The decision this workflow supports
A seasonal promotion can outlive its intended dates in banners, saved menu images and chatbot answers. Publishing an expiry alongside an owner makes the end of the offer a planned task instead of an accidental discovery.
Put the review process in place
Record the approved dates, service scope and all places where the promotion appears. Assign a reviewer for removal or renewal. The assistant should only use a promotion that is currently approved for the relevant date, with any unanswered terms referred to staff.
Worked example for your team
A fictional weekend promotion appears in a banner, a menu download and an approved chat answer. The owner ends it on Sunday. The removal task should cover all three surfaces, with a reviewer checking Monday’s guest journey. If the chatbot continues offering the promotion, deleting the banner has not completed the job. Keep a record of the original dates so staff can understand questions about an earlier visit. A later decision to renew the offer should be a new approval, not an assumption that old wording can remain indefinitely.
Sample wording to approve
“This information applies to the dates and service shown on the promotion. Staff can clarify current terms. I cannot extend an expired offer or apply it to a different arrangement.” This wording is a draft for the restaurant owner to approve before use.
Fields for the staff handoff
Staff need promotion identifier, valid dates, affected surfaces, removal owner, and renewal decision. Mark uncertain details explicitly and keep the requested action separate from anything restaurant staff have already confirmed.
Acceptance tests before use
An expired banner is removed. The chatbot stops presenting the offer as current. A question about an exception is routed to staff. 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 ↗