CONCIERGE CATERING extends the functionality of the meeting request in Microsoft Outlook with a services tab from which it is possible to order catering and services for meetings, register guests, specify the meeting type, who is in charge of the meeting, who is accountable, etc.

The kitchen will receive all orders in their Microsoft Outlook inbox, from where it is possible to accept or decline orders. Through a number of reports CONCIERGE CATERING will provide the kitchen with a unique overview of e.g. orders, deliveries, and consumption of goods.

FUNCTIONS IN CONCIERGE CATERING
Convener

• Easy to order catering for meetings directly through the meeting request in Microsoft Outlook.
• When the meeting request is sent the kitchen will receive an order in its Microsoft Outlook inbox.
• Possible to write a message to the kitchen related to the order.
• Can order catering for recurrent meetings.
• Possible to define who is in charge of the meeting and who is responsible for payment.
• Possible to book on behalf of others.
• Corrections and cancellations of orders are made in the meeting request and they are automatically sent to the kitchen.
• Possible to state the type of meeting (e.g. VIP, regular etc.).
• Possible to state who should receive the invoice for the meeting on department level and account number.
• Possible to state if the meeting is internal or external with guests.
• All orders are filled out correctly and thus, the kitchen will not be in doubt when it comes to place of delivery, who the person responsible for payment is, who is in charge of the meeting etc.
• Able to state time of delivery and collection.
• Possible to make several different orders for the same meeting, for instance a breakfast and a lunch order.
• The person in charge of the meeting is able to change in the booking of catering. It does not have to be the same person who booked the meeting, but can be the person registered as chairman of the meeting.
• Possible to state a public topic for the meeting along with an alternative topic that only the participants are able to see.

Kitchen

• Receives orders directly in the Microsoft Outlook inbox.
• Able to accept or decline an order.
• Able to write a comment back to the convener.
• Able to adjust the order, for instance if a last minute order is received.
• Will have a complete overview of orders. For instance, the kitchen can draw out a list of daily orders on which it appears what should be delivered and when.
• Does not always have to get involved in changes and cancellation of orders.
• Will get a far better overview of the orders and bookings in the weeks to come.
• Able to send a notification to the convener, just as they can edit or cancel an order.
• Able to generate several reports - for instance an order list containing all orders, a stock list to use for purchasing, or a billing list for accounting purposes.
• Can create orders ad hoc, in cases where the employees forgets to do it.
• Can control the selection of catering and services and arrange articles in terms of prices, descriptions, and statement of minimum order.

Set up

• Opportunity to export data through the module CONCIERGE EXPORT.
• Flexible set up of account and payable dimensions.
• Opportunity to set times in between the meetings to clean up or get the room ready for the next meeting.
• On each item it is possible to set up rules, such as time limits for when items can be ordered, availability at internal and external meetings, which conference rooms the item can be delivered to, etc.
• Pick out conference rooms where catering cannot be delivered to.