A customer’s experience at your restaurant is all about the quality and timeliness of their order. While paper tickets are still common, you might be considering using a kitchen display system (KDS) instead. Aside from digitizing order management, you’ll need to understand how a KDS works for your restaurant.
In this article, you’ll learn about the process of how a KDS works in a restaurant. Whether you own a cafe or quick-service restaurant, a KDS can help your operations.
1. Order is Entered in the POS System
Caption: Front-of-house staff enter a customer’s order into the POS system [Image: SpotOn KDS]
Restaurants need to ensure their customers have a pleasant dining experience. A server approaches a customer’s table to take their order. During this process, the dishes, drinks, modifications, and special requests are noted by the server. Afterward, the table’s order is entered by the server into the POS system.
In addition to dine-in orders, orders from other platforms are displayed in the POS system. Online, delivery, takeout, and curbside orders automatically appear in the system.
Tracking all orders may be challenging, especially if you’re using paper tickets. This is why a restaurant needs a kitchen display system to centralize the management of all orders.
Your restaurant’s POS system streamlines your operations. It allows you to enter orders into the system, process transactions, and more. You can also tailor your POS system to your business’s needs.
A POS and KDS can easily be connected using integrations or APIs. Some software companies offer an ecosystem where these two systems are already connected.
2. Order is Displayed on the KDS
Caption: Orders from various platforms are all displayed in a single KDS screen [Caption: Fresh KDS]
One of the advantages of a KDS is that it eliminates the need for paper tickets to relay orders. A KDS reduces the issues caused by manual order tracking. All orders entered in the POS system are instantly transmitted to the KDS. This improves the communication between the servers and kitchen staff.
The top restaurant KDS software companies include visual and sound notifications whenever a new order appears in the system. For example, a sound alert will come from the KDS device once it receives an order.
Some display screens also flash the new order ticket on the screen so your kitchen staff won’t miss it. Similarly, when an order is changed or canceled, the KDS screen will send an alert to them.
3. Orders are Routed to the Kitchen Stations
The best KDS software enables you to customize your kitchen’s workflows. You can configure the routing settings on your KDS so orders are directly sent to the relevant stations.
When specific stations receive orders, it increases the kitchen’s efficiency and accuracy. A KDS displays item modifications, special requests, allergens, and other important order information.
Routing Orders to Specific Kitchen Stations
Multiple KDS screens are recommended for restaurants with large kitchens. For example, a grilling station has its own dedicated screen while the cold section also has its own.
Typically, kitchens have an expediter who checks food before being served. In some KDS setups, the expediter’s station also has its own screen.
Kitchens experience harsh conditions such as heat, cold, and humidity. Luckily, the top restaurant KDS hardware manufacturers ensure your hardware withstands these conditions. So KDS screens near hot grilling stations are protected against extreme heat and oil splatters. Hardware like this is IP65-certified, which means it is oil-, water-, and dustproof.
4. Order Progress is Tracked in the KDS
Caption: A KDS enables you to prioritize a VIP customer’s orders [Image: KitchenGo Software]
As soon as the KDS receives an order, the order timer starts ticking. It’s color-coded to help kitchen staff easily monitor how much they have left to prepare it.
Staff can also see all orders in a single window on a KDS screen. Unlike paper tickets, they won’t have to find the order information they need manually.
A KDS helps your kitchen staff organize and prioritize orders to prevent delays. It provides visibility on the status of each order item. Aside from this, a VIP customer’s order is easily prioritized using the system.
An order can be moved up the queue in case it’s in the “orange” or “red” zone. Your KDS makes it easy to adjust workflows. Orders that need to be prioritized can be assigned to staff who are less busy. This helps you redirect orders to optimize your kitchen’s capacity.
Track Order Pacing
Kitchens also need to ensure order preparation is properly paced. It ensures the dishes are served in the right sequence. So appetizers are served before the main course. Then, dessert is served at the end of the meal. Proper pacing also ensures your customers enjoy each dish at the ideal temperature and best quality.
Bump Bars for Order Management
Caption: Bump bars manufactured by Bimi in China are IP65-certified to withstand heat, oil, and dust in busy kitchens [Image: Bimi KDS]
KDS screens are usually touchscreen. However, hardware and peripherals provide additional capabilities to a KDS. A bump bar is a good example of this. It has physical buttons to help your kitchen staff organize and “bump” orders in the queue.
Bimi, one of the top KDS hardware manufacturers, creates top-of-the-line bump bars. You can choose between 20- or 21-key models based on your kitchen’s needs. It has dedicated buttons for recall, hold, bump, and other functions. Each bump bar is IP65-certified and protected against oil, water, and dust.
5. Update Order Status in KDS
Caption: You can send order updates to your customers using a KDS [Image: Fresh KDS]
Kitchens using a KDS have options on how to update each order’s status. Staff can individually mark each completed dish as done on the system. This helps the expediter gauge whether the order needs to be prioritized. The color-coded order status tags are also helpful for this.
As mentioned above, KDS software also immediately alerts kitchens whenever an item is modified or canceled. This allows the staff to quickly adjust their workflows.
Once an item is ready to serve, the expediter can inspect it before it gets served. If an order doesn’t meet the kitchen’s standards, it can be sent back to be remade or revised. You can even configure your KDS’s timer to include additional time for thorough quality checks.
Notify Servers about Orders
When it is ready to be served, the KDS notifies the server. Seamless communication between your front and back-of-house staff is one of the advantages of a KDS.
When all items in an order ticket have been served, it can now be marked as complete in the KDS. Afterward, the completed order ticket disappears from the order queue.
The order information is also updated on the POS after it is served. Because of this, the correct order items are reflected on the customer’s bill. After a customer pays for their bill, this is also reflected on the KDS.
Automatically Notify Customers about their Orders
A KDS can also notify your customers when their order is ready for pickup. Most KDS software automatically sends SMS or email notifications. Similarly, some software provides the estimated pickup time.
These functionalities provide customers with takeout, curbside, and online orders with better visibility on their orders’ status. Most KDS software also notifies you when a customer is nearby to pick up their order. Aside from this, it also helps your servers focus on serving dine-in customers or completing other tasks.
6. Evaluate Kitchen Performance
Caption: KDS apps like Fresh KDS generate kitchen performance reports [Image: Fresh KDS]
A kitchen display system can also help you evaluate your kitchen’s performance. The best KDS software includes reports such as:
- Average ticket times
- Order accuracy rates
- Number of orders fulfilled
- Number of delayed orders
- Individual or team output
- Real-time ingredient levels
These reports enable you to make more data-driven decisions to improve your restaurant’s operations. You’ll have access to detailed information about bottlenecks or points for improvement in your current workflows.
In addition, the system can help you identify which staff members need more training or have been performing exceptionally. You can also identify the strengths of your current strategy so you can continue benefiting from it.
A KDS also enables you to access completed orders. In case of disputes or evaluations, using historical data is helpful.
Examples of a KDS at Work in a Restaurant
A KDS fits any type of kitchen setup. KDS screens are available in a wide range of sizes. 10”, 14”, and up to 32” are offered by the top KDS hardware manufacturers. You can also further customize your system by adding peripherals and other hardware. Whether you’re a fine dining or quick service restaurant, a KDS will help your workflows.
Quick-service Restaurant with a Drive-thru
Even if your restaurant has a drive-thru, a KDS will help your kitchen track orders. After a staff member enters the drive-thru order, it appears on the KDS. You can configure your KDS to have unique fonts or colors for drive-thru orders so staff can easily distinguish them.
In this setup, orders need to be quickly served. The color-coded and customized order layouts enable your kitchen staff to easily view order information. This setup ensures orders are completed quickly without reducing the quality of the food.
Special requests like extra salt for fries are also displayed on the KDS. The quantity of each item is also shown. Before an item is handed over to a customer, the expediter can double-check the order.
Restaurant with a Bar
A KDS ecosystem is also a good fit for a restaurant with a dedicated bar. Let’s say a customer orders the following:
- Salad
- Pizza
- Steak
- Cake
- Margarita
The server inputs this order in the POS system. Then, it is automatically transmitted to the KDS. With customized routing, each item’s respective prep station receives the relevant order.
The salad station gets to work on the salad, while the grill is preparing the steak. The pizza station will start preparing the pizza. Similarly, the bar station also starts working on the customer’s drink. Meanwhile, the dessert station will hold prep until the customer is almost ready for dessert.
With the help of a KDS, your kitchen knows the ideal time an order needs to be served. If there is a long order queue, the grill station knows the best time to start cooking the steak. This is also the same case for dishes that need more time to prepare.
Once these orders are completed, the system notifies the servers that an item is ready to be served. Furthermore, the server is also notified when the drink is ready to be picked up from the bar. This also enables your restaurant’s servers to serve dishes as soon as possible. Aside from this, they can also anticipate when to clear the table for the next course.
Efficient Workflows for Every Kitchen
Your kitchen’s KDS setup helps you track your current workflows and continuously improve. It syncs with your POS system to provide order information to the kitchen staff. A KDS also enables each prep station to track orders and instantly view updates. It can also help you improve your restaurant’s workflows using its built-in reports.
Every restaurant needs KDS hardware that’s built for busy kitchens. If you’re looking for IP65-certified restaurant KDS hardware, Bimi is here to help. Bimi’s enclosed KDS screens are protected against damage from oil, water, and dust. You can also choose from a wide range of screen sizes to fit your kitchen.
Frequently Asked Questions (FAQs)
1. Does a KDS help a restaurant track online and takeout orders?
Yes, a KDS helps a restaurant track online and takeout orders. It centralizes all orders entered into the POS system. Then, it sends these orders to the restaurant’s KDS.
This enables restaurants like yours to track online and takeout orders in a single platform. In addition, you can also track curbside and delivery orders using your KDS.
2. How does a restaurant KDS help you track average ticket times?
As soon as an order is received in the system, an order timer starts. Sometimes, a timer’s duration depends on the items ordered or the quantity.
Unlike paper tickets, the KDS automatically tracks the order prep time. Most KDS software also include color-coded visual cues on the order timer. This helps the kitchen staff quickly check how much time an order has left so they can adjust their workflow.
3. Does a KDS notify you when an order is changed or canceled?
Yes, a KDS notifies you when an order is changed or canceled. Most KDS programs will send sound and visual alerts when an order is changed or canceled. Typically, the system flashes the changed or canceled order. Some apps also include a sound alert when this happens.
4. Does a KDS notify servers when an order is ready to be served?
Yes, a KDS notifies servers when an order is ready to be served. Once an order is marked as completed on the KDS, an alert is sent to the POS system. This alerts the table’s server that the order is ready to be picked up.
This also enables servers to check other tables while waiting for a table’s order. Because of this, a KDS also helps your servers’ workflows.
5. How does a restaurant KDS help you evaluate your kitchen’s workflows?
A restaurant KDS provides reports to help you evaluate your kitchen’s workflows. You can access detailed reports about average ticket times, order accuracy, and more.
Some KDS apps summarize average ticket times. Because of this, you can focus on creating a strategy to improve your workflows.
Similarly, a kitchen display system also helps you identify your kitchen’s strengths. You can use this data to highlight effective strategies and continue implementing them.
6. Can you organize the order queue using a KDS?
Yes, you can organize the order queue using a KDS. All orders are shown on a single dashboard on your KDS. Kitchen staff can easily manage the order queue on the KDS, especially if it has a touchscreen display.
Aside from this, bump bars are a good option for order management. Instead of swiping orders, a bump bar uses buttons. Regardless of the method, a KDS provides visibility on all orders so they can be managed effectively.
7. Does a KDS display item modifications and allergen information?
Yes, a KDS displays item modifications and allergen information. These details are included in the digital order ticket. Some KDS software also provides customizable tags for information like this for better visibility.
A customer’s nut allergy is included in the ticket on the KDS. This enables all kitchen staff to check the customer’s orders and ensure no nuts are used.
8. Does a restaurant KDS help you directly route orders to specific prep stations?
Yes, a KDS helps you directly route orders to specific prep stations. For example, steaks are forwarded to the grilling station. This also helps the staff organize their order queue.
They can adjust the order pacing to ensure each course is served at the right time. So dessert items are held back until the customer is finished with the main course. A system’s customized order routing improves your kitchen’s efficiency.
9. Does a restaurant KDS provide order updates to your customers?
Yes, a restaurant KDS provides order updates to your customers. It can send an estimated time for pickup so customers know when to go to your restaurant. Most KDS can also send “ready for pickup” notifications via SMS or email.
Some KDS software allows customers to digitally “check-in” once they’re in the restaurant. This makes the pick-up process more seamless for the servers and your customers.
10. How does a restaurant KDS help you check an order’s quality before it is served?
A restaurant KDS can be configured to include the expediter’s station. This provides time for the expediter to inspect the dish and ensure it meets your restaurant’s standards. So each dish’s presentation and temperature can be thoroughly checked by the expediter. Furthermore, this step in the order fulfillment process gives time for order revisions or remakes.
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