Employee Catering Service

Area (Zone) or Desk (Infospot) Creation:

In the catering system, admins can create areas (zones) or desks (infospots) to define catering locations. Once an area is created, a QR Code is automatically generated for that area to allow employees to scan a QR and place an order.

Area (Zone) Creation:

Log in to insights with admin credentials > Click on configuration > Locations > Site > Zone > Select floor > Click on Add/Edit Zone > Add Zone > Draw on Map > Enter required zone detail

Roles and Permissions

1. ROLE_KITCHEN_STAFF

The Kitchen Staff role is assigned to users responsible for managing daily kitchen operations. This role includes the following permissions:

• View assigned orders.

• Update order status with the following transitions:

1. Pending: Order is received and awaiting preparation.
2. Preparing: Order is currently being prepared.
3. Cancelled: Order has been cancelled.
4. Completed: Order is prepared and completed.

Note: Users with this role will have restricted access to kitchen staff functionalities such as order management.

2. ROLE_CATERING_ADMIN

The Catering Admin role is assigned to users with administrative privileges to manage the catering system. This role includes the following permissions:

1. Add new food categories.
2. Add, edit, and delete menu items.
3. Generate QR codes for menu items.
4. Manage system configurations related to the catering service.

Role Assignment

Roles are assigned to system users by users with Insight Admin privileges.

• To assign roles for Internal Users

1. Navigate to Users in the Insight Admin panel (Configuration > Users)
2. Select the desired system user and click on the edit icon.
3. Choose either ROLE_KITCHEN_STAFF or ROLE_CATERING_ADMIN from the available roles.
4. Confirm the assignment to apply for the selected role.

• To assign roles to External Users (Single Sign On - SSO)

1. Navigate to Configuration > Integrations > External Authentication
2. Select the provider for external authentication (Okta OR Microsoft)
3. Select the protocol (OpenID Connect/SAML)
4. Under ROLE Mapping section assign the default role to SSO users and assign ROLE_KITCHEN_STAFF and ROLE_CATERING_ADMIN according to groups configured and users assigned in respective SSO portal. (Example Microsoft Azure portal on https://portal.azure.com/)

Catering Admin Responsibilities:

1. Managing Categories

✔ Create & Edit Categories – Define food categories (e.g., Indian, Chinese, Beverages, Desserts).

2. Managing Catering Items

✔ Add, Edit, and Delete Food Items – Create new dishes and update existing ones.

✔ Set Item Descriptions & Images – Provide details for each menu item, including pictures.

✔ Define Availability – Set food availability for specific days and time slots (Breakfast, Lunch, Dinner).

✔ Assign Items to Categories – Ensure each menu item is placed in the right category.

3. QR Code Management

✔ View & Print QR Codes – Allow users to scan QR codes for quick access to menus and ordering.

✔ Assign QR Codes to Sites & Floors – Ensure proper placement of QR codes in designated areas.

1.Steps for Categories creation

1.1 Log in to KloudHybrid.

1.2 Navigate to Employee Catering > Catering Admin > Categories > New category

Type the category name (e.g., Snacks, Desserts), select Available based on the category’s availability, upload an image, and then click Save.

Added categories will be isplayed as follows:

1. If a category is available, a green border will appear around the image.
2. If a category is not available, a red border will appear around the image.
3. A search option is available to quickly find categories.

2.Menu items creating under Category

2.1 Navigate to Employee Catering > Catering Admin > Menu Items. Click on Add New Item. (It opens a form)

1. Item Details Section:

   • Available Checkbox – Indicates if the item is available for ordering.

   • Name of Item – “Pizza”.

   • Category of Item – “Main Course” (Categorizing cuisine type).

   • Item Description – A description of the dish.

   • Item Image – Displays a related food image.

2. Availability Section:

   • Specifies when the dish is available:

   • Select All Days to make dish available on all days of a week or any specific days can be selected separately.

   • Specific mealtimes: Breakfast (8 AM - 11 AM), Lunch (11 AM - 4 PM), Dinner (4 PM - 8 PM). This time is applicable based on local timezone.

3. Customizations Section:

   This allows customers to customize their orders with the following options:

   • Type: Radio (Eg: Name:Size, Choices: Small,Regular,Large). -User can select only one option, while ordering.

   • Type: Boolean (Eg: Name: Extra Cheese). -User can choose to have it or not by selecting or deselecting this option, while ordering.

   • Type: Extras (Eg: Name: Topppings:, Choices: Onion, Tomato, Olives). - multiple options can be selected by the user, while ordering.

   • Type: Quantity (Eg: Name: Chillies, Min: 1, Max: 10). -User can select minimum of 1 and upto 10 based on requirement, while ordering.

   Note: The values here are not pre-defined. They are custom values based on user input.

4. Action Buttons:

   • + Add Customization – To add more customization options.

   • Save/Update – To save/update changes.

   • Cancel – To discard changes.

The item will be displayed to the end user while ordering as shown below.

3. QR codes:

The Catering Admin can view and print QR Codes to enable employees to access the ordering screen. These QR codes can be placed on desks, areas, or designated catering locations.

Steps to View QR Codes:

1. Log in as a Catering Admin.
2. Go to Employee Catering > Catering Admin > QR Codes.
3. Select the Site and Floor for which a QR code needs to be generated.
4. The QR codes for different zones and desks will be displayed.

Steps to Print and Place QR Codes:

1. Locate the QR Code for the specific Area/Desk.
2. Click on the QR Code to preview it.
3. Click Print QR Code and select the printer.
4. Stick the printed QR code in the designated area (Desk, InfoSpot, Dining Area, etc.).

Kitchen Staff Responsibilities in Catering Management:

The Kitchen Staff role is responsible for handling food orders and updating their statuses. Below are the key responsibilities and workflow:

1. Order Processing & Status Updates

   • The kitchen staff receives new orders in the system.

   • They must update the order status based on progress:

   ->Preparing – The order is currently being cooked or prepared.

   -> Completed – The order is fully prepared and ready.

   -> Cancelled – The order has been canceled for any reason, with a corresponding cancellation reason provided.

   ->All Orders – Displays all orders placed on the same day, regardless of their status.

2. Email Notifications

   • Every time an order status is updated, an email notification is sent to the user who placed the order.

   • Notifications are triggered for:

Order in Progress (Preparing)

Order Ready (Completed)

Order Cancelled

3. Date & Status-Based Filtering

• The Kitchen Staff section allows staff members to filter orders by:

-> Date selection – Filter orders based on a specific date.

-> Status selection – Filter orders on a specific date with “Preparing” “Completed,” or “Cancelled” status.

Kitchen staff can view user’s ordering location by clicking on the Location Symbol. This feature helps in identifying their location to deliver food to the user for better service.

Steps to View Current Location:

1. Go to the order, click on click here for more details link.
2. Click on the Location Symbol on the screen.
3. Staff can view order placed location (e.g., Zone/Area, Desk).

Employee usage: (Ordering Food)

• QR Code Scanning: Employees scan the QR code assigned to a specific desk or designated area using their mobile device.

• SSO Authentication: Upon scanning, users are redirected to the Single Sign-On (SSO) login page for authentication.

• Automated Navigation: After successful authentication, the system automatically directs the user to the food ordering section, where they can browse and place orders.

Ordering Process:

1. Users can search for a specific item or navigate through categories to find what they need. To add an item, simply click the "+ Add Item" button.
2. Customize Order: A customized order popup will appear, allowing users to select their preferred options.
3. Select Quantity: Choose the desired quantity for each food item.
4. Add to Cart: Click on the “Add to Cart” button to confirm the selection and proceed with the order.

Orders Cart – How Users Can Checkout Their Orders

Once the user selects an item, it will appear in their Cart with the following options:

1. Increase/Decrease Quantity:

a. Users can increase the quantity of the selected item

b. Typically, there will be a "+" button to increase and a "-" button to decrease the quantity.

2. Delete Item:

a. If the user no longer wants an item, they can click on the Delete button (trash icon on top right corner as shown below).

3. Place Order:

a. Once the user has finalized their selection, they can click the Place Order button.

Once the order is successfully created, the system sends an automated email notification to the user.

User Order History:

1. Access Order History: Navigate to the “My Orders” section to view all orders.
2. Filter by Date: Use the date filter to fetch the orders based on a selected date.
3. Order Details: Each order entry displays order details, status and time.

Visitor Management System

VMS Roles and Permissions

Summary: Custom roles in VMS - ROLE_VMS_USER and ROLE_VMS_SECURITY - define what a user can do in the system. They help manage access and ensure security by giving users only the permissions they need.

Create Roles in Insights:

i. Log in to KloudInsights.

1 .ROLE_VMS_USER

2 .ROLE VMS_SECURITY

Visits

Summary: Visitors can be categorized as Invited or Walk-In. You can invite an individual or a group of visitors for a meeting, or a person can request a meeting by themselves. This is considered a Walk-In visit.

Visit Types:

a. Invited

b. Walk-In Visit

a. Steps to Invite a Visitor

1. Log in to KloudHybrid.

2. Navigate to New Booking > For Others > Without Seat.

   

3. You will be redirected to Create a Visit Page.

   

4. Search for the guest in Visitor field.

   • Type the visitor’s name in the search box.

   

   • If the visitor is already in the system, their details appear in a dropdown.

   • If not, click the + Visitor button to add a new guest.

   

5. Add the guest’s details:

   • Fill in the guest’s information and click Save.

   • After saving, you will be redirected to Create a Visit Page again.

   

6. Create the Visit:

   • Search for the guest you just added.

   • The newly added guest will appear in the dropdown.

   

   • Select the guest and enter the meeting details like Time Zone, Meeting Date, From Time, Duration, Location, Meeting space and Purpose of Visit.

   

   • Click Book to create the booking.

   

   • The visit that was created can be seen on the Home Page under Upcoming Visits Section. • The Visit can also be seen in “My Bookings” page under “Visits”

   

7. Next Steps:

   • Both the Host and the guest will get an email with the meeting details:

   Email to Host

   

   Email to Guest

   

   • The guest’s email will include:

   1. A link to update their details if needed.

   2. A booking code and a QR code for easy entry.

8. Guest Check-In Process:

   • The guest can scan the QR code or enter the booking code at the office kiosk.

   • Click on the link in email.

   

   • Verify and Update details. The guest can optionally add Delegates by clicking on Add People button. For more details on delegates refer to 3.Delegates below.

   • Click on Update.

   

   • Guest will get a booking code and a OR code which he can use for CheckIn at Office Kiosk.

   

   • While setting up the Kiosk for the first time, Select the Site location. This information is stored on the Kiosk and will be used whenever the kiosk starts.

   

   • Select Meet

   

   • Scan the OR code

   

   • Or Click on I have a Booking Code

   

   • Enter the booking code

   

   • Once the code is entered and verified, Click on CheckIn.

   

   • Clicking this button will complete a guest check-in. • Once the Check-In is done, the guest will see the page below.

   

   • Click on Open Wayfinder to see the video guidance to the meeting location.

   

   • Click on Catering request to order food.

   

   Invite a Group of Visitors

   1. Add the emails of additional people you want to invite to the meeting in Add more people section and click on Book in Create Visit Page.

      

   2. All the individuals that were added to this field will receive an email with a booking code and a QR to scan at the office kiosk is These booking codes are different for each visitor, even though the referred meeting is the same.

   3. Each group member needs to checkin individually.

b. WalkIn Visitor

Summary: A Walk-In Visitor is someone who comes to the office without an invitation. They will have to use a kiosk at office to select a location and set up a meeting with someone in the office.

• Select location in Kiosk

• Scan the QR on your device to register.s!p:

• Enter your details and click on Next to select meeting details. Click on Add More People to add Delegates. For more details on delegates refer to 3.Delegates below.

• Search for host by department or search host directly by choosing the appropriate option.

-> Approve the meeting request

-> Reject the meeting request

-> Edit the meeting request

1. Once the meeting request is approved, both host and the guest will receive a confirmation email.

   Email to Host

   

   Email to Guest

   

2. Follow the steps 2.8 - Guest Check-In Process to check-in.

   If Rejected:

   • Guest will be informed that the visit request is Rejected via email notification.

   

   • Host will also get an email notification that he has rejected the visit request.

   

   If Edited:

   • Click on Edit to edit the visit.

   

   • Update the information you want to and then click on “Update”

   

   • Click “Confirm” to approve the request at the same time.

   

   • Both Host and Guest will be informed that the visit request is being updated and Approved via email notification.

   Email to Host

   

   Email to Guest

Delegates

Summary: In a Visitor Management System, delegates are people who go to a meeting along with the original invitee. If the invitee can’t attend for any reason, they can assign a delegate to represent them. The delegate can’t check in by themselves. When the delegate arrives, security at the office entrance manually verifies their details before allowing them to enter the office.

1. Add Delegates in Walk-in Visitor

   i.Click on Add More People in the registration screen in kiosk

   

   ii.Enter the delegate details and click on Add.

   

   iii.One Visitor can have multiple delegates.

   

   iv.Once the visit is submitted, Guest will receive a Visit Approval email with the delegates information included.


   

2. Add Delegates in Invited Case

   i. An Invited Visitor can add Delegates through the link he receives when a visit is created.


   ii. Click on the link in Visit Created Email.

   

   iii. Click on Add People

   

   iv. Enter the Delegate information and click on Add.

   

   v. Once all the details are added click on Update to send the request to Host for processing.

   

VMS Analytics

Summary: Visitor Analytics page displays details about visitors at each location. Past visit data can also be looked up by changing the date.

1. Login to KloudHybrid

2. Navigate to Analytics > Visitor to see all the analytics

   

   

3. Click on each row to see the complete information of Visitor.

4. Change the Location to see the Visits for specific location.

5. Past Visits can be seen by changing the Duration to This Week, This Month, Custom-Date.

9.Security can take actions on visits like Approving a Request, Rejecting a Request, Checking Out a Visitor, Adding Delegates to Visitor, Removing Delegates to Visitor in Visitor Information Dialog.

Way Finding Video Configurations:

Summary:

• The Way Finding video is a video that helps a visitor how to navigate to the meeting location that is selected when creating a visit

• This video helps guide the visitor to their meeting location.

• If no meeting space is chosen, then Way Finding is disabled.

Configure and Upload the Video

• These videos must be uploaded as per the meeting space (e.g., Office Space or Conference Room).

• To upload the video:

• Login to KloudInsights

• Navigate to Configuration > VMS Settings > WalkIn Video Settings.

Notifications:

Summary: In Visitor Management System, both the guest and the host will receive notifications for every status update related to the visit. This includes notifications about the below.

1. Visit created - when a visitor is invited.

2. Visit updated - when the meeting information is updated.

3. Visit upcoming - This is a reminder about your upcoming meeting. The reminder will appear a few minutes before, and this timing can be set in KloudInsights > Configuration > Hybrid Settings >
 Notification Settings > Lead Time For Upcoming Booking Notificatio (mins).

   

4. Visit checked in - once a visitor is checked in via QR code or booking code at kiosk.

5. Visit ending soon - This is a reminder that your meeting is ending soon. The reminder will appear a few minutes before, and this timing can be set in KloudInsights > Configuration > Hybrid Settings > Notification Settings >Lead time for end of booking notification (mins)

   

6. Visit checked out - If a visitor is checked out.

7. Visit rejected - If a visit is rejected by the admin (in case of Walk-In).

8. Visit expired - If the visitor is not checked in within the meeting duration.

9. Visit approval - If a visit is requested by a walk-in visitor at kiosk.

10. Visit approved and created - If a visit is approved by the admin in case of Walk-In

Notes:

1. Only Current day visits are shown under Upcoming Visits in Home Page.
2. Group bookings are only for Invited Visitors.
3. Delegates can not be added or removed once the guest is checked-in.
4. In group booking, if a parent visit is rejected by security in analytics all its child visits will also get rejected.