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How to keep digital menus up to date: a workflow for kitchen and front-of-house staff

Decide who reports menu changes, who edits the content and who checks the screen. A short, agreed process is enough to get started, even in a small team.

SUISSE-VIDEO · 4 October 2026 · 5-minute read

1. Assign responsibility and arrange cover

For each shift, name the person who receives and enters menu changes, plus someone to cover for them. The kitchen confirms which dishes are available. The person making changes needs access to the relevant menu content; arrange this through your existing account setup. This workflow does not depend on special software roles or approval features.

2. Report changes with all the necessary details

Agree on one way to report changes, such as a short message or a note at a designated workstation. Include the menu, dish, requested change and how long it applies. For a replacement dish, include the confirmed price and description. For price changes, make clear who has approved the new price.

3. Edit the correct menu

Open the relevant menu in SUISSE-VIDEO’s “Text content” editor. Check the day and meal before editing. Remove the sold-out dish or add a confirmed replacement. If the dish appears on several menus, check each affected menu individually. Save your changes using the editor’s save function.

4. Check what guests actually see

Do not rely on the editor alone. Check the restaurant screen: has the dish been updated, and are the price, description and side dishes correct? If the old version still appears, check that you edited and saved the correct menu and that it is assigned to the project being displayed. Then check playback again. This guide does not assume a fixed time for updates to reach the screen.

5. Let front-of-house staff know

Tell the team once you have checked the updated menu on screen. If guests have already seen or ordered the previous offer, staff still need to explain the change directly. Updating the screen does not replace that conversation.

6. Keep a record of temporary changes

Note the date, affected menu, change and next check. For example: “Penne removed from today’s lunch menu; confirm availability with the kitchen before the next lunch service.” Do not restore the old entry without checking that the dish is available again.

7. Check the menu before each service

Compare the menu on screen with the dishes the kitchen has confirmed. Check dishes, prices, side dishes and display times. When introducing a new weekly menu, also check the weekday assignments. Clear names such as “Monday – lunch” make the correct version easier to find.

What this process is intended to achieve

Your menu should show what guests can actually order. Notice whether guests still ask for unavailable dishes and where updates get delayed. Use those observations to improve the process. This workflow does not set up automatic stock tracking or a connection to your till.

Checklist for a menu change

• The affected menu and duration of the change are clear.
• The kitchen has confirmed the change.
• Any replacement dish and its price have been confirmed.
• All affected menus have been checked.
• The change has been saved and checked on screen.
• Front-of-house staff have been informed and the next check recorded.

Use these checkboxes as a checklist. Your selections are not saved.

Related: Make your daily specials easy to read · Schedule lunch and dinner menus