Chef Tai | Holiday Menu

Overview:

This SOP outlines the step-by-step process for managing Chef Tai's Holiday Menu, from updating the menu and form to ensuring all workflows, emails, and systems are functioning seamlessly. This process ensures an efficient client experience and aligns with Chef Tai's requirements.

Step 1: Confirm Event Details

1. Discuss with Chef Tai:
   • Determine the due date for clients to submit their orders.
   • Confirm if the menu is drop-off only or if clients can pick up their orders.
   • Clarify the pick-up time or delivery day and time for clients.

Step 2: Update the Holiday Menu

1. Access the Weekly Updates sheet:

   • Make a copy of one of the old Holiday Menus.
   • Update the menu details, prices, and event-specific information. (Remember: Holiday menu prices generally increase by $10.)
   • Ensure the spreadsheet reflects the current event details.

2. Ask Chef Tai to approve the updated menu before proceeding.

Step 3: Form Setup and Workflow Configuration

1. Update the Client Order Form:

   • Confirm the form includes fields for the client’s name, email, phone number, and referral source.
   • Add clear disclaimers stating:
     • Full payment is required to confirm the order.
     • Clients must either pick up their food or arrange for delivery.
   • Test the form to ensure it’s functioning correctly.

2. Workflow Setup in Dubsado:

   • Ensure the workflow sends the following:
     • A confirmation email when a client submits the form.
     • A primary invoice once the order is reviewed and approved.
     • A reminder email scheduled three days before the deadline.

3. Schedule three emails per holiday:

   • Copy and adjust templates from previous holiday menus.

4. Test the workflow to ensure every step functions correctly.

Step 4: Process Client Orders

1. Log into Dubsado to view submitted forms.
2. Review each order in detail:
   • Verify that the client has listed all requested items clearly.
   • Cross-check the listed items with the price sheet to confirm accuracy.
3. Update the primary invoice:
   • Add items with the correct quantities and prices.
   • Calculate the total and add the applicable New Jersey tax.
   • Mark the invoice as "Paid in Full" once payment is received.
4. Approve the order in the workflow to trigger the next steps.

Step 5: Email Communication

1. Ensure the following emails are scheduled:

   • Order Confirmation Email: Sent when the client submits the form.
   • Payment Reminder Email: Sent three days before the due date if payment is not yet made.
   • Pickup/Delivery Reminder Email: Sent a day before the event, confirming the pick-up or delivery details.

2. Edit templates: Adjust language, dates, and specifics for the current holiday menu.

Step 6: Update Social Media and Links

1. Add the new holiday menu form link to Chef Tai’s Milkshake website.
2. Post the menu on her social media platforms:
   • Share on Instagram, Facebook, and other relevant channels.
   • Provide Chef Tai with the menu graphic to post on her Instagram.

Step 7: Testing and Final Check

1. Test the Process:
   • Submit a mock order through the form.
   • Ensure all workflows and emails function as expected.
2. Verify Social Media Posts:
   • Confirm the menu is live and accurate across all platforms.
3. Track Progress:
   • Monitor the holiday orders in the updated spreadsheet and Dubsado workflows.
   • Add clients to the Holiday List once their payments are processed.

Additional Notes:

• Spreadsheet Tracking: Create a quick spreadsheet for Chef Tai to review all client orders at a glance.
• Client Follow-Ups: Follow up with clients who have not paid in full by the due date.
• Ensure clients are moved to the “Holiday Completed” list once orders are fully processed and paid.

Ongoing Checklist for Each Holiday Menu Event

1. Confirm event details with Chef Tai.
2. Update and test the form and workflow.
3. Schedule and send emails to clients.
4. Post the menu on social media.
5. Monitor and process orders in real-time.
6. Test every aspect of the system for accuracy and functionality.

This SOP ensures a smooth, seamless, and organized process for managing Chef Tai’s Holiday Menu. If you have any questions or need further clarification, please reach out!