Catering

The Catering module manages meal services at your event: which meals exist, which teams can use them, which individual people are down for each meal, and live redemption at the catering point. Catering works on an individual basis — every meal is assigned to a named person, so you always know exactly who is eating what, when.

Key concepts

Setting up

1. Create meals

Catering → Meals. A meal is one date and one sitting. The create dialog uses a date-range picker, so you can create, say, Lunch and Dinner across a whole build week in one pass.

Each meal has a status that controls changes:

• Open — teams and operators can still change selections.
• Closed / Locked — team portal changes are blocked (useful once numbers are confirmed with your caterer).

2. Enable catering per team

Catering → Settings. Each team is either:

• No catering — the team portal shows no catering section for them.
• Individual requests — the team gets a meal-selection matrix in their portal.

3. Create allocations

Catering → Allocations. For each enabled team, the allocation controls:

• Which meals are allowed for that team.
• A maximum allocation per meal (0 = unlimited).
• The current selected count per meal, updated live as people are ticked.

How teams select meals

In the Team Portal, enabled teams see a person-by-meal matrix — every team member down the side, every allowed open meal across the top. Team contacts simply tick who needs which meal:

• Only open, allowed meals can be ticked.
• Ticks are blocked once the team’s per-meal cap is reached.
• Redeemed meals show a locked checkmark and can’t be unticked.

Teams can also Bulk Upload selections: download the template (one column per allowed meal, one row per person), enter 1 where a person needs a meal, and upload. The upload enforces the same caps as the matrix.

The Meal Manager

Catering → Meal Manager is the operational screen for service time. Catering staff can:

• Assign anyone on the event to a meal on the spot — this also ticks them in the team’s portal matrix (and can exceed team caps, as an operator override).
• Redeem meals as people collect them. Redeemed meals lock in the portal.

The Meal Manager has its own bulk upload for registering people on meal lists event-wide, including pre-marking meals as redeemed.

Reporting

Catering → Reports summarises selections and redemptions per team and per meal, driven by the same live counts you see on the allocations screen — so catering numbers given to your supplier always match what teams have actually selected.

Quick reference