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← First reception workflow: rooms and check-ins

For managers of hotels with a restaurant

Room orders with the items and room number in view

Guests open the menu through their room QR. Staff review the items and room, then accept the order. Configure kitchen handoff and delivery before rolling out QR codes.

Test one room Follow an order

No card to register. Setup depends on your menu, room linking and staff preparation.

Languages and online payment depend on the brand, country and connected provider. A created order does not confirm payment.

Hotel guest with a breakfast tray in the room placing an in-room order on the phone

Order path: from the room QR to the stay bill

  • Room menu

    In-room breakfast menu on the guest's phone: dishes with photos, prices and an Add button

  • Checkout

    In-room order checkout on the guest's phone: order items, total and dishes often ordered together

Example: breakfast to room 101

The screens above are the real product with demo data: the room menu and the guest checkout. They do not show a completed order. Check the room, stay and QR link before testing, then run the workflow below in your hotel.

  1. 1

    Guest links the phone and orders

    Check a guest into a test room. The guest links their phone to the room once — the stay QR from the desk or the room code from reception — then picks a dish from the room QR and submits. Without that link a room order is not accepted.

    Rooms and QR codes →
  2. 2

    Staff accept the order

    Review the room and items in Orders. Operator acceptance comes first by default; earlier kitchen routing is a separate location setting.

    Order acceptance →
  3. 3

    Prepare and deliver

    Verify the configured work screen, preparation and delivery to the correct room. The order amount goes to the stay bill — check it in the room folio.

    Kitchen workflow →

How it works in practice

The QR plaque hangs inside the room. Room orders are accepted only from a phone linked to the stay.

  • QR inside the room

    Guest by the bed scanning the QR inside the room with the in-room menu open on the phone

  • Besides food: hotel requests

    Guest in an armchair in the room opening hotel services on the phone: towels, cleaning and other requests

Prepare the hotel workflow

Menu and availability

Dishes, prices, photos, opening times and an owner of updates. Review translations supported by your brand.

Room and stay

Configure a room, its QR and availability. Check a guest into a test room and link the guest phone to it — room orders are not accepted otherwise.

Staff device

Internet and an order-receiving device. Test existing hardware; kitchen screens and printers have separate requirements.

Responsibilities

Agree who accepts, prepares, delivers and confirms payment, including cancellations and unavailable items.

Prepare the hotel section →

Measure shift handling time

Example: compare phone and QR orders for clarification questions and handling time. This is your process measurement, not a promised revenue or hotel-rating increase.

What to budget for

  • Platform plan and room/order limits per location
  • Kitchen screens and features on the relevant plan
  • QR printing, devices and hardware setup
  • Payment provider fees and AI translation
Plans and limits →

Workflow boundaries

  • This is food ordering from the hotel restaurant. Tours, third-party sellers and concierge requests are separate workflows.
  • Arbitrary external PMS integration is not automatic. Test reconciliation of bills and stays.
  • Charging a room does not mean online payment. Configure and test each payment method.

Before the first order

Can I use an existing tablet?

Test its browser, connection and order receipt. Kitchen and printing may need additional setup or devices.

Does the order go straight to the kitchen?

Operator acceptance is the default. Earlier routing is a location setting; test your selected workflow.

Must I replace my PMS?

Consider guest orders separately. Automatic integration with any PMS is not promised; agree reconciliation and settlement first. Linking a guest phone to a room works when check-ins are kept in Cenaly.

Can someone with a photo of the QR, or a guest who has checked out, order?

No. Room orders are accepted only from a phone linked to the stay via the desk QR or room code. The link stops working at check-out; the desk sees linked devices and can disconnect any of them.

How does the shift learn about a new order?

The order appears in Orders — keep that screen open on the shift device. Background push notifications to staff phones are not guaranteed yet, so test receipt with a trial order.

Breakfast is included in the rate — will the guest pay for it via QR?

Via QR the guest orders at menu prices. Meals included in the stay rate are rung up by staff on the web register with “Charge to room”, where the meal package is applied.

Test one order with your team

One occupied test room, one dish and the entire path to fulfilment. Then decide on wider rollout.

Test one room

No card to register. Setup depends on your menu, room linking and staff preparation.