How to manage orders for a restaurant (PRO)

Last updated

24 March 2025

Overview

The PRO ordering system allows you to receive and manage customer orders efficiently. Once an order is placed, customers can track its status from the app and receive their items directly at their table or designated unit.

This article explains how to manage orders step by step, including checking, updating, and tracking orders in real time.

Before getting started

Before managing orders, make sure you:

• Have already configured the restaurant in the CMS under Content > Facilities > Restaurants.
• Have activated the ordering option in the PRO booking system.
• Have set up units, defined spaces and created at least one space combination.
• Have assigned an availability timetable to the service.
• Have attached QR codes to tables or units where orders are supported. You can generate these QR codes from PRO > Settings > Units.

Step-by-step guide

Step 1: Access the orders screen

1. Go to PRO in the CMS.
2. Select the service from the drop-down menu in the top-left corner.
3. Orders will be displayed in four columns, based on their status:
   • New orders: Orders that have just been placed.
   • In progress: Orders currently being prepared.
   • Ready to serve: Orders that are prepared and awaiting delivery.
   • Served: Orders that have already been served.

Each order is linked to the unit where it was placed and includes a time reference, showing how long ago the order was made (e.g., “Order placed 10 minutes ago”). This helps prioritize order fulfillment.

Note: This page refreshes automatically every 2 minutes to display the most up-to-date information.

Step 2: Check order details

1. Click on an order from the orders screen to open the order details window.
2. Here, you will see:
   • The unit where the order was placed.
   • The time elapsed since the order was placed.
   • The list of products ordered.
   • Any special requests or comments from the customer.
   • The quantity of each item.
   • The total price.
   • The payment method chosen.

Step 3: Update order status

You can update an order’s status in two ways:

1. From the order details window:
   • Select a new status from the drop-down menu.
   • Click Save changes to update the order.

1. From the orders screen (Columns view):
   • Drag the order from one column to another to update its status.

Once an order is marked In progress, the order details window will remain open for easy access. When the status is updated to the next stage, the window will minimize automatically, showing a summary instead.

Step 4: View all orders of the day

The List view (list icon) shows all the orders placed throughout the day and the total amount, which is the sum of all orders received that day.

This screen helps you review order details in a more organized way.

It is for informational purposes only — you cannot edit or open orders from this view.

Step 5: Search for orders

To locate a specific order quickly, you can use the guest name, room number, or unit name as a reference:

1. On the Orders screen (in List view), go to the search bar at the top.
2. Type the information you have (guest name, room number, or unit name).
3. The list will automatically update to show all orders matching your search.

Step 6: View order history

To check past orders:

1. Select a date from the calendar at the top of the Orders screen (Columns or List view mode).
2. The list of all orders received on that day will appear.

Next steps

Once you are comfortable managing orders, consider:

• Optimizing workflow: Adjust preparation and delivery times based on demand.
• Training your staff: Ensure team members understand the order lifecycle and status updates.
• Review demand trends: Use the list view and order history to identify peak times and optimize staffing.
• Analyze performance with Insights: Use the Insights feature to view key metrics such as the number of orders, service revenue, and payment methods. This can help you monitor how the service is performing and support data-driven decisions.

Need further assistance?

If you have additional questions or require further assistance:

• Contact us via live chat
• Send a ticket to our Support team
• Visit STAY Academy, our training platform.