Everything you need to know about catering admissions management

Financing luncheon vouchers, providing premises or access to a company restaurant: these are the three main options for making it easier for your employees to eat at lunchtime. Today, we've decided to focus on the third option, and more specifically on the management rules governing collective catering.

This term encompasses not only the definition of the pricing scheme, but also numerous parameters guaranteeing guests an experience synonymous with well-being at work. Want to find out more? These few lines should satisfy your curiosity. 

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Payment and follow-up of admissions

To optimize the management of employee admission rights, we need to think about our pricing system. 

Management of the professional restaurant by the company itself

Fares may vary from one company restaurant to another:  

• Meals entirely paid for by the company. 

• Meals partially subsidized. 

• Prepaid meals in other words, employees buy credits in advance and use them to pay for their meal at the checkout. 

• A la carte meals. In this case, the restaurant operates as a commercial establishment, and employees pay full price for what they order.

• Monthly subscription. Here, employees take out a monthly subscription that covers a certain number of meals and offers a lower price than à la carte. 

• Pricing based on options. Some company restaurants offer fixed-price meal options, where employees pay a fixed rate for a meal that may include several courses, while other a la carte options are available at an additional cost.

• Rates vary according to seniority, position, frequency of restaurant use, etc. 

• Special prices for visitors. If your restaurant is open to visitors, you may well set a higher price for them. 

Your company restaurant's pricing policy is really a human resources management tool. The aim is to offer benefits to employees, improve their quality of life at work and encourage them to use the company restaurant as a place where they can forge genuine links with their colleagues. 

Management of the company restaurant by a third party

Have you decided to entrust the management of your restaurant to a third party? In this case, the price of a meal includes: the fee and admission, which together form the entrance fees, and the food. Let's take a closer look at each of these components: 

• Fees. To give employees access to the restaurant, the company agrees to pay an amount corresponding to the expenses incurred by the restaurant : property management, upkeep and renewal. The latter must be paid by the company. 

• Admission covers the restaurant's operating costs. The company is free to assume the total cost or just part of it, and to charge the remaining delta to employees when they check out. 

• Food. This amount corresponds to the selling price of food products from the service provider supplying the restaurant. It may be partially, totally or not at all covered by the employer. 

An example

Let's take the example of a company that subsidizes meals to the tune of €8.00 incl. VAT.

• Access fees include a €6.50 fee and an admission fee of €5.20, for a total of €11.70 incl. VAT.
• After the subsidy (11.70€ - 8.00€ = 3.70€), the employee will have to pay 3.70€ for the entrance fee and to cover the cost of food on the set.

Each month, an invoice is sent to the company, showing the fee and the amount paid for admission and food for all meals served. Employees, for their part, pay for the costs they are responsible for at the checkout via their e-wallet. 

👉 To find out more: The two management methods in foodservice

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Communication and feedback

To ensure that your company restaurant is well frequented, it's important to keep employees informed. They need to be comfortable with the restaurant and trained in its operation. What is the pricing policy? How do I recharge my badge? What are the opening hours? What's on the menu? How do I make a reservation? This is all information that you need to communicate effectively to your staff, to ensure a smooth and pleasant experience , and to increase the restaurant's occupancy rate. 

Does your restaurant offer special menus for certain occasions or organize events? Make sure the information reaches the ears and eyes of employees, to maximize the number of admissions. 

Information needs to flow downwards, but not exclusively. Employee feedback is invaluable to you, the company or association to which you have entrusted the management of the restaurant. This constructive criticism will help you to identify weak points and continually improve service. 

Digital solutions such as IA Scan enable you to cash in your guests in real time, whether by credit card, meal ticket or badge, taking direct account of current pricing rules.

👉 Find out more: see the IA Scan 2nd Generation presentation

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A menu that takes employee food preferences into account

One of the best ways to increase the number of visitors to your company restaurant is to offer a menu that reflects the eating habits and preferences of your guests. There should be something for everyone, with options that vary from week to week. 

Admissions management also involves menu planning and stock monitoring, so that you have all the ingredients you need to prepare meals at any given time of day. Menu planning goes hand in hand with schedule management, enabling you to efficiently allocate resources, staff and supplies.  

In addition to menu diversity and respect for dietary restrictions (allergies, special diets), you'll also need to comply with current food hygiene and safety regulations .

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