> ## Documentation Index
> Fetch the complete documentation index at: https://docs.planeconnection.com/llms.txt
> Use this file to discover all available pages before exploring further.
# How to Manage Trip Catering
> Set up catering orders for trips — select vendors, build menus, accommodate dietary restrictions, schedule delivery timing, track costs, and link catering preferences to passenger profiles.
By the end of this guide, you will have created catering orders for trips, selected vendors, built menus, accommodated dietary restrictions, scheduled delivery, and tracked costs.
The Operations module must be enabled for your workspace. You also need the appropriate operations
permissions. Contact your workspace administrator if you cannot access these features.
You need the `dispatch.update` permission to create or modify catering orders on a trip.
## Prerequisites
* A trip must exist (any status from Draft through Active).
* Passengers should be assigned to the trip so dietary preferences
can be pulled automatically. You can add catering without
passengers, but preference auto-fill will not work.
* At least one catering vendor should be configured in your
workspace. See [Configure Flight Settings](/en/how-to/admin/configure-flight-settings)
to add vendors.
## Open the catering tab
### Step 1: Navigate to the trip detail page
Open the trip from the **All Trips** list, the **Dispatch Board**,
or the **Schedule** page.
### Step 2: Click the Catering tab
On the trip detail page, click the **Catering** tab. If this is a
new trip with no catering orders, you see an empty state with a
**Create Catering Order** button.
## Create a catering order
### Step 1: Click Create Catering Order
Click the **Create Catering Order** button. A dialog opens with the
order form. For multi-leg trips, you are prompted to select which
leg the catering order applies to (e.g., Leg 1: KTEB to KPBI, Leg
2: KPBI to KTEB).
### Step 2: Select a vendor
Choose a catering vendor from the **Vendor** dropdown. The list
shows vendors configured in your workspace, sorted by proximity to
the departure airport for the selected leg.
Each vendor entry displays:
* Vendor name
* Airport or city served
* Lead time requirement (e.g., "24 hours minimum")
* Rating (if your team has rated previous orders)
If the vendor you need is not in the list, click **Add Vendor** to create a new vendor record
inline. You need the vendor's name, contact information, service area, and lead time requirement.
### Step 3: Build the menu
The menu builder section lets you assemble the order item by item:
1. Click **Add Item** to add a line to the order.
2. For each item, enter:
* **Item name** -- e.g., "Grilled chicken wrap", "Fruit platter",
"Espresso service".
* **Quantity** -- Number of units.
* **Unit price** -- Cost per unit. If the vendor has a catalog
configured, selecting an item from the catalog auto-fills the
price.
* **Category** -- Appetizer, Entree, Side, Beverage, Dessert,
Snack, or Other.
3. Repeat for each menu item.
The order subtotal updates in real time as you add items.
**Using vendor catalogs:** If a vendor has uploaded their menu
catalog, click **Browse Catalog** to view available items organized
by category. Select items from the catalog and they are added to
the order with pre-filled names and prices.
### Step 4: Note dietary restrictions
The **Dietary Restrictions** section lists each passenger on the
trip along with any dietary preferences stored in their passenger
profile (e.g., "Vegetarian", "Nut allergy", "Gluten-free",
"Kosher", "Halal").
Review the list and add any additional restrictions or
special instructions in the **Special Instructions** field. These
notes are included when the order is sent to the vendor.
Always verify dietary restrictions before finalizing catering orders. Allergies are a safety
concern — an allergic reaction at altitude is a medical emergency. Cross-reference passenger
profiles and confirm directly with the trip requester or passengers when there is any doubt.
### Step 5: Set delivery timing
Configure the delivery logistics:
| Field | Description |
| --------------------- | -------------------------------------------------------------------------------------------------------------------- |
| **Delivery date** | The date the catering should arrive. Defaults to the departure date of the selected leg. |
| **Delivery time** | The time the catering should be at the aircraft. Best practice is at least 30 minutes before scheduled departure. |
| **Delivery location** | The FBO or ramp location. Auto-populated from the departure airport; editable if the crew will be at a specific FBO. |
| **Contact on site** | Name and phone number for the person receiving the delivery (typically the line crew or dispatcher). |
### Step 6: Add special requests
Use the **Special Requests** field for any additional instructions:
* Presentation requirements (china service vs. disposable)
* Ice and beverage setup
* Crew meals (specify separately from passenger catering)
* Branding or labeling requests
* Hot vs. cold delivery requirements
### Step 7: Save the order
Click **Save**. The catering order is attached to the trip and leg.
The order status is set to **Draft**.
## Advance the order status
Orders move through **Draft**, **Sent**, **Confirmed**, **Delivered**, and **Cancelled** statuses. To advance, click the **status chip** on the catering order card and select the new status.
## Send the order to the vendor
### Step 1: Review the order
Open the catering order from the Catering tab and verify all items,
quantities, dietary notes, delivery timing, and special requests.
### Step 2: Click Send to Vendor
Click the **Send to Vendor** button. The system generates a
formatted order summary and sends it to the vendor's email address
on file. The order status changes to **Sent**.
The email includes:
* Trip details (date, route, aircraft tail number)
* Complete menu with quantities and prices
* Dietary restrictions and special instructions
* Delivery date, time, and location
* Contact information for on-site coordination
### Step 3: Confirm receipt
When the vendor confirms the order (typically by reply email or
phone), update the order status to **Confirmed**.
If your organization uses a catering vendor with an API integration,
orders can be sent electronically and confirmation is received
automatically. Check **Admin > Integrations** for available
catering vendor integrations.
## Link catering to passenger preferences
Passenger profiles in PlaneConnection can store catering preferences
that carry across trips. To take advantage of this:
1. Ensure passenger profiles have the **Preferences** field
populated with catering-related notes (dietary restrictions,
favorite items, beverages).
2. When creating a catering order, the **Dietary Restrictions**
section automatically pulls these preferences for all passengers
on the trip.
3. Use the preferences as a starting point and adjust for the
specific trip.
For repeat passengers -- especially aircraft owners and regular
charter clients -- this saves time and ensures consistency.
## Edit or cancel a catering order
* **Edit:** Open the catering order and click **Edit**. Modify any
fields and click **Save**. If the order has already been sent to
the vendor, a re-send prompt appears so you can notify the vendor
of changes.
* **Cancel:** Click the **three-dot menu** on the order card and
select **Cancel Order**. Confirm the cancellation. If the order
has been sent, a cancellation email is automatically sent to the
vendor.
## Track catering costs
Catering order totals automatically flow into the trip cost
estimate under the **Catering** line item. The catering cost on
the Estimate tab updates whenever you save changes to a catering
order.
To view catering spend across trips, use the **Ops > Reports**
page and select the **Expense Summary** report with the Catering
category filter.
Compare catering costs across vendors by reviewing the vendor-level
summary in **Admin > Flight Settings > Catering Vendors**. The
summary shows average order value, total spend, and order count for
each vendor over a configurable date range.
## Related
Set passenger dietary preferences that feed into catering orders.
See how catering costs integrate into the overall trip estimate.
Set up trips and passenger manifests before ordering catering.
Record actual catering receipts against trip expenses.