The decision this workflow supports
An organizer may have seen a menu image that differs from the restaurant’s current catering materials. Before discussing a package, establish which approved source applies and which questions need a person to answer.
Put the review process in place
Share the current approved catering link when available. Record requests about substitutions or suitability for staff without interpreting ingredients or dietary safety. If no current menu is approved, capture the inquiry and let the catering team supply the relevant information.
Worked example for your team
A fictional caller has a saved menu image from an earlier season and asks whether a pictured option is still offered. Record the source and question, then direct them to the current approved information if available. The assistant should not reconcile the two menus by combining items or assuming that everything remains available. Ask the menu owner to review the discrepancy. If the caller adds a food-suitability question, that becomes a direct staff question rather than an opportunity for the assistant to infer ingredients from the image or dish name.
Sample wording to approve
“I can point you to the approved catering information. The team will confirm current choices and any specific requirements; I cannot confirm substitutions or food suitability from a menu description.” This wording is a draft for the restaurant owner to approve before use.
Fields for the staff handoff
Staff need menu source or version, requested clarification, event date, organizer contact, and catering owner. Mark uncertain details explicitly and keep the requested action separate from anything restaurant staff have already confirmed.
Acceptance tests before use
An old screenshot is not presented as current. A substitution question goes to staff. The assistant makes no food-safety or ingredient assurance. Record the observed result, assign any mismatch, and repeat the affected scenario after correction.
Further reading
Catering inquiry value calculator ↗
Try Ava with your business’s public information ↗