Meal Manager

Cypad allows you to add a catalogue of menu items, build a menu and input special theme days for when your meals offered differ from your regular menu. The instructions below will talk you through building a full menu for parents and students to select meals from.

Adding Menu Items

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The first step is to create a catalogue of meals within Cypad, which will be the basis of your school menu.

  • Click Cypad in the top left-hand corner and select Menus from the drop-down list.
  • Click into Items at the top of your screen. Now click Add within the Items screen. The Add Menu Item screen will now display.
    Go through and fill in the Menu ID, Name and Description fields.
  • Select Main from the Menu Type drop-down list. Cypad will now automatically assign your default meal price to this Menu Item. If the price of this item is different, you can enter an ad-hoc price in the amount sections below. If you are creating a free meal such as a home packed lunch, you can remove the price so the box is blank. You will also need to change the default meal ‘type’ to the correct option.
  • If you would like to upload a photo of the Meal Item, you can upload in the large box below.
  • Now that you have added all the mandatory information you will be able to click Save. If you would like to add Allergen or Nutritional information for this item, please click into the appropriate tab on the left-hand side of the screen and fill in the details.

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Building the Menu

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Once you have added all the Menu Items you can build your menu, so Cypad knows which meals to offer on which days. If you have a three-week menu in school, you will need to add three menus.

  • Click Cypad in the top left-hand corner and select Menus from the drop-down list.
  • Click into Menus at the top of your screen. You should now see a Lunch option on the left-hand side of your screen. Double click on Lunch, the option to Add Menu will now appear.

  • Once you have clicked Add Menu you will be asked to name the menu. You may wish to call your menu Week 1, and then follow the same pattern depending on how your menu rotation works.
  • Your menu will now appear on the left-hand side of the screen. Click on the menu, and you will see all of your previously added Menu Items appear alongside each day, Monday to Friday. You can now drag and drop the right meals on to the right days.

  • Once you are happy with the meals you have added, click Save at the top of the screen.

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Creating Your Menu Template

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The next step is to build your menu template, so Cypad is aware of your menu rotation, and offers the right menu week on the correct calendar week.

Click Cypad in the top left-hand corner and select Menus from the drop-down list.

  • Click into Templates at the top of your screen. You should now see your school name on the left-hand side of the screen. Click on the school name and all of the upcoming school weeks will be listed.
  • Alongside the school weeks you will see your weekly menus. You can now drag and drop the right weekly menu on to the right calendar week, leaving out school holidays.
  • Once you have added all the weeks to the calendar click Save at the top of the screen.

Cypad will now know which meals to offer on which days of which week.

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Creating Theme Days

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You may sometimes offer meals that are different to those listed on your menu. By adding a Theme Day, Cypad will offer these meals instead of the default meals on your menu. You can also use Theme Days to stop Cypad offering menus on Non-Pupil days.

  • Click Cypad in the top left-hand corner and select Menus from the drop-down list.
  • Click into Menus at the top of your screen. You should now see a Theme Days option on the left-hand side of your screen. Double click on Theme Days, the option to Add Theme Day will now appear, and you will be asked to give the Theme Day a name.

  • Your Theme Day will now appear on the left-hand side of the screen. Click on the Theme Day, and you will see all of your previously added Menu Items appear alongside the day. You can now drag and drop the right meals on to the day.

  • Once you are happy with the meals you have added, click Save at the top of the screen.

If you are creating a Theme Day for use on a Non-Pupil day, you can leave the meals section blank.

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Adding Theme Days to the Calendar

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  • Click Cypad in the top left-hand corner and select Menus from the drop-down list.
  • Click into Calendar at the top of your screen.
  • The current month will open, and you can click through to view future months.
  • To the left of the calendar you should see any Theme Days you have created. You can now drag and drop the Theme Days on to the right days.
  • Once you are happy with the Theme Days you have added, click Save at the top of the screen.

 

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Allergies and Diet Types

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Adding Allergen and Diet Information to Meal Items

When creating Meal Items within Cypad, you can add Allergen and Diet information to the item. This information will then be visible to parents when booking meals via School Gateway. If Allergies and Diet Types are also recorded against students, Cypad won’t allow a booking to be made for an item that contains an element a child is allergic to, or that doesn’t meet their diet type.

To add this information to your Meal Items, open the Menu page and select Items. Click on to the item you wish to add allergen information for. A pop up screen will appear for the selected item.

You will see several tabs on the left hand side of the window.

The Allergens tab contains a checklist of the 14 most common dietary allergens and an option for No Allergens if a menu item does not have any known allergens. Use the Present column tick boxes to record the present allergens then click Save.

The Diet type tab contains a check list of dietary restrictions for cultural or religious purposes (e.g. Halal, No Beef, No Pork). Use the tick boxes in the Present column to record if the meal item is suitable for a certain diet type, then click Save.

Recording Allergy and Diet Information Against Students

To ensure that Cypad doesn’t allow a student to order a meal they are allergic to or doesn’t meet their diet type, allergy and diet information will need to be added to the student record within Cypad, as this information will not be imported from your MIS.

To add the information to a student record, open the Meals screen and select Students. You will see a list of all students.

Click on to a student’s name. This will open a pop up window.

On the left hand side of the pop up window, you will see the Allergies and Diet type tabs. Click in to the tabs and you will see tick boxes allowing your to record an allergy or diet type the student may have.

Once you have ticked the boxes, click Save. This will update the child’s record.

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Making Amendments to your Menu

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You may sometimes need to amend the meals being offered within your Meal Manager system. The steps below will talk you through removing individual meals and entire menu weeks.

Remove a Menu Week from the Calendar

  • Click Cypad in the top left-hand corner and select Menus
  • Select Templates at the top of the screen. You should now see your school name on the left-hand side of the screen. Click your school name and all of the upcoming menu weeks will be listed
  • Alongside the school weeks, you will see your weekly menus in rotation. Click the cross to the right of the menu week to remove it from the rotation
  • Once you are happy with the changes click Save at the top of the screen

Note: You cannot remove the current menu week.

Removing an Item from the Menu

  • Click Cypad in the top left-hand corner and select Menus
  • Click on the menu week you wish to amend on the left hand side of the screen. All of your previously added meal items will appear under each day
  • Click the cross next to the item to remove it from the menu
  • At this point you can also add meals from the left hand list if needed
  • Once you are happy with the amendments click Save at the top of the screen

Note: Changing menu items will remove any pre-orders for that day.

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Classroom Whiteboard Selection

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Whiteboard Selection

Whiteboard Selection allows Teachers or children to make meal selections within the classroom each morning.

  • Login to the classroom area. Your Cypad admin user will be able to provide you with the necessary link and login credentials.
  • All of the classes at your school will be displayed, click on the class you wish to access.

  • Children who are members of the class will now be displayed, the system may show a photo of the child alongside their name, depending on your school’s settings. Click on the child you wish to make a meal selection for.

  • Today’s available meals will now be displayed, click on the options the child would like and then click OK.

  • The child’s name will now be listed in green, meaning a selection has been made and saved for this child.

Please note if you would like to change a booking for a child, hold down the control key (CTRL) on your keyboard and click on the student. 

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Admin Meal Selection

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Sometimes it may be necessary to make a meal selection from the Admin area of Cypad. The following two sections will explain how to do this either before or after lunch service.

Admin Meal Selection Before Lunch Service

  • Click Cypad in the top left-hand corner and select Meals
  • At the top of the screen select Pre-orders
  • Select the appropriate date range using the selector and/or arrows at the top of the screen
  • Search for the child’s name you wish to make a booking for
  • To select the meal, click on the tick box for the correct day and select the meal choice from the pop-up window. Click Save to confirm the meal choice

Admin Meal Selection After Lunch Service

  • Click Cypad in the top left-hand corner and select Meals
  • At the top of the screen select Transactions
  • Select the appropriate date range using the selector and/or arrows at the top of the screen
  • Search for the child’s name you wish to make a booking for
  • To select the meal, click on the tick box for the correct day and select the meal choice from the pop-up window. Click Save to confirm the meal was taken, this will automatically update the child’s lunch money balance

Changing/Removing a Child's Booking

  • Click Cypad in the top left-hand corner and select Meals
  • At the top of the screen select Transactions
  • Select the appropriate date range using the selector and/or arrows at the top of the screen
  • Search for the child’s name you wish to amend – there should be a tick in the tick box for that day
  • To change the meal click the tick box and re-select a meal choice from the pop up window
  • To remove the meal click the tick box and de-select the meal choice from the pop up window
  • Click Save to confirm the amendment/cancellation

Note: If a meal is removed, the child’s balance will be updated accordingly.

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Reports

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There are many reports within the Cypad system, to provide you with information such as daily meal bookings, student balances and more. See a breakdown of the most popular reports below:

To find the reports please go to: Meals > Students > Reports

Tick list (class/year) (PDF/Excel) – shows a list of all children (including any diet notes, diet types and allergies) along with their menu choices. Please note that this does not show any special menu items, if ordered

Meals selected (class/year) (PDF/Excel) – shows list of children and their bookings (main and dessert). Please note this does not show diet notes, diet types or allergies

Meal selection summary – shows totals for each menu choice (main and dessert) for a particular day, along with weekly meal numbers (paid and free). Please refer to the analysis reports below if you need to export this data.

Student allergies (Excel) – shows all children and whether they have any allergies assigned to them in Cypad

Student dietary requirements (Excel) – shows all children and whether they have any diet types assigned to them in Cypad

Students with allergies or dietary requirements (Excel) – combination of the above two reports, and also shows diet notes

Initial balances template (Excel) – this is only typically required before you go live with Cypad, and is also useful for finding a child’s MISID

 

Further reports can also be found within: Meals > Analysis (all can be exported to Excel)

 

Meal numbers by Day / Year Group / Key Stage – shows total paid meals and free meals, and whether these free meals were UIFSM or Pupil Premium, across a day/week/date range. Only populated once meals are confirmed (i.e. after 3pm or if you have a tablet, when it is synced after service)

UIFSM by Year Group – shows total UIFSM meals across a day/week/date range, split by year group. Only populated once meals are confirmed (i.e. after 3pm or if you have a tablet, when it is synced after service)

Pupil Premium Meals by Year Group – shows total FSM meals across a day/week/date range, split by year group. Only populated once meals are confirmed (i.e. after 3pm or if you have a tablet, when it is synced after service)

Selection Summary – shows totals for each menu choice (main and dessert), across a day/week/date range. This can also be filtered by year or class group

Meal income (all, year or key stage) – shows total income based on all meals marked as taken, across a day/week/date range

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