Guests Move Tables but Keep Using the Old QR Code: Check the Original Order, New Location, and Undelivered Items

When guests move from the patio indoors, that does not mean their original order or the table QR code on their phone now corresponds to the new seats. First get guests safely settled, then check the original order, their current seats, and any undelivered items. If they are ready to add items, also check the location shown on the page. Moving the table marker does not transfer the table in the system, and being able to open the old ordering page does not mean the kitchen or food runners have been told about the change.

Get guests out of the rain first, then continue checking the order

The manager should first arrange for a staff member to guide guests to a safe spot that leaves a clear path for staff carrying food. The staff member receiving them indoors can make a note of their original patio location and where they are moving to, then continue checking the order once the guests are settled. Seating guests and checking their order can be coordinated: the first task addresses immediate safety and seating, while the second makes sure previously ordered items have a destination and that the front-of-house team and cashier know who will follow up.

If there is not enough indoor seating, distinguish between guests who are still waiting and those who have been given a temporary spot. Ask what they prefer before arranging their next steps.

Use a location tracking card centered on the original order

• Original and current locations: Record where guests actually move to, distinguishing between those still waiting, temporarily seated, and moved again. Do not assign guests who are not seated to the nearest table by default.
• Original order: Keep the identifier that lets staff find the previous purchases. Guests from the same party sitting separately does not automatically split the bill, and different groups temporarily sharing a table does not automatically combine their bills.
• Undelivered items: List items already handed over, still being prepared, ready but not yet delivered, and needing a status check. An empty original table must not be taken to mean that preparation should stop.
• Staff taking over: Note the original server, the person taking over, and the person responsible for running the food. End the handoff only after the relevant information has been received.
• Bill and payment received: Check each against the original records. The location card is not proof of payment; there is no need to copy the entire bill or collect identification or contact details.

MenuSnap’s setup checklist requires checking that table QR codes correspond to the correct locations. A designated staff member must check and keep the temporary paper log, updating the same sheet if guests move again. Continue to handle table or bill actions in the system according to current permissions, status, and the available interface. The paper log does not replace those actions.

If guests add items through the old page, check what was actually submitted

• Not submitted: First compare the location shown on the page with the guests’ current location, then ask the responsible staff member how to continue correctly. Do not have guests submit repeatedly just to find the right ordering page.
• Submitted to the original location: Check the associated order to confirm whether it was accepted and sent to the workstation, then follow the available procedure. Do not create a duplicate request.
• Location or status still unclear: Ask a designated staff member to check the original record and explain the status. Keep the matter open until it is resolved; do not assume the new order belongs to the new location just because the guests are indoors.

Tell the person running the food where the guests have moved

The kitchen may still use the original location when food is ready. Set up a clear handoff point for the front-of-house team: check the order first, then have the person taking over specify the new location and items still to be delivered, so the food runner knows where to go. If items are prepared in batches, distinguish between those still being made, already carried out, and actually delivered, and continue tracking them under the original order. If the location is unclear, ask the front-of-house lead instead of searching table by table with hot plates or arranging for the food to be made again.

When a temporary seat becomes the guests’ regular seat, have the staff member receiving them tell each team the final location and avoid moving them repeatedly where possible. A stable arrangement must not block walkways or disregard the needs of guests with limited mobility.

If guests leave their seats temporarily and then return, tell them their new location and check on any items still to be delivered. Do not close out the order based only on the number of people currently seated.

Once guests are settled, the person in charge should check the original location for belongings left behind, food that has not been handed over, and table markers that could still be used by mistake. Even if the weather improves, do not resume seating guests immediately; first have the restaurant confirm that the area is safe and staff are ready.