Orders & calendar

Your Order Dashboard, All Orders, and Calendar views let you track incoming catering orders, move them through fulfilment, and make changes when needed.

Order statuses

Each order moves through a series of stages, shown as a coloured badge:

Pending — A new order awaiting your approval.
Approved — You've approved the order and it's scheduled for preparation. (If the order is billed to a cost centre with an assigned approver, approving it first moves the order to a waiting state until that approver signs off — it still shows as "Pending" until then.)
Preparing — You're preparing the order, ready to mark it complete once the event concludes.
Complete — The order has been delivered or collected.
Finalised — The order has been reconciled for billing. This is the final stage.
Cancelled — The order was declined or cancelled and won't be fulfilled.

Finding your orders

The Order Dashboard shows orders for the site you're currently working in. The All Orders view shows orders across every site you manage, with a badge on each order showing which site it belongs to.

Both views show a row of summary cards — All Orders, Pending, Approved, Preparing, Complete, and Finalised — each with a live count. Click a card to filter the list to that status.

You can also narrow the list using:

The search box, to find an order by name, ID, client (including the customer on an internal order), or (in All Orders) site.
The Cost Centre filter (Order Dashboard only), to show orders billed to a particular cost centre.
The Time Period filter (Today, This Week, This Month, This Year, or All Time).
The sort option, to order the list by created date or by upcoming event date.

Each order shows the client's name, attendee count, date and time, and cost centre. Select Manage Order to open its full details.

Each order also has an Online or Internal badge next to its status. Online orders were placed by a customer through the site's ordering page. Internal orders were entered by a caterer admin on the customer's behalf.

Entering an order on behalf of a customer

Caterer admins can enter an order themselves, for example when a customer orders by phone or email, or when you're bringing across orders from another system. The customer doesn't need an account on the site.

On the Order Dashboard for the site, select New Order.
If the site has order forms, choose the one to use.
Enter the customer's name, email address, and phone number.
Build the order in the same steps a customer would: select items, then complete the event details, dietary requirements, and any custom step the order form includes.
Review the order, then submit it.

Internal orders can be entered for past dates and aren't limited by the order form's cutoff time, so you can record late orders and orders that have already taken place. All other order form rules still apply, including billing and approval, minimum spend, and required fields.

Once submitted, the order starts as Pending and moves through the same stages as any other order. The customer receives an order confirmation at the email address you entered, and any later updates about the order are also sent to that address. Only caterer admins can enter internal orders.

Using the calendar

The Calendar view lays out orders across a month, either for a single site or all the sites you manage. Each day shows a coloured card or dot per order, matching that order's status.

Use the arrows either side of the month name to move between months, or select Today to jump back to the current date.
Select a day to see its orders listed in the side panel, sorted by start time, each showing the client name, time, total, and status.
Select Manage Order on any order in the panel to open its full details.

Managing an individual order

An order's details page shows its event details, billing and dietary information (each guest's requirements plus totals per allergen and dietary), and item list, along with a progress bar marking its current stage. If the order is billed to a cost centre awaiting approval, or has a pending adjustment, a notice appears above the order summary. The sidebar shows the client's contact details, the order's attachments, and the assigned Cost Centre Approver, if any. For an internal order, the contact details are the customer's, along with the name of the caterer admin who entered the order.

Attachments

You can attach supporting documents to an order — for example, a floor plan, a run sheet, or other event documentation. Attachments are for your team's use only; the customer who placed the order can't see or download them.

Attachments are managed from the Attachments section in the order's sidebar:

Select Add document and choose a PDF or image (JPEG or PNG) from your device. Files must be 10MB or smaller.
Select a file in the list to preview it. Images and PDFs open inline, with a Download button if you want to save a copy.
Select the delete icon next to a file, then confirm, to remove it from the order.

Moving an order through its stages

Depending on the order's current status, the Next Steps panel offers the relevant action:

Pending — Select Approve to accept the order. If it's billed to a cost centre with an assigned approver, it moves into a waiting state for their sign-off instead of straight to Approved. Select Decline Order to cancel it instead.
Awaiting cost centre approval — Select Final approval to approve the order yourself on the customer's behalf, without waiting for the Cost Centre Approver, or select Decline Order to cancel it.
Approved — Select Prepare Order to begin preparation, Reverse Stage to move it back to Pending, or Cancel Order to cancel it.
Preparing — Select Complete Order once the event has concluded, Reverse Stage to move it back to Approved, or Cancel Order to cancel it.
Complete — Select Finalise Order to reconcile it for billing. Once finalised, an order can no longer be changed.

Making adjustments to an order

If you need to change an order's details after it's been placed — for example, updating the event details, changing item quantities, adding catalogue items, or adding an extra charge — you can do this while the order is Pending or Complete (as long as it doesn't already have another adjustment awaiting approval).

Open the order and select Make Adjustments.
Update the event details, dietary guests, or item quantities as needed. You can add, edit, or remove guests with dietary requirements in the same way the customer does when ordering. Remove an item using the trash icon next to it — at least one item must remain in the order.
Select Add Catalogue Item to add a new item from the site's menu. You can search for items, and configure any size or modifier options before adding them.
Select Add Additional Charge to add a labelled charge to the order — use a negative amount to apply a discount. Additional charges are added to the subtotal before GST.
Review the recalculated subtotal, GST, and total at the bottom of the order items section.
Select Submit for Approval to send the changes to the site for review, or select Undo Adjustments to discard your changes and return to the original order.

Once an adjustment has been submitted, it's shown as "Adjustment Pending" on the order until the site approves or declines it. From here you can also:

Select Final Approval (on a Pending order) or Finalise Order (on a Complete order) to apply the adjustment immediately yourself, without waiting for site approval. This moves a Pending order straight to Approved, or a Complete order straight to Finalised, with the adjusted details applied.
Select Cancel Adjustment to withdraw the submitted adjustment and leave the order unchanged.

Adding comments for the client

On an order's details page, you can add a comment for the client under Comments for Client. Enter your message and select Add Comment — it's added to the order's comment thread, which the client can see from their side.

Printing a summary

Select Print summary (or Download Summary while making adjustments) on an order's details page to print or save a copy of the order summary.

Dietary run sheet

For orders that use the Dietary Requirements step, select Dietary run sheet on the order's details page to open a printable sheet for your chefs and managers. It shows:

The order and event details
Each guest's allergens, dietaries, and other requirements
Totals per allergen and dietary, and how many guests have other requirements
The order's general notes

Select Print run sheet to print it or save it as a PDF. Attendees who aren't listed have no dietary requirements. The run sheet is only available to caterer users who manage the order's site.

Viewing an order's history

Select History on an order's details page to see a full audit trail of everything that's happened to it, in the order it happened, along with who did it and when. Depending on how far the order has progressed, you may see entries such as:

Order submitted
Approved by you, by the assigned Cost Centre Approver, or by a site admin
Declined by the Cost Centre Approver, cancelled by a site admin, cancelled by the site user who placed it, or cancelled by you
Moved to Preparing, Complete, or Finalised, or reversed back to an earlier stage
An adjustment being submitted, approved, declined, auto-declined, force-approved, or cancelled

If an action was taken by a Flexi Admin on someone else's behalf, the entry is flagged to show who actually performed it. For an internal order, the "Order submitted" entry shows the caterer admin who entered it, flagged with the customer it was entered for.