CaterSOFT Occasion

Staffing

Keep your team organized and ready. Schedule staff and assign roles with ease.

  • Staff availability tracking
  • Role-based assignments
  • Automated shift reminders

AI‑Optimised staffing for smooth, professional service

CaterSOFT gives you a complete, intelligent staffing system that helps you plan, assign, and brief your team for every event. From chefs and supervisors to waiting staff and bar teams, everything is organised in one place — ensuring your service runs smoothly from start to finish.
 
Build Your Event Staffing Plan
Create a clear staffing structure for each event, tailored to the size, style, and service requirements.
Plan for:

  • Chefs & kitchen team
  • Front‑of‑house staff
  • Bar staff
  • Supervisors & managers
  • Runners & support staff
  • Setup & pack‑down teams
AI‑Suggested Staffing Levels
CaterSOFT analyses your event details — guest count, service style, menu complexity,
timings — and suggests recommended staffing levels.

  • “For 100 guests with plated service, we recommend 8 waiting staff.”
  • Front‑of‑house staff
  • “Buffet service for 80 guests: 4 waiting staff + 2 runners.”
  • “Fine‑dining service: 1 staff per 10 guests.”
You stay in control, but AI gives you a smart starting point.

Assign Staff to Roles & Responsibilities
Assign staff to specific roles so everyone knows exactly what they’re responsible for.

  • “John — Lead Server for Tables 1–4”
  • “Aisha — Bar Supervisor”
  • “Marco — Head Chef”
  • “Ella — Dessert Station”
  • “Team A — Setup & Pack‑down”
Assignments appear automatically in the event plan and service sheets.

Service Timings & Task Breakdown
Link your staffing plan directly to your service plan.
CaterSOFT shows each staff member:
  • Start time
  • Course timings
  • Drinks service
  • Clearing & resets
  • Dessert & coffee service
This keeps your whole team aligned and reduces briefing time.

Staff Notes & Special Instructions
Add notes for individual staff or the whole team.
  • “VIP table requires extra attention.”
  • “Bride and groom to be served first.”
  • “Allergy plates must be double‑checked by supervisor.”
  • “Dessert station opens after speeches.”
These notes appear on staff sheets and supervisor dashboards.

Kitchen & FOH Coordination
CaterSOFT connects your staffing plan with:
  • Menu choices
  • Dietary requirements
  • Table plan
  • Service timings
This ensures chefs, supervisors, and waiting staff are always working from the same, accurate information.

Printable & Digital Staff Briefing Sheets
Generate clean, structured briefing sheets for:
  • Kitchen team
  • Waiting staff
  • Bar team
  • Supervisors
Each sheet includes only the information relevant to that team.

 
 

Sample Staffing Plan (Plated Dinner for 100 Guests)

Kitchen Team
Role Staff Member Notes
Head Chef Marco Rossi Oversees all hot dishes
Sous Chef Lina Patel Manages starters & plating
Pastry Chef Daniel Kim Desserts & coffee service
Kitchen Assistants ×2 — Prep, wash‑up, support

Front‑of‑House Team
Role Staff Member Notes
FOH Supervisor Aisha Khan Leads service, checks dietaries
Waiting Staff ×8 — 1 per 12–13 guests
Runners ×2 — Support clearing & resets

Bar Team
Role Staff Member Notes
Bar Supervisor Tom Lewis Oversees bar service
Bartenders ×2 — Wine, cocktails, soft drinks

Setup & Pack‑Down
Role Staff Member Notes
Setup Team ×3 — Tables, chairs, linens
Pack‑Down Team ×3 — End‑of‑night breakdown

Sample Staff Briefing Sheet
Event: Smith–Patel Wedding
Guests: 100
Service Style: Plated, 3‑course
Supervisor: Aisha Khan
Kitchen & FOH Coordination
Key Timings
Generate clean, structured briefing sheets for:

  • 16:00 — Staff arrival & briefing
  • 16:30 — Table setup & water service
  • 17:30 — Guests seated
  • 17:45 — Starters served
  • 18:45 — Mains served
  • 20:00 — Desserts served
  • 20:30 — Coffee & tea
  • 22:00 — Pack‑down begins
Dietary Alerts (Critical)
  • Nut Allergy: James Carter (Table 1)
  • Coeliac: Priya Sharma (Table 1)
  • Vegan: Emma Lewis (Table 2)
  • Dairy‑Free: Sarah Patel (Table 1)
  • No Shellfish: Daniel Reed (Table 2)
Supervisor must check all allergy plates before leaving the kitchen.
Table Assignments
  • John: Tables 1–4
  • Maria: Tables 5–8
  • Leo: Tables 9–10
  • Ella: Dessert station + coffee service
  • Runners: Support all sections
Service Notes
  • Bride & groom to be served first
  • All dietary plates must be delivered by the supervisor
  • Keep water topped up throughout
  • Clear tables quietly during speeches
  • Dessert station opens only after supervisor approval
 

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