Tracking Orders

Understanding the KDS Interface

The Kitchen Display System presents orders as cards on the screen. Each card represents a single order and contains all the information your kitchen staff needs to prepare and deliver it.

The interface is designed for quick scanning - staff can see at a glance what needs to be prepared, what is in progress, and what is ready for delivery.

Order Cards

Each order card on the KDS displays:

Table Number

The table number is prominently displayed at the top of each card. This tells your kitchen staff exactly where the order needs to be delivered.

Table numbers come from your table setup. If you have not set up tables, orders may show generic identifiers. See Table Management for setting up tables.

Ordered Items

Below the table number, you will see a list of all items in the order:

• Product name - What the customer ordered
• Quantity - How many of each item
• Special notes - Any customer requests or modifications (e.g., "no onions", "extra spicy")

Order Time

Each card shows when the order was placed. This helps your staff prioritize orders and track preparation time.

Order Status

The current status of the order is visually indicated on the card, making it easy to see the progress of each order.

Order Status Flow

Orders on the KDS follow a defined status flow:

1. New / Pending

When a customer places an order, it appears on the KDS with a New or Pending status. This means:

• The order has just been received
• Kitchen staff have not yet started preparing it
• It needs attention

2. Preparing

Once kitchen staff begin working on an order, they update its status to Preparing. This signals that:

• The order is being actively worked on
• Ingredients are being prepared and cooked
• It is in progress

3. Ready

When the food is prepared and plated, the order is marked as Ready. This means:

• All items in the order are complete
• The order is waiting to be picked up by service staff
• Front-of-house can deliver it to the table

4. Delivered

Once the order has been taken to the customer's table, it is marked as Delivered. This status:

• Confirms the order has reached the customer
• Removes the order from the active KDS view
• Completes the order lifecycle

The exact status names and colors may vary, but the flow always follows this general pattern: received, in progress, ready, delivered.

Changing Order Status

Kitchen staff update order statuses directly on the KDS:

How to Update Status

1. Locate the order card you want to update
2. Click or tap the status button on the card
3. The order moves to the next status in the flow
4. The card visually updates to reflect the new status

Tips for Status Management

• Update statuses promptly to keep the display accurate
• Do not skip statuses - follow the flow in order
• If an order has multiple items, wait until all items are ready before marking it as Ready
• Assign one person per shift to manage status updates for consistency

Time Tracking

The KDS automatically tracks how long each order has been in its current status:

Order Age

• Each card shows the elapsed time since the order was placed
• As orders age, they may be visually highlighted (e.g., changing color) to draw attention
• This helps staff prioritize older orders that have been waiting longer

Using Time Data

• Monitor average preparation times to identify bottlenecks
• If an order has been in "Preparing" for too long, investigate the delay
• Use time data to set realistic expectations for customers
• Track performance over time to improve kitchen efficiency

Managing Multiple Orders

During busy periods, your KDS may display many orders simultaneously. Here are strategies for managing the volume:

Prioritization

• Focus on the oldest orders first (they have been waiting the longest)
• Pay attention to orders with special notes that may require extra preparation
• Look for time-highlighted cards that indicate orders approaching or exceeding target times

Workflow Organization

• Assign sections of the kitchen to handle specific categories (e.g., grill station, salad station)
• Each station can focus on their relevant items across multiple orders
• Use the status updates to coordinate between stations

Clearing Completed Orders

• Mark orders as Delivered promptly to clear them from the screen
• A clean KDS screen with only active orders is easier to manage
• Regularly verify that all completed orders have been marked accordingly

Special Notes and Modifications

Customers can include special notes when placing their orders. These notes appear on the KDS order card and may include:

• Allergen requests - "No nuts", "Dairy-free"
• Preference modifications - "Extra spicy", "Sauce on the side"
• Special instructions - "Birthday candle on dessert"

Always read and follow special notes carefully. Allergen-related notes are especially critical for customer safety.

KDS During Peak Hours

The kitchen display is most valuable during your busiest periods. Here are tips for peak-hour KDS management:

Before the Rush

• Make sure the KDS device is fully charged or plugged in
• Refresh the browser to ensure a clean start
• Verify internet connectivity
• Brief kitchen staff on any specials or changes

During the Rush

• Keep the KDS screen visible to all kitchen staff at all times
• Update statuses in real time - do not let updates fall behind
• Communicate verbally in addition to using the KDS when necessary
• Monitor order timing to prevent any order from being forgotten

After the Rush

• Review any remaining active orders
• Clear all completed orders from the display
• Note any recurring issues for process improvement

Troubleshooting

Orders Not Appearing

• Check the internet connection on the KDS device
• Refresh the browser page
• Verify that KDS is still enabled in branch settings
• Make sure customers are completing the order process (not just browsing)

KDS Screen Freezing

• Refresh the browser page
• Close and reopen the browser if needed
• Restart the device as a last resort
• Ensure the device has enough memory and processing power

Status Updates Not Saving

• Check the internet connection
• Try clicking the status button again
• Refresh the page and check if the status actually updated
• Report persistent issues to support

Next Steps

For a broader view of order management beyond the kitchen display, check out the Order Management section.

See also: Order Management for comprehensive order tracking and management features.