Setup Recommendations for Food Service

From your , ,

Applies to ,

Overview

When I Work schedules, positions, and job sites are powerful tools that make scheduling fast and easy. Using these tools to their full potential is key to getting the most out of When I Work for your business.

In the following sections, we’ll go through our recommendations for a food truck, small restaurant, large restaurant, and multi-restaurant group.

Terms to know before you begin

Schedules

A feature that allows you to group employees into separate schedules. You might want to set up multiple schedules if your business operates out of different physical locations/regions or you want to build separate schedules for different teams/departments. If you use multiple schedules, supervisors can build their schedules independently (managers have access to view and edit all schedules).

Positions

A position identifies a particular job, duty, or skill that is performed at your workplace. For example, a restaurant shop might have cook, server, and host positions. Use positions to make sure you’ve scheduled the right people for the right shifts. You can also allow employees to swap/drop shifts based on their qualified positions.

Job sites

A job site identifies a location where shifts take place. You can use job sites for shifts that take place off-site from your normal place of business, or to designate specific locations inside your place of business. For example, you might add a job site for an event space or a particular room at your restaurant. Job sites are optional; shifts without job sites take place at the normal schedule location.

Food truck

In this example, we’ll explain how to use When I Work to schedule a standalone food truck that has 5 employees.Food truck

The following table summarizes some key details about the food truck and our recommendations for When I Work.

Key ItemsPhysical locations
DetailsPrep Kitchen
RecommendationUse the default schedule (a) to cover the prep kitchen and food truck. Multiple schedules aren’t needed for a small number of employees.
Key ItemsSkills/jobs
DetailsCook, Driver/Cashier
RecommendationAdd a position (b) for each job to make sure that you’re scheduling qualified employees for the right shifts.
Key ItemsTruck parking spots
DetailsLoring Park, Downtown, Lowertown, Hennepin Island
RecommendationAdd a job site (c) for each parking spot. Add job sites to shifts to let the driver know where to go.
Key Items Details Recommendation
Physical locations Prep Kitchen Use the default schedule (a) to cover the prep kitchen and food truck. Multiple schedules aren’t needed for a small number of employees.
Skills/jobs Cook, Driver/Cashier Add a position (b) for each job to make sure that you’re scheduling qualified employees for the right shifts.
Truck parking spots Loring Park, Downtown, Lowertown, Hennepin Island Add a job site (c) for each parking spot. Add job sites to shifts to let the driver know where to go.

Food truck example

Small restaurant

In this example, we’ll explain how to use When I Work to schedule a small restaurant that has 22 employees.

Small restaurant

The following table summarizes some key details about the restaurant and our recommendations for When I Work.

Key ItemsPhysical locations
DetailsRestaurant
RecommendationsBecause the restaurant has a large number of employees, we recommend setting up separate schedules (a) for each team.
Key ItemsTeams
DetailsFront of House, Back of House
RecommendationsSet up a separate schedules (a) for each team to keep each schedule easier to manage and let supervisors build their own schedules.
Key ItemsSkills/jobs
DetailsHost/Server, Cook, Manager
RecommendationsAdd a position (b) for each job to make sure that you’re scheduling qualified employees for the right shifts.
Key Items Details Recommendations
Physical locations Restaurant Because the restaurant has a large number of employees, we recommend setting up separate schedules (a) for each team.
Teams Front of House, Back of House Set up a separate schedules (a) for each team to keep each schedule easier to manage and let supervisors build their own schedules.
Skills/jobs Host/Server, Cook, Manager Add a position (b) for each job to make sure that you’re scheduling qualified employees for the right shifts.

Small restaurant configuration

Large restaurant with catering

In this example, we’ll explain how to use When I Work to schedule a large restaurant that has 57 employees and provides catering for off-site event spaces.

Large restaurant

The following table summarizes some key details about the restaurant and our recommendations for When I Work.

Key ItemsPhysical locations
DetailsRestaurant
RecommendationsEven though there’s only one location, we recommend setting up separate schedules (a) for each team.
Key ItemsTeams
DetailsFront of House, Back of House, Catering
RecommendationsSet up a separate schedules (a) for each team to keep each schedule easier to manage and let supervisors build their own schedules.
Key ItemsSkills/jobs
DetailsBusser, Host, Server, Manager, Cook, Dishwasher
RecommendationsAdd a position (b) for each job to make sure that you’re scheduling qualified employees for the right shifts.
Key ItemsEvent spaces
DetailsNorthtown Event Center, Crystal Ballroom, Smith Convention Center
RecommendationsAdd a job site (c) for each event space where the catering team operates. A shift with a job site lets the employee know where to go.
Key Items Details Recommendations
Physical locations Restaurant Even though there’s only one location, we recommend setting up separate schedules (a) for each team.
Teams Front of House, Back of House, Catering Set up a separate schedules (a) for each team to keep each schedule easier to manage and let supervisors build their own schedules.
Skills/jobs Busser, Host, Server, Manager, Cook, Dishwasher Add a position (b) for each job to make sure that you’re scheduling qualified employees for the right shifts.
Event spaces Northtown Event Center, Crystal Ballroom, Smith Convention Center Add a job site (c) for each event space where the catering team operates. A shift with a job site lets the employee know where to go.

Large restaurant configuration

Multi-restaurant group

In this example, we’ll explain how use When I Work to schedule a group of restaurants with multiple locations and 103 employees.

Multi-location restaurant chain

The following table summarizes some key details about the restaurant chain and our recommendations for When I Work.

Key ItemsPhysical locations
DetailsUptown, Downtown, Northeast, Lowertown
RecommendationsSet up a separate schedule (a) for each restaurant so that the local managers can handle scheduling individually and keep their employees separate. You can share employees between schedules if they work at multiple restaurants.
Key ItemsTeams
DetailsFront of House, Back of House
RecommendationsCombine teams on a shared schedule for each restaurant. If each restaurant has a large number of employees, you could consider making 8 schedules—one for each team/restaurant combination.
Key ItemsSkills/jobs
DetailsBusser, Host, Server, Manager, Cook, Dishwasher
Recommendations Add a position (b) for each job to make sure that you’re scheduling qualified employees for the right shifts.
Key Items Details Recommendations
Physical locations Uptown, Downtown, Northeast, Lowertown Set up a separate schedule (a) for each restaurant so that the local managers can handle scheduling individually and keep their employees separate. You can share employees between schedules if they work at multiple restaurants.
Teams Front of House, Back of House Combine teams on a shared schedule for each restaurant. If each restaurant has a large number of employees, you could consider making 8 schedules—one for each team/restaurant combination.
Skills/jobs Busser, Host, Server, Manager, Cook, Dishwasher  Add a position (b) for each job to make sure that you’re scheduling qualified employees for the right shifts.

Multi-location restaurant configuration

Still have questions?

Contact us if you still have questions about how to use When I Work at your food service business.

Updated on December 18, 2017

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