Meal Plans

Create monthly meal plans, sell a month to a customer, take the payment, and record each meal as it is served or sent out.

How meal plans work

A meal plan is a monthly package you sell: a name, a price per month, and the meals it includes (Breakfast, Lunch, Dinner). Selling a plan to a customer creates a subscription for that customer. The customer is then called a member.

• One month from the start date. A subscription covers one month counted from the start date you choose, both days included. A plan that starts on 14 February covers until 13 March.
• One serving of each meal per day. Each included meal can be recorded once per day.
• The charge is a normal order. Selling a plan creates an order for the plan price, plus the delivery fee and special containers if you add them. Payment is taken on that order, so it counts in the cash drawer, the business day and the sales reports like any other sale.
• Any payment starts the plan. The subscription becomes active as soon as a payment is taken on its order. A part payment is enough: the member can eat from the first day, and the rest stays owed on the order.
• The terms are fixed at the sale. The plan name, price and meals are copied into the subscription when it is sold. Editing or deleting the plan later does not change subscriptions already sold.

Each task needs its own permission: to see plans, to create, edit or delete plans, to see members, to sell, to serve meals, and to cancel subscriptions. Buttons you have no permission for are hidden.

Create a meal plan

Do this in the Web admin.

1. Open Meal Plans
   Go to CRM > Meal Plans and click New Plan.
2. Enter the plan details
   • Plan name: required. It must be different from your other plans and from the names of your menu items.
   • Description: optional. Staff see it when they sell the plan.
   • Meals included: tick Breakfast, Lunch and Dinner as needed. Tick at least one.
   • Price per month: required, greater than zero.
   • Display order: optional number.
3. Save
   Click Create plan. The plan appears in the list with the status On sale.

Change a plan

In the Meal Plans list, each plan has three buttons in the ACTIONS column:

Sell a meal plan in the Web admin

You need a branch selected in the header of the Web admin. Without one the sale is refused with the message "No branch is selected for this session. Pick one from the branch menu in the header, then sell the plan again."

1. Open Sell Meal Plan
   Go to CRM > Sell Meal Plan. You can also click Sell Meal Plan on the Meal Plans or Meal Plan Members screen.
2. 1. Member

   Type a name, phone number or email and click the search button. Click Select next to the customer. If the search finds exactly one customer, that customer is selected for you.

   For someone new, click Add a new member and enter First name and Phone (both required), and optionally Last name and Email. If the phone number is already on file, that customer is used instead of a duplicate.

   Once a customer is selected, the card shows what they already hold: Current, Awaiting payment and Upcoming plans.

3. 2. Plan and start date
   Choose the Plan. Set the Start date (today by default). Covers until shows the last day of the month being sold. Add Notes if needed.
4. 3. Eating in or delivered?

   Tick the meals that go out to the member. Anything left unticked is eaten in the restaurant.

   When at least one meal is ticked, enter the Delivery fee for the month (it is added to this order) and choose where to deliver: one of the member's saved addresses, or A different address. A new address needs the Address and the Area. You can also set the exact location on the map and add Delivery notes.

5. 4. Money
   • Tick Special containers to add 5.000 for the month.
   • Leave Take the payment now switched on to collect the money with the sale. Choose Paid by. Leave Amount received blank to take the full amount due, or enter a smaller amount for a part payment. Reference is optional.
   • Switch Take the payment now off to sell the plan unpaid and collect later.

   Amount due at the bottom shows the plan price plus delivery fee plus special containers.

6. Finish the sale
   Click Take payment and start membership. If the payment switch is off, the button reads Sell without payment. The member's subscription screen opens.

Messages you may see when selling

Sell a meal plan in the POS app

You need permission to see meal plan members and to sell meal plans. The plan must already exist: plans are created in the Web admin.

1. Open the customer
   Open Customers, find the customer and tap them. Customer Details opens with a Meal Plan section.
2. Tap Sell plan
   The Sell meal plan window opens.
3. Choose the plan and start date
   Pick the Plan and the Start date. The line below shows the last day covered. When the customer already has a current plan, the start date is set to the day after it ends.
4. Set delivery if needed
   Under Eating in or delivered? tick the meals that go out. Enter the Delivery fee for the month and choose Deliver to from the customer's saved addresses.
5. Tap Create order & pay
   The order is created and the payment screen opens for it. Take the payment to activate the plan.

Collect money that is still owed

A subscription sold unpaid has the status Awaiting payment. A subscription with a part payment is active and shows the amount still owed.

In the Web admin

1. Find the member
   Go to CRM > Members. Tick Owes money and click Filter to list only members who still owe.
2. Click Collect
   Click Collect [amount] in the member's row, or open the member and click the same button at the top. The checkout for that order opens.
3. Take the payment
   Take the payment as for any order. An unpaid subscription becomes active with the first payment.

In the POS app

Open the customer in Customers. A plan that has not been paid shows as "[plan] ([dates]) awaits payment" with a Pay button. Tap Pay to open the payment screen for that order. You need permission to take payments.

Serve a meal

Recording a meal marks that the member has had that meal for today. You need permission to serve meals.

In the POS app

1. Open the customer
   Open Customers and tap the customer. The Meal Plan section shows the current plan, the number of meals served and the days left, with one button for each of Breakfast, Lunch and Dinner.
2. Tap the meal
   Tap Serve Breakfast, Serve Lunch or Serve Dinner. For a meal that is delivered, the button reads Send instead of Serve. A meal the plan does not include is greyed out and marked Not in plan.
3. Check the result
   The button turns green with a tick and the time, for example "Served 13:05".

To undo a meal recorded by mistake, tap the green button. The meal can then be served again.

If the customer has no plan for today, the section reads "No meal plan covering [date]." A plan that is paid but starts later is shown as "[plan] ([dates]) is paid and starts [date]".

In the Web admin

1. Open the member
   Go to CRM > Members and click Open in the member's row.
2. Record the meal
   In the Today card, click Serve (or Send for a delivered meal) under the meal.

The Meals served table below lists every meal recorded on the subscription. To remove a record, click Undo in the Today card or the cross at the end of the row.

The members list

CRM > Members opens Meal Plan Members: one row per subscription, with the member, the plan, the dates covered, how the meals are fulfilled, the price, the number of meals served and the status.

Filter the list by Search (customer name, phone or plan), Status, Owes money, Plan, Month and Year.

Renew for another month

A subscription does not renew by itself. Sell the next month:

• Web admin: open the member from CRM > Members and click Sell another month.
• POS app: open the customer and tap Sell plan. The start date is set to the day after the current plan ends.

Change delivery during the month

Do this in the Web admin. You need permission to sell meal plans.

1. Open the member
   Go to CRM > Members, open the member and click Change delivery in the Subscription card.
2. Tick the meals that go out
   Untick a meal to have it eaten in the restaurant. Change Delivery fee for the month if needed.
3. Click Save
   Meals already served keep the record of how they went out.

• The new delivery fee is recorded on the subscription. It does not change the order that was already paid.
• The delivery address cannot be changed here. To deliver somewhere else, pick the address when you sell the next month.
• If the subscription has no delivery address, ticking a meal fails. Use Sell another month to capture an address.

Cancel a subscription

There is no pause. To stop a subscription, cancel it. Do this in the Web admin. You need permission to cancel subscriptions.

1. Open the member
   Go to CRM > Members and open the member.
2. Click Cancel
   Enter a Reason (optional) and click Cancel subscription. Click Keep it to go back without cancelling.

After cancelling, meals can no longer be served on the subscription. A cancelled subscription cannot be reopened: sell the plan again.

If the order that charged for a plan is voided, its subscription is cancelled automatically.

Delete a subscription

Deleting removes a subscription from the members list. It is meant for a sale made by mistake.

1. Cancel it first
   Cancel the subscription as described above.
2. Click Delete
   On the member's subscription screen, click Delete and confirm. The button is shown only when the subscription meets the three conditions and you have permission to cancel subscriptions.

The subscription disappears from Meal Plan Members. Its cancelled order stays in the order history.

A subscription that took money or served a meal stays on record. If a delete is refused, the message says why:

• "Only a cancelled subscription can be deleted. Cancel it first."
• "[amount] was paid on this subscription, so it stays on record."
• "Meals were served on this subscription, so it stays on record."

Meal plans in the End of Day report

In the Web admin, Point of Sale > Reports > End of Day shows a Meal Plans card on days when a plan was sold or a member's meal was recorded. It lists the plans sold, the amounts billed, collected and still owed, the meals served to members and how many of those were delivered. These amounts are already counted in the sales totals of the report.

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