Catering Management System

Contents:

1. Activating the Feature
2. General Page Settings
3. Catering and Large Custom Orders
4. Customizing the Inquiry Form
   Available Occasions
   Available Catering Types
   Capacity Settings
   Timing Settings
   Texting Permission
5. Notification Settings
6. Auto and AI/Template Responses
7. VIDEO: Why Use Online Catering?
8. WATCH: How To Configure Inquiry Notifications
9.  WATCH: How To Manage Your Inquiries 

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WATCH: Why Use SpotHopper Catering?

 

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Activating the Feature

1. To begin, navigate to the "Catering Inquiries" tab under "Sales & Inquiries" on the left sidebar of your SpotHopper admin.

2. If the feature hasn't been activated yet, click the "Activate Now" button.

3. Go to the "Settings" tab at the top of the screen. The activation toggle should be turned on.

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General Page Settings

The General Page Settings let you customize your Catering Inquiry Page to showcase your services, highlight your offerings, and set the right tone with welcoming text and imagery that reflect your brand.

Layout

• Page Title: Choose a clear, informative heading for your page, such as “Catering Requests.”
• Description: Add a short, welcoming message that encourages guests to inquire about your catering services.
• Images: Upload high-quality photos—like plated dishes or event setups—to enhance the visual appeal of your inquiry form. 

Style

• Color Mode: Choose a Light Mode (light background, dark text) or Dark Mode (dark background, light text).

• Background Image: Upload an optional background image to personalize your page.

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Catering and Large Custom Orders

This section allows you to choose how customers interact with your catering options—whether they can submit inquiries only or place full catering orders.

• Inquiries Only: Guests can complete the catering form to ask questions or request details, but they will not be able to place orders.
• Inquiries + Orders: Guests can submit inquiries and place catering orders directly from your Catering page.

⚠️ If you enable ordering, a "Place/Schedule Order" button will appear on your Catering page—but only if your Online Ordering Page is active. Your customers will be placing the catering orders through SpotHopper's ordering system. You can configure your catering order settings directly within the Online Ordering Page.

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Customizing the Inquiry Form

Available Occasions

Select the occasions that you want your customers to be able to inquire about on the form.

Note: Your customers will also have an "Other" option on the inquiry form, so they can add their custom occasion.

Available Catering Types

Select which catering options you want to offer. This is a required field on the catering form, and only the options you enable will be available for customers to choose:

• Pick-up: Customers pick up their order from your location.

• Delivery: Your team delivers the catering order.

• Fully Staffed: Staff provides on-site setup and catering service.

Capacity Settings

These settings determine the group sizes and budget ranges your kitchen can support. Defining clear limits ensures you receive catering requests that match your operational capacity.

• Minimum number of guests per party: Set the smallest order size you’re willing to accept (e.g., 10 guests).

• Maximum number of guests per party: Enter the largest group size your team can reasonably cater for (e.g., 150 guests).

• Allow customers to specify a budget per person: Enable this option to allow guests to share their expected spend per guest when submitting a catering request.

• Recommended budget per person: Provide a recommended price point (e.g., $20) to help guide customers toward an appropriate budget.

  💡 Tip: The suggested budget acts as a guide for customers and often influences the amount they choose to spend.

Timing Settings

Set how far in advance customers can submit catering requests:

• Minimum Turnaround Time: The number of hours required before the catering request can be scheduled. For example, if set to 24 hours, the earliest available time slot will be the next day.

• Delivery/Pick-up Time Increments: The time intervals shown on the scheduling calendar (e.g., every 15 minutes).

Texting Permission

Enabling this section allows guests to opt in to receive marketing text messages from your venue. 

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Notification Settings

Manage how your team receives catering inquiries by adding contact details and setting up email or text alerts.

• Phone number customers can call if they have questions:  Add the best phone number for customers to contact your catering team directly if they have any questions.

• Emails where inquiries will be sent: Enter up to three email addresses that should receive catering inquiry notifications.

• Configure Text Notifications: Click Configure Text Notifications to set up text alerts. That way your team can receive SMS notifications for new inquiries, ensuring important requests aren’t missed.

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Auto and AI Responses

If your subscription includes Event Planner or you've already upgraded to the new inquiry details page, then your Settings page will also include the Auto Response and AI/Template Responses features.

Auto Responses

Auto Responses allow you to automatically send a personalized confirmation message to customers after they submit a catering request. This provides instant acknowledgment and helps set expectations while your team prepares a follow-up.

• Send an automatic response to inquiries: Enable this setting to have an automatic reply sent after every new catering request.
• Send Auto Response after: Choose how long after the inquiry is submitted the system should send the automated response (e.g., 10 minutes).
  
  Note: If your team replies manually before this time, the automatic message will not be sent.
• Auto Response Message: Customize the message customers will receive. You can include a thank-you note, expected response time, or details about your catering services.
• Attachments: Add any files you want sent with the auto response, such as menus or service packages.

AI/Template Responses

AI Responses are available with the New Inquiry Layout and generate suggested replies based on the guest’s inquiry to help you respond quickly and professionally.

You can also create and manage your own Template Responses on the Settings page. These allow you to pre-write common replies so your team can respond consistently and save time.

When responding to an inquiry in the New Inquiry Layout, you can choose to send:

• The AI-generated response, or

• One of your saved Template Responses

Answer Types

Choose from several response types to fit the situation:

• All Set: Confirms a booking or inquiry.

• Ask for Confirmation: Requests confirmation from the guest.

• Send Info: Provides additional details, such as menus or event options.

• Ask for Info: Requests more details from the customer about their event.

• Decline: Politely informs the guest that you can’t accommodate their request.

• Offer Alternative: Suggests a different date, time, or option if their first choice isn’t available.

You can also assign a status to each response type (such as Confirmed, Cancelled, or Waiting on Customer) to keep inquiries organized.

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