Restaurant Staff Scheduling Software
Plan the service day across front-of-house and kitchen — one-click industry setup, an Open pool staff can claim work from, and skills that guide who fits a task without ever restricting who can be assigned it. An AI Assistant can propose a plan; a human always decides. Hours are kept as an auditable record of planned and completed work, not a time clock.
A restaurant staff scheduling system is software that plans the service day across front-of-house and kitchen — task groups, shifts and templates shaped around a restaurant's rhythm of open, prep, lunch, transition, dinner and close. HospitalityTechAI's Planner helps restaurants, bars and venues set up a service-day plan in one click, let staff claim open work themselves, and keep an auditable record of planned and completed hours — working alongside the tools you already use, not replacing them.
Built by a product studio
Built for the team, not against them.
Part of HexaTech, HospitalityTechAI brings a service-day planner, guest CRM and reservations into one workspace — designed to sit alongside the reservation and POS tools you already run.
- One-click industry setup for restaurants, bars and venues
- Staff claim work from an Open pool instead of waiting to be assigned
- Skills and preferences highlight a good fit — they never restrict who can be assigned a task
- An AI Assistant proposes a plan; a human always decides
What you can do
Run the service day, not a spreadsheet.
Quick setup by industry
One click seeds task groups and starter templates suited to a restaurant's service-day rhythm — for example front-of-house, kitchen/prep and bar — covering the open, prep, lunch, transition, dinner and close cadence. It's non-destructive: existing tasks keep their group and your own templates stay untouched.
New-task drawer
Create a task in a few taps: pick the group and task, add a title, assign it (or leave it open), set a priority, choose a date, a start time from a 30-minute grid or no fixed time, a duration, and whether it repeats daily, weekly or monthly.
Open pool
Unassigned work sits in an Open pool across three horizons — for a day, this week, or general — so staff can claim it themselves. Ageing analytics show how long work has been waiting, even when the answer is not flattering.
Team workload
See every person's day as a column and drag tasks to reassign, or quick-add work to the Open pool — a clear view of who's carrying what before the day gets busy.
Employee skills & preferences
Mark the groups and tasks each person is suited to. Preferences highlight a good fit in the New-task drawer — they never restrict who can actually be assigned a task.
Stats & the payroll basis
Worked hours are totalled from completed task durations and compared against a weekly target from configured hours per day and days per week — an auditable record of planned and completed work, not a time clock. Untracked work and pool ageing are shown as they are, not hidden, with a CSV export for the range you need.
How it works
From industry setup to a plan the team can see.
Pick your industry
Quick setup seeds task groups and starter templates suited to a restaurant's service-day rhythm in one click — a starting point to reshape, not a rigid template.
Shape groups and tasks
Reorder groups, add your own tasks and tag them across more than one group — the taxonomy stays stable even as you rename things, so history does not break.
Plan the day
Build the day or week from the Schedule, Day or Month view, leave work in the Open pool for staff to claim, and let the AI Assistant propose a first pass — a human always makes the final call.
Read the hours
Stats totals planned and completed work by person, day or type, with a CSV export — an auditable record of the work done, not a stopwatch.
Is it the right fit?
Where this restaurant staff scheduling software fits.
| Best fit for | Restaurants, bars and venues that want a service-day planner for front-of-house and kitchen tasks — industry setup, an Open pool and skills-aware assignment — not a generic project-management tool. |
|---|---|
| Not ideal for | Businesses wanting a full hotel shift and housekeeping system (that's our sibling site), or a generic project-sprint tool with no restaurant service-day rhythm. |
| Key features | Quick setup by industry, configurable task groups & templates, Open pool with ageing analytics, team workload & drag-to-assign, employee skills & preferences, Stats with CSV export, an AI Assistant that proposes a plan for a human to decide. |
| Next step | Book a demo to see your own service day modelled — or start with the Planner module and expand. |
Who it's for
Built for how your team actually works the room.
Independent restaurants
Seed a service-day plan in one click and keep front-of-house and kitchen tasks covered through open, prep, lunch, transition, dinner and close.
Bars
Cover bar prep, service and close-down with tasks staff can claim from the Open pool when the rota shifts.
Private-dining & events teams
Coordinate the extra tasks an event brings without losing sight of the regular service-day plan.
Multi-section venues
Keep separate task groups for each section while everyone's day still rolls up into one Team view.
Plan your team's service day in HospitalityTechAI.
FAQ
Questions, answered.
Who is this staff scheduling tool for?
It's built for restaurants, bars and venues running a service-day team — front-of-house and kitchen tasks across open, prep, lunch, transition, dinner and close. If you're coordinating a rota of shifts and tasks rather than diary appointments, it fits. It is not designed for hotel shift or housekeeping rotas; that's handled by our sibling site.
Does it replace our rota spreadsheet or WhatsApp group?
It's designed to replace the ad-hoc mix of spreadsheets, printed rotas and WhatsApp messages with one shared plan: task groups and templates, an Open pool staff can claim from, and a Team view everyone can see. You keep using your existing reservation and POS tools — the Planner is the layer for who's doing what.
How does the industry setup work — is it really one click?
Quick setup seeds task groups and starter templates suited to a restaurant's service-day rhythm in one click. It's non-destructive — any tasks you already have keep their group, and your own templates aren't touched — so it's a starting point to reshape, not an all-or-nothing reset.
What is the Open pool, and how do staff claim work?
The Open pool holds unassigned tasks across three horizons — for a day, this week, or general — so any team member can claim work into their own list rather than waiting to be assigned. Ageing analytics show how long work has been sitting unclaimed, so nothing quietly falls through the cracks.
Can staff see each other’s hours?
This depends on how visibility and roles are configured for your workspace, and it's not something we want to overstate here without confirming your specific setup — ask us during a demo and we'll walk through what's visible to whom.
Is this staff-tracking or surveillance?
No. Hours in Stats are an auditable record of planned and completed work, built from completed task durations — not a stopwatch, and not location tracking. Because this is workforce data, the lawful basis for processing it is proportionate and transparent rather than a simple opt-in, and the point is a visible, fair plan the team can see, not monitoring individuals.
How are worked hours calculated, and can we use them for payroll?
Worked hours are calculated from completed task durations, totalled per day and week against a configurable weekly target — an auditable record of planned and completed work, not a clock-in/clock-out time tracker. Stats includes a CSV export of that record, which many venues use as an input to their own payroll process; the Planner itself is not a payroll system and does not file directly into payroll software.
What does the AI Assistant actually do in the planner?
A persistent AI Assistant, reachable from every admin screen, can help you plan and review the day — for example suggested prompts like “Plan my day” or “What's overdue?” — and can read data and help fill some of it in. The important part: the AI proposes a plan, a human decides, and anyone can still be assigned anything regardless of what it suggests.
Do skills and preferences restrict who can be assigned a task?
No. Skills and preferences highlight a good fit for a task in the New-task drawer — they guide the person building the plan, they do not lock anyone out. Any task can still be assigned to anyone.
Can we set up different task groups for front-of-house, kitchen and bar?
Yes. Task groups are configurable — reorder them, give them their own icon and colour, and tag a task across more than one group. The taxonomy stays stable even if you rename a group later, so your history doesn't break.