. Add items to cart - Tap items to add, customize as needed
  4. Review order - Check your cart before submitting
  5. Submit - Order goes straight to the kitchen
  6. Track status - See when your food is being prepared and ready

💡 Tips & Best Practices

  • Filter by dietary preferences (vegetarian, vegan, gluten-free)
  • Check out the "Popular" section for restaurant favorites
  • Add special instructions for allergies or preferences

Common Questions

Do I need to download an app?

No! The menu and ordering system work directly in your web browser. No app download required.

Can I still order from a waiter?

Absolutely. QR ordering is optional - you can always order the traditional way.

Loyalty Program

Customer

Overview

Earn stamps with every visit and unlock rewards at 3, 6, and 10 visits. Like a digital punch card, but better.

Visual Guide

Customer Loyalty Card

How to Earn Rewards

  1. Create account - Enter your email when you first scan the QR code
  2. Earn stamps - Get 1 stamp per visit (minimum £10 spend)
  3. Track progress - See your stamp card in the app
  4. Unlock rewards:
    • 3 visits: Free dessert
    • 6 visits: 10% off your bill
    • 10 visits: Free main course
  5. Redeem - Tap "Use Reward" when ordering

💡 Tips & Best Practices

  • Use the same email each visit to ensure stamps are tracked
  • Check your stamp count before ordering to plan reward redemption
  • Rewards expire 90 days after earning, so use them!

Common Questions

Can I share my account with family?

Each person should have their own account to earn stamps. Rewards are non-transferable.

What counts as a "visit"?

Any order over £10 placed at the restaurant. Takeaway and delivery orders also count!

Live Bill Review

Customer

Overview

See your running total in real-time as you order. No surprises when the bill arrives - you always know what you're spending.

Visual Guide

Customer Bill View

How to View Your Bill

  1. Tap "View Bill" - Available anytime from the menu screen
  2. See itemized list - All items with prices
  3. Check total - Includes tax and any applied discounts
  4. Split bill - Tap "Split" to divide by number of people
  5. Request payment - Tap "Pay Now" when ready to settle

💡 Tips & Best Practices

  • Check your bill periodically to stay within budget
  • Use the split feature for group dining
  • Review items before requesting payment to catch any errors

Reward Redemption

Customer

Overview

Redeem your earned rewards with a single tap. The discount or free item is applied automatically to your order.

How to Redeem

  1. Check available rewards - Tap "Rewards" in the menu
  2. Select reward - Choose which reward to use
  3. Apply to order - Reward is added to your cart
  4. Complete order - Discount or free item is applied at checkout

💡 Tips & Best Practices

  • Rewards can't be combined - use one per visit
  • Free item rewards let you choose from eligible menu items
  • Percentage discounts apply to your entire bill

Order History

Customer

Overview

View all your past orders, reorder favorites with one tap, and track your spending over time.

Visual Guide

Customer Order History

How to Use History

  1. Open your profile - Tap the profile icon
  2. View past orders - See date, items, and total for each visit
  3. Reorder favorites - Tap "Order Again" to add items to cart
  4. Track spending - See monthly and yearly totals

💡 Tips & Best Practices

  • Use "Order Again" for quick reordering of favorite meals
  • Review history to discover new favorites you might have forgotten
  • Track spending to stay within dining budgets