Assigning Meals to Individuals - Meals Grid
You won't be able to assign meals before you've input some individuals, so be sure to do that first. But once you've got at least one person in your section (as we do in the image below) you'll navigate to the meals screen using the 'Meals' button in the left-hand menu like so:
First, in the top left hand corner, we have a summary box that shows you how many meals this group has all together (Quota) and how many are remaining (Available). Once you start redeeming meals, the number redeemed will also appear here.
If you ever need more detail on how many of your meals have been used in that section you can click the magnifying glass.
Below it is your meals grid.
To assign a meal to someone, simply enter your canteen’s initial into the grid for each meal sitting, and Eventree will tally up the meals for you.
Pay attention to which column you're in as you can see that the top row indicates the day and the second row indicates the particular meal on that day.
On the left of your grid, by the names of your crew, you will see a summary of how many meals each person has been given.
You will also find dietary requirements. Double click where it says ‘no requirements’ and select which ones apply to that individual.
**Please note, you can use the meals grid like you would any spreadsheet meaning that copy / paste will work as well as select and drag to make adding meals easier. Also, the blue area (shown here) shows the live days of the event you're working on, to help you know where you're working.
Planning meals allocations offline
On the meals grid page for any section you can download the meals grid
Go to your desired section
Click on Download spreadsheet
This will download a .csv version of your meals grid for that section
When you open the document you'll find the exact format that you use in the online version and any information that you had in the online grid at the time of downloading.
If you wish, you can then plan some meals in your offline spreadsheet (making sure that you've 'lined things up' correctly and that your grid starts at the same place on both documents).
Then, copy and paste the entire grid from your offline spreadsheet to the online grid
Save the changes.
Boom, you've assigned all your meals
Great work!
Assigning Meals in List View
Alternatively if you'd like to quickly tweak one person's meals or even add dietary requirements, you can do so in List View. Click the dropdown on the Edit button next to a person's name.
Select Specify meals
This window will appear.
Here, we can see a slightly different way that meals are displayed, you can see at the top there are dietary requirements to choose from.
Just below that is a summary of how many meals have been provided for that person.
Once you start scanning meals on site, redemption numbers will appear here too, as well as any meals which may have been assigned but not redeemed. This data is super helpful to revisit after your event, to see what was or wasn’t needed in the end.
Below that again is your list of meals available
Simply tick the boxes on the right hand side to assign those meals!
Once you are ready scroll down and click Save
As soon as an individual has a meal assigned, a passcode will be generated. This is unique to them, and if they have lost their QR code, they can use that passcode at crew catering instead, to redeem their meals.
