System Guide
A guide explaining how school administrators and parents use SwiftKitchen
SwiftKitchen
User | Topic | Slides |
School Admin | 3 | |
Parent | 4-15 | |
School Office | 16 - 37 | |
School Office | 18 - 21 | |
School Office | 22 - 23 | |
School Office | 24 - 27 | |
School Office | 28 - 31 | |
School Office | 32 - 34 | |
School Office | 35 | |
School Office | 36 | |
School Office | 37 |
Table of Contents
8:15 AM Cut off
System will not allow parents to place or amend orders for the day.
Meals cannot be cancelled by School Admins.
Catering staff check Today's Meal Numbers / Cooking Report for initial meal numbers.
9:30 AM Sync
School admins amend / update orders as needed.
Meals cannot be cancelled by School Admins.
8:30 AM Meal Register
School admins provide Cooking Reports to teachers to verify all meals have been ordered.
12:00 PM Service
Students collect their pre-ordered meals. Catering staff note which meals have been collected.
The Meal Order Flow
(Example)
10:00 AM Sync
Catering staff print Cooking Report for precise meal counts.
8:00 AM Parents Finalise Orders
Parents advised they will be unable to place or amend orders for the day.
Guide: How Parents Use SwiftKitchen
Orders are completed from home, reducing confusion and food waste.
Select Meals: Choose meals in advance from the menu.
Allergens: Pre-entered dietary information can limit visibility of dishes to suit student dietary requirements.
Changes: Modify or cancel orders until the agreed cut off time and day, for full refunds.
How Parents Order
1. Register
Download SwiftKitchen from the App Store or access the system online via the website and create a secure personal Account.
2. Link Children
Enter individual child code provided by the school to instantly link students to parents.
3. Order Meals
Select child, date and meal.
View Basket and Check Out.
Parents - Set Up Steps
4. Add Funding
Preload funds safely by setting up a regular direct debit or use a credit / debit card to pay at checkout.
Parents - Set Up Steps
Download SwiftKitchen from the Google or Apple Store.
A video showing how to use the phone app can be found here.
1. Register
Access the system online using the logon button at Swiftkitchen.co.uk and create a secure personal Account.
�Accept the registration email.
Parents - Set Up Steps
(Website)
Parents - Set Up Steps
(Website)
2. Link Children
Enter individual child code provided by the school to instantly link students to parents.
3. Order Meals
Select child, Select date, Select meal.
View Basket.
Parents - Set Up Steps
(Website)
Allergies
Children with allergies may see different meal options.
Please discuss this with the operations team.
Parents - Set Up Steps
(Website)
3. Order Meals
Check Out
Parents - Set Up Steps
(Website)
Parents - Set Up Steps
(Website)
4. Add Funding
Use a credit or debit card to pay at checkout.
4. Add Funding
Preload funds safely by setting up a regular direct debit.
Parents - Set Up Steps
(Website)
Parents - Cancelling Meals
(Website)
Pre ordered meals can be cancelled before the cut off time set within the system.
Any cancelled meals funds will be returned to the wallet for use with future purchases.
Canceling Pre-Orders
Guide: How School Admin Use SwiftKitchen
How school administration teams manage daily operations
School Administration Tasks
The system lets School administrative staff keep up to date with student orders, student dietary requirements and parent debt.
Add / Cancel student and staff meals
Add / Amend student and staff details
Reporting
School Administration
Add / Amend student and staff dietary requirements
More detailed instructions are given in the Introductory training video for School Offices which can be found on the school office Information page for SwiftKitchen.
Add / Amend Student and Staff Details
School Administration Tasks
Student and Staff information can be added via two methods : Wonde or File import.
Add / Amend Student and Staff Details
School Administration Tasks
Wonde (automatically) adds information to the system overnight based on information contained in school MIS system.
(Consumers > Wonde Management)
Wonde
Add / Amend Student and Staff Details
School Administration Tasks
File Import where a file is exported from the system then amended and imported into the system.
(Consumers > Consumer Management > Import Consumers)
File Import
Add / Amend Student and Staff Details
School Administration Tasks
The changes are then confirmed using the Confirm Import button.
File Import
Consumer SwiftKitchen Codes
Consumer SwiftKitchen Codes can be accessed via two methods : Welcome Letters or Edit Consumer.
Parents require this to add a student to their account and place orders
This is also used by Staff to add their Swiftkitchen consumer to their personal swirftKitchen account and place orders.
School Administration Tasks
Consumer SwiftKitchen Codes
School Administration Tasks
This can be viewed and printed for a single student or staff member from the edit consumer page.
(Consumers > Consumer Management > find consumer > Edit)
Edit Consumer
These can be can be exported in PDF format for multiple students and staff, printed and given to parents or staff.
(Online Ordering > Welcome Letters)
Welcome Letters
Student and Staff Leavers
Leavers can be archived / approved via three methods : Wonde or File import or Edit Consumer.
Note: Do not archive / approve a student or staff member as a leaver if they are in Debt.
Once a leaver has been archived or approved this cannot be reinstated.
A new consumer must be created instead.
School Administration Tasks
School Administration Tasks
Wonde (automatically) updates the information in the system overnight based on information contained in school MIS system.
You will then need to approve the student / staff leavers unless this has been agreed otherwise.
(Consumers > Wonde Management > Leavers)
Note: When using Wonde any leaver with debt must be approved via this method.
Wonde
Student and Staff Leavers
Student and Staff Leavers
School Administration Tasks
Place the word Yes in the archive column to indicate a leaver.
(Consumers > Consumer Management > Import Consumers)
File Import
School Administration Tasks
Search for the staff / student by entering their name or class then clicking edit.
Then click Archive.
(Consumers > Consumer Management > find consumer > Edit)
Note: This option may not be available
Edit Consumers
Student and Staff Leavers
Add / Amend Student and Staff Dietary Information
School Administration Tasks
Student and Staff Dietary information can be added via two methods : Edit Consumer or File import
Add / Amend Student and Staff Dietary Information
School Administration Tasks
Search for the staff / student by entering their name or class then clicking edit.
(Consumers > Consumer Management > find consumer > Edit)
Edit Consumers
Add / Amend Student and Staff Dietary Information
School Administration Tasks
Tick the relevant boxes**.
**The operations team will confirm which boxes should be ticked.
Using Edit Consumers
Add / Amend Student and Staff Dietary Information
School Administration Tasks
Using File Import
This information can also be edited by using the Import file option from the consumer management page.
(Consumers > Consumer Management > Import Consumers)
Note: Do not amend SwiftKitchen ID, External ID or Wonde ID information.
Add / Cancel Student and Staff meals
School Administration Tasks
Note: Meals cannot be cancelled after the Cut Off time.
School offices can place parents in debt by adding meals on their behalf.
Add Student and Staff meals
Note: Meals cannot be cancelled after the Cut Off time.
School Administration Tasks
In the Place an Order Section, Select the date, Load dishes, select the meal and enter order reason.
Then Click Place Order.
(Consumers > Consumer Management > find consumer > Edit)
Note: School offices can place parents in debt by adding meals on their behalf.
Using Edit Consumers
Cancel Student and Staff meals
Note: Meals cannot be cancelled after the Cut Off time.
School Administration Tasks
To cancel a meal find the meal in the Upcoming orders section.
Click Cancel Order
(Consumers > Consumer Management > find consumer > Edit)
Note: As parents are able to cancel meals up to the cut off time it is recommended that parents cancel the meals whenever possible.
Using Edit Consumers
Reporting
School Administration Tasks
All reports can be accessed via the Reporting > Reports section
More detailed instructions are given in the Introductory training video for School Offices which can be found on the school office Information page for SwiftKitchen.
Scenario | Parent Resolution Action | School Admin Support Action |
Unsure if a meal been ordered | Check orders section in account. | Check child’s account or Cooking Report |
Student Absent | Cancel meal prior to 8:15 AM. | Refund is auto-credited to parent Wallet. |
New Dietary/Allergy | Follow allergens process. | Follow allergens process and add information to consumer account. |
Forgotten Pre-Order | Parents can order prior to 8:15 AM | Follow agreed process and add meal if needed. |
Account Low Balance | Top up via Direct Debit or pay for meals on order with credit / debit card. | Remind parent they can pay by credit / debit card. |
Child Appears on Debt Report | Parent must pay outstanding balance prior to placing further orders. | Check unassigned consumers report to see if a parent has registered and added student to their account. |
Meal Cancelled by School | Check email notification of cancellation. | Cancel meal in SwiftKitchen or request menu update via operations |
Unable to register | Call / Email SwitftKitchen@support-services.com 0330 236 6859 | Call / Email SwitftKitchen@support-services.com 0330 236 6859 |
Issues with Phone App | Call / Email SwitftKitchen@support-services.com 0330 236 6859 | Call / Email SwitftKitchen@support-services.com 0330 236 6859 |
Issues with Website | Call / Email SwitftKitchen@support-services.com 0330 236 6859 | Call / Email SwitftKitchen@support-services.com 0330 236 6859 |
Unable to place order | Call / Email SwitftKitchen@support-services.com 0330 236 6859 | Call / Email SwitftKitchen@support-services.com 0330 236 6859 |
Menu change requests | - | Request menu change via operations. |
Common Scenarios
Need Technical Help?
Our support team is available to assist you
More detailed instructions are given in the Introductory training video for School Offices which can be found on the school office Information page for SwiftKitchen.