Setting up Meals

Before you can use the ScholarPack meals module you will first need to complete the following processes, those highlighted with a gold star are mandatory. To access the meals module please click on Admin and then Meals

Click on the symbol to jump to the documentation for that specific section.

Process Description of Process Jump
1) Set up Meal Types  Create and edit student and staff meals
2) Set Meal Availability Choose when a meal is available (i.e christmas holidays)
3) Student Dietary Needs    A Log of student dietary requirements
4) Create Debt Letter  Create a debt letter template to send to parents and staff
5) Assigning Meals Learn more about how to assign meals to students and staff
6) Register Daily Meals Remove meals for students who are absent for that day



1) Set up Meal Types

In the Set up Meal Types section you can create staff and student meals, set prices for each meal and add any known dietary information. 

If you are setting up your meals module for the first time you will see a green Add New button (see image below), click this button to add a new meal type.

The following page will appear (see image below). Here you will need to decide if the meal you are creating is provided by the school or not (e.g. school meal or packed lunch).

You will then need to input a description of the meal (e.g. hot dinner), select the year groups and staff the meal will be available to, input the dietary information (optional but recommended) and finally insert the cost of the meal (format must be no greater than 2 decimal points and must not have a £ symbol).

Click Insert to save your meal type.  The meal type should now appear in a table within the Set up Meal Types area (see image below).

You are not restricted to the amount of meal choices you input however it is recommended that you keep the amount of meal types to no more than six.

There is a button below called Update All Meals to All Years, this will automatically make the meal available to all students.

Please note that adult meals set with a cost (including Guest Meals) will automatically have VAT added.



2) Student Meal Availability

Set Meal Availability allows you to set what meals are available to choose on which day. The pattern of availability is shown for a 20 working day period however you can also set the meal types for the entire academic year by clicking on the Assign all year button. If you do not want the meal available for the whole year simply click the Remove All Year button.

Clicking the X will change it to a tick making the meal available for that day and clicking on a tick will turn to an X meaning that the meal is not available on that day.




3) Student Dietary Needs

Here you can record each student's dietary needs. This process is completely optional however if completed the user will receive a warning whenever an unsuitable meal has been assigned to a student. To begin, simply type a student's name in the drop down box to filter your results then click on their name to access their dietary needs (see image below).

You will see the standard dietary needs in ScholarPack, Yes or No indicate whether or not the student has an allergy, intolerance or special requirement. To update please click on the Edit button (the following page will be displayed).

Click on the drop down box to change to either a Yes or No dependent on the student's requirements then click Update to save. This data is replicated in the student's profile in the Ancillary section. 




4) Create Debt Letter

This area will allow you to design a letter that can be sent out to parents containing school meals information such as outstanding balances. The first stage is to compose the letter (see example below).

"Dear Parent/Guardian of !firstname !surname,

We are writing to inform you that you have an outstanding balance of !balance, please contact the school to settle the balance.

Kind regards,

"School Name"

You can use tags to insert the following information into the letter.  Simply click on the tag you wish to insert in the letter.  It will appear in the position where you were last typing.

You will also have the option to include a basic summary [Include Overview] and a full statement [Full Statement] of a student's meal records for the entire year.

Click Save to keep the template. 

You can then generate the letter for each student using the Meal Debtors report. Simply tick the students you would like to generate a letter for and then select Print Debt Letters.

Once you have clicked Print Debt Letters a word document will automatically download to your computer ready to print for each student (see image below).





5) Assigning Meals

There are multiple methods of assigning a meal to a student either individually or in bulk. Please see the methods below:

Methods highlighted with a gold star are recommended

Option  Subject Method Jump
A Students          Using the Teacher Register
B Students Using the Assign Meals in Bulk module
C Students Using the Individual Student Lunches register
D Students Using the Manage Student Lunches report                                           
E Staff Using the Individual Staff Lunches register 
F Staff Using the Manage Staff Lunches report 
G Guest Pupils Using the Guest area


A) Using the Teacher Register

To use the teacher register you will need to turn on this functionality in Admin > Configuration > Register Configuration. Here you will need make sure that the meal column displays Yes (see image below).

Once this functionality has been turned on the teacher will be able to choose the student's meals every morning by selecting from the drop down box (the teacher register can be accessed through Home > Register).

When you submit the register the meals will be saved. Please note this method of entry is only accessible by teachers, administrators can amend meals through Admin > Meals.


B) Using the Assigning Meals in Bulk Module

In this module you can input future patterns for student meals. Select from the Year Group or Form and choose a Date From which you would like the pattern to commence then select Choose.

A table will then appear.

In this table you will be able to assign an individual meal type to one or all students. To enter a meal on a day by day basis for each individual child click the dash icon in the centre of each cell for each day.

To assign a meal to one or all students for the whole year tick the check box in the right hand column named Assign All Year. Once you have selected the students scroll to the bottom of the table and click into the drop down box labelled Assign. Select the required meal to allocate your choice to the selected students for the remainder of the academic year then click Assign.

The pattern you have selected can be amended at any point.

If you have used the meal patterns in a previous curriculum year you will be able to use these patterns in the new curriculum year by clicking on the button named Copy Last Year's Meals. The process will update automatically once you have selected the button.




C) Using the Individual Student Lunches Register

The individual student meals page will allow you to update student meals individually or in bulk, a green tick will indicate a student is having a meal. A grey tick will indicate a meal have been removed from a student. At the top of the page you will see a key icon, this will explain what each colour and symbol indicates on the page.

The Bulk Action All Dates button will assign or remove meals only from the dates selected at the top of the page.

The Bulk Action All Year button will assign or remove meals for the whole curriculum year (between year start and year end).




D) Using Manage Student Lunches

The manage student meals page allows you to manage all your meals for the day, similar to the individual student meals you can update in bulk and individually. A key will appear top left of the page which will indicate what is being displayed on the page.

The Bulk Action All Students button will assign or remove a meal only from the students on the page only for the date selected at the top of the page.


E) Using the Individual Staff Lunches Register

In this section you can manage individual staff lunches. To do this Select a Staff Member from the drop down box.

A table will appear showing the available meal choices and the option to select their meal preference for the next 20 days. To select a meal, change the cross to a tick and vice versa if necessary.



F) Using the Manage Staff Lunches Report 

In this section you will be able to update and print staff lunches for a chosen date. All staff members are available and you can set their meal type by clicking the cross to change it to a tick. You are also able to print a list of the staff choices for use by the kitchen staff. 

Select the date of the staff meal together with whether you wish to show all the staff or just those with a meal assigned.

You can assign a meal to a member of staff for the date shown by clicking on the red cross to change to a green tick or vise versa.


G) Using the Guest Area 

This allows you to record guest meals for a particular date. You can select the date and then click Add New to enter a guest meal.

You can then specify the type of meal from the drop down, the number of meals and any notes.

Select Insert to add the guest meal.



6) Register Daily Meals

The register daily meals page will indicate any potential students who have a meal assigned today and who are not in school.

If a student has a meal assigned and is not in school simply tick the Remove Meal box and click submit, this will remove the meal from the student(s) selected.

Alternatively you can remove codes in bulk by ticking the the attendance code at the top of the page, this will then automatically tick and highlight all the students who have those codes. Click submit to remove their meals.

If you accidentally remove meals you will have an undo last delete button appear on your page, this will disappear the moment you leave the register daily meals page.


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