Working the RestroFood system means managing your restaurant’s daily operations smoothly. This guide is for restaurant owners, branch managers, kitchen managers, and delivery boys. By following this, you’ll learn how to work RestroFood Multi-Branch System, how orders flow, and how to ensure a seamless Multibranch Restaurant Management System using the WordPress plugin with WooCommerce integration.
If you haven’t installed the system yet, follow our guide on how to
install the RestroFood multi-branch addon in WordPress before starting operations.
Understanding the System Before You Start Working It
Before you log in and start clicking, it helps to understand who does what inside the RestroFood multi-branch system. The system is built around four roles. Each role has its own access level, its own dashboard view, and its own set of daily responsibilities.
The Four Roles and What They Do Every Day
| Role | What They Can See | What They Do Daily |
| Admin (Owner) | All branches, all orders, all reports | Monitor performance, manage settings, update menus, and staff across all branches |
| Branch Manager | Their branch only | Accept or reject orders, manage branch availability, coordinate kitchen and delivery, and staff |
| Kitchen Manager | Orders assigned to their kitchen | Receive order details, prepare food, update preparation status |
| Delivery Boy | Orders assigned to them | Pick up prepared orders, update delivery status, and mark orders as delivered. |
These four roles work together in every single order. The admin sets up the system and monitors it from above. The branch manager runs the day-to-day operation of one location. The kitchen manager handles food preparation. The delivery boy handles the last mile.
Understanding this structure before you start using the system will save you a lot of confusion later. Each person only sees what they need to see. This keeps things clean, fast, and accountable.
These roles only function properly after you
create and configure multiple branches in RestroFood.
How to Work the Branch Manager Role?
The branch manager is the most important operational role in the RestroFood multi-branch system. This person is responsible for everything that happens inside one branch, from the moment an order comes in to the moment it leaves for delivery.
- Logging in to the branch dashboard
- Viewing new and pending orders
- Confirming, rejecting, or updating order status
- Managing branch availability (open/close)
- Communicating with the kitchen and delivery staff
Logging In and Accessing the Branch Dashboard
The branch manager logs in through the standard WordPress login page. Once logged in, they are taken directly to their branch dashboard. They cannot see any other branch. They only see orders, settings, and data that belong to their assigned branch.
This role-based access control is a key feature of the RestroFood system. It prevents confusion and keeps each branch manager focused on their own location.
Viewing and Managing Incoming Orders
When a customer places an order that belongs to this branch, the branch manager sees it appear in their order queue in real time. They do not need to refresh the page. The system updates automatically.
Each incoming order shows the customer name, items ordered, delivery address, payment method, and order time. The branch manager can see everything they need to process the order without leaving the dashboard.
Confirming, Rejecting, or Updating Order Status
Once an order arrives, the branch manager has three options:
- Confirm the order: this moves it to the kitchen manager’s queue for food preparation.
- Reject the order: this notifies the customer that the order cannot be fulfilled. The manager can add a reason.
- Update the order status manually: if something changes mid-process, the manager can update the status at any point.
The order status flow works like this: New Order → Confirmed → In Kitchen → Ready for Pickup → Out for Delivery → Delivered. The branch manager controls the first step. After that, the kitchen and delivery staff take over.
Managing Branch Availability (Open and Close the Branch)
The branch manager can open or close their branch directly from the dashboard. This is useful when a branch runs out of stock, needs emergency maintenance, or has unexpected staff shortages. Closing the branch prevents new orders from coming in without affecting other branches.
This is different from updating the scheduled hours. The availability toggle is for real-time control. The scheduled hours are set in the branch settings and repeat weekly.
Communicating with Kitchen and Delivery Staff
The RestroFood system keeps communication structured through status updates. When the branch manager confirms an order, the kitchen manager sees it immediately. When the kitchen marks the order as ready, the delivery boy is notified. This chain of updates removes the need for constant phone calls and verbal instructions between staff.
How to Work the Kitchen Manager Role?
The kitchen manager’s role is focused entirely on food preparation. This person does not manage the branch or handle customer communication. Their job is to receive confirmed orders and prepare them as quickly and accurately as possible.
- Receives new orders instantly via the dashboard
- Reads order details, including special instructions
- Updates order status as “preparing,” “ready,” or “completed.”
- Coordinates with branch managers for timing and priority
How does the Kitchen Manager receive a New Order?
Once the branch manager confirms an order, it appears automatically in the kitchen manager’s dashboard. The kitchen manager sees the full order details, every item, special instructions, and the time the order was confirmed. They do not see the customer’s delivery address or payment information. They only see what they need to prepare the food.
Reading Order Details and Preparing Food
The kitchen dashboard displays orders in the sequence they were confirmed. This helps the kitchen team work through orders in the correct order without missing anything. Each order shows the items clearly, making it easy for kitchen staff to read and act on them quickly.
Updating Food Preparation Status
When the food is ready, the kitchen manager updates the order status to Ready for Pickup. This update is visible to both the branch manager and the assigned delivery boy. It triggers the next step in the workflow automatically.
This single status update is what keeps the whole order cycle moving. A kitchen manager who forgets to update the status causes delays for the delivery boy and the customer, even if the food is ready and sitting on the counter.
Coordinating with the Branch Manager
If there is an issue with an order missing ingredients, a dish that cannot be prepared, or an unusually large order that will take extra time, the kitchen manager communicates this to the branch manager. The branch manager then updates the customer or adjusts the order status accordingly.
How to Work the Delivery Boy Role?
The delivery boy is the final link in the order chain. Their job starts when the kitchen marks an order as ready and ends when the customer receives their food. The RestroFood system gives the delivery boy a simple, focused dashboard that shows them exactly what they need to do.
- Gets assigned to orders automatically or manually
- View customer details and delivery address
- Updates status: picked up → on the way → delivered
- Handles failed or returned deliveries
How a Delivery Boy Gets Assigned to an Order?
Delivery boys are assigned to a specific branch by the admin or the branch manager. When an order is ready for pickup, the branch manager assigns it to an available delivery boy. The delivery boy then sees the order in their dashboard immediately.
In some setups, the branch manager assigns delivery boys manually based on availability. In others, the system can be set up to handle this automatically based on workload.
Viewing Delivery Address and Customer Details
Once assigned, the delivery boy can see the customer’s full delivery address, contact number, and order summary. They have everything they need to pick up the order and navigate to the customer’s location.
Updating Delivery Status
The delivery boy updates the order status at each stage of the delivery process:
- Picked Up: confirms the food has been collected from the branch.
- Out for Delivery: confirms they are on the way to the customer.
- Delivered: confirms the customer has received the order.
Each of these status updates is visible to the branch manager and the admin in real time. The customer also receives notifications when their order status changes. This transparency builds trust and reduces the number of customer calls asking where their order is.
Handling Failed or Returned Deliveries
If a delivery fails, the customer is not available, the address is wrong, or the customer refuses the order, the delivery boy marks the order as failed and adds a note. The branch manager is notified and can decide the next step, whether that is a re-attempt, a refund, or contacting the customer directly.
How to Work the Admin (Central Control) Role?
The admin is the restaurant owner or a senior manager who has full access to all branches. While branch managers, kitchen managers, and delivery boys work at the branch level, the admin works at the system level. They can see everything, change everything, and monitor every branch from one place.
- Monitors all branches from one dashboard
- Switches between branches to check ongoing activities
- Updates menus, hours, or delivery settings
- Views combined and per-branch reports
- Handles escalated issues from branch managers
Monitoring All Branches from One Dashboard
The admin dashboard gives a bird’s-eye view of the entire operation. You can see how many food orders each branch has received today, which branches are currently active, and whether any branch has issues that need attention. This overview is especially useful for restaurant chains with three or more branches.
Switching Between Branches to Check Operations
The admin can switch into any branch view to see its specific orders, staff, delivery settings, and reports. This is useful when a branch manager is unavailable or when the admin needs to investigate a customer complaint about a specific location.
Updating Menus, Hours, or Delivery Settings for Any Branch
The admin can update any branch’s menu items, prices, operating hours, delivery fee, or delivery zone without needing to contact the branch manager. This centralized control is one of the biggest advantages of the RestroFood multi-branch system for restaurant owners who manage everything themselves.
Viewing Combined and Per-Branch Reports
The admin has access to both combined reports (total orders and revenue across all branches) and individual branch reports. This makes it easy to compare branch performance, identify which location is underperforming, and make informed decisions about staffing or delivery zone adjustments.
Handling Escalated Issues from Branch Managers
When a branch manager encounters a problem they cannot resolve on their own, a refund dispute, a technical issue, or an unusual order situation, they escalate it to the admin. The admin has access and authority to resolve most issues directly from the dashboard without needing to visit the branch.
Want to compare your options first? Read our guide on the 7 best WordPress multibranch restaurant management systems to make the right choice.”
How the Order Works From Start to Finish?
Now that you understand each role, here is how a complete order flows through the RestroFood multi-branch system from the moment a customer places it to the moment it is delivered.
| Step | Who Acts | What Happens |
| 1. Customer places an order | Customer | Selects the branch or system that detects the nearest branch. The customer sees that branch’s menu and places the order. |
| 2. Order routed to the branch | System | Order goes directly to the correct branch based on location or zip code. Other branches do not see it. |
| 3. Branch manager confirms | Branch Manager | Reviews the order and confirms it. Order moves to the kitchen queue. |
| 4. Kitchen prepares food | Kitchen Manager | Receives order details, prepares food, and marks order as Ready for Pickup. |
| 5. Delivery boy picks up | Delivery Boy | Collects the order, updates the status to Out for Delivery. |
| 6. Order delivered | Delivery Boy | Delivers to the customer, marks the order as Delivered. |
| 7. Admin monitors | Admin | Sees the full order cycle in real time across all branches. |
This seven-step cycle is the heart of the RestroFood multi-branch system. Every feature in the plugin, the role permissions, the status updates, the delivery zone settings, and the reporting tools, exists to support this cycle and make it run as smoothly as possible.
How to Work Delivery Settings Operationally?
Delivery settings are not something you set once and forget. As your business grows and changes, you will need to adjust delivery zones, fees, and rules to match your current operations. The RestroFood system gives you two delivery methods to work with.
Distance-Based Delivery vs Zip Code-Based Delivery
- Distance-Based Delivery sets a maximum delivery radius in kilometers (KM) around each branch. Any customer within that radius can order from that branch. This works well for branches in open suburban areas where zone boundaries are flexible.
- Zip Code-Based Delivery lets you specify exact postal codes that each branch can deliver to. This is better for urban areas where two branches might be close to each other, and you need clear, non-overlapping delivery zones.
Choose the method that matches your city layout. You can set a different method for each branch, so a suburban branch can use distance-based, while a city branch uses zip codes.
Adjusting Delivery Fees When Costs Change
Delivery fees can be updated per branch at any time from the branch settings. If fuel costs increase, if you add a new delivery zone that is further away, or if you want to run a free delivery promotion for one branch, you can make that change in minutes without affecting other branches.
Temporarily Restricting a Delivery Zone
Sometimes you may need to stop delivering to certain areas due to bad weather, road closures, or staff shortages. You can do this by removing a zip code from a branch’s delivery list or by reducing the KM radius temporarily. This is faster and safer than closing the entire branch.
Handling Orders Outside the Delivery Zone
The RestroFood system automatically prevents customers from placing orders if their address is outside the branch’s delivery zone. They will see a message telling them that delivery is not available to their location. This saves your staff from having to cancel orders manually and improves the overall customer experience.
How to Work Branch Schedules and Availability?
Every branch in the RestroFood system has its own schedule. Setting and maintaining these schedules correctly is essential for a smooth operation. Customers rely on your listed hours to know when they can order. Your staff relies on the schedule to know when to be ready.
- Open and close branches each day
- Handle holidays or emergency closures
- Update time slots seasonally
- Customers see branch availability live on the website
Keeping schedules accurate ensures orders are never placed when a branch is closed.
How to Work Reports and Performance Data?
The reporting features in the RestroFood multi-branch system give you the information you need to make smart decisions about your restaurant. Whether you want to see how many orders one branch handled today or compare the total revenue across all branches for the past month, the data is available from the admin dashboard.
- Branch-level and overall reports
- Track order volume, revenue, and delivery performance
- Identify high-performing branches and areas needing improvement
- Make data-driven operational decisions
Admins can compare branches and optimize workflows for maximum efficiency.
Common Operational Mistakes and How to Avoid Them
Even with a well-designed system like RestroFood, operational mistakes happen. Most of them are easy to avoid once you know what to look for. Here are the most common issues and how to fix them.
| Mistake | What Happens | How to Avoid It |
| Not updating branch hours | Customers place orders when the branch is closed. Staff have to cancel them manually. | Update the Day-Based Time table whenever hours change. Use the availability toggle for emergency closures. |
| Wrong delivery zone setup | Orders go to the wrong branch, or customers outside the zone can place orders. | Test your delivery zones after setting them up. Use zip codes for dense urban areas to avoid zone overlaps. |
| Staff not assigned to a branch | No one receives or processes incoming orders. Orders go unacknowledged. | Always assign a branch manager and a kitchen manager before making a branch active. |
| No delivery boy assigned | Food is prepared but sits waiting. Customer is not updated. Order goes cold. | Keep at least one delivery boy assigned per active branch at all times during operating hours. |
| Branch manager is not confirming orders | Kitchen never receives the order. Customer waits without any update. | Train branch managers to check the dashboard regularly. Set up order notifications to alert them of new orders. |
| Using distance-based zones in dense cities | Two nearby branches both cover the same customer area. Confusion about which branch handles the order. | Switch to zip code-based delivery for branches in densely populated urban areas. |
Conclusion
The RestroFood multi-branch system is a powerful tool for restaurant owners who need to manage multiple locations from one WordPress dashboard. But like any tool, it works best when the people using it understand their roles and follow a consistent daily workflow.
The admin sets the structure and monitors performance. The branch manager runs daily operations at each location. The kitchen manager focuses on food preparation and accuracy. The delivery boy handles the final step and keeps customers informed.
When each person does their part correctly, the system runs smoothly. Orders get confirmed fast, food gets prepared accurately, deliveries arrive on time, and customers come back.
The most important thing you can do as a restaurant owner is train your team properly. Give each staff member access to the parts of the system they need. Make sure they understand their role in the order cycle. And use the reports available to you to keep improving over time.
New to RestroFood?
If you have not installed the plugin yet, check our
RestroFood Multi-Branch Installation Guide. If you need help setting up your branches for the first time, read our
RestroFood Multi-Branch Create & Setup Guide. This operational guide assumes your system is already installed and your branches are already created.
Frequently Asked Questions (FAQs)
What does a branch manager do in RestroFood daily?
The branch manager logs in to their branch dashboard, monitors incoming orders, confirms or rejects them, coordinates with the kitchen and delivery staff, and manages the branch’s real-time availability. They only see data from their own branch and cannot access other locations.
How does the kitchen manager know a new order has arrived?
When the branch manager confirms an order, it appears immediately in the kitchen manager’s dashboard. The system updates in real time, so the kitchen manager does not need to refresh the page or wait for a notification. They see the order details, items, quantities, and any special instructions as soon as it is confirmed.
Can one delivery boy work across multiple branches?
No. In the RestroFood multi-branch system, delivery boys are assigned to a specific branch. They can only see and handle orders from the branch they are assigned to. If you need a delivery boy to cover more than one location, they would need to be added to each branch separately.
How do I temporarily close one branch without deleting it?
Use the real-time availability toggle in the branch dashboard to close the branch immediately. This stops new orders from coming in without affecting your branch settings, staff assignments, or schedule. When you are ready to reopen, simply toggle it back on.
Can the admin place or edit an order manually?
The admin has full access to all branch data and can manage orders from the central dashboard. For specific order editing capabilities, check the version of RestroFood you are using, as features can vary between plugin versions.
What happens to an order if no delivery boy is assigned?
If no delivery boy is assigned to a branch and an order is ready for pickup, the order will sit in the Ready for Pickup status with no one to collect it. The branch manager will need to assign a delivery boy manually. This is one of the most common causes of delivery delays, which is why it is important to always have at least one delivery boy assigned to every active branch.
Can branch managers update their own menus and hours?
Branch managers can manage operations within their branch. Menu and hour updates are typically handled at the admin level to maintain consistency across locations. However, this can depend on the access permissions set by the admin in your specific RestroFood configuration.
Still Have Questions?
Our FAQs cover the most common questions about RestroFood. If you need personalized advice or have a unique query, our team is ready to help. Contact us!
